If you are going to send many large Word files by email, I have some tips to share with you to cut down on their file size. 1) Use 'Insert Picture' Go to Insert > Picture > From File and select the picture you want to add. Never copy and paste the picture from elsewhere. This will cut as much as 90% off the file size. 2) Use JPEG format instead of BMP If you encounter a BMP picture file that you need to insert into your presentation, go to Start > Programs > Accessories > Paint. Open the file in question, and select 'save as'. Desktop publishing on a mac.

Click on the 'save as type' and select JPEG. This should greatly reduce the file size and result in a smaller PowerPoint file. 3) Compress Pictures Go to File > Save As > Tools > Compress Pictures, tick 'compress pictures' and 'delete cropped areas of pictures'. Unless you intend to make high resolution copies of the document, go to 'Change Resolution' and select 'Web / Screen'. Press OK and save the document.

Click the 'Compress Pictures' button which resembles a photograph with blue arrows on each corner. It's located in the top-left section of the menu at the top of your Word document. On older versions of Word, click Format at the top and select Compress Image from the drop-down menu. When dealing with a seemingly huge word document, your first instinct would be to compress the images because images and other elements in the document may increase document size. The other aspect you need to look at are ways of reducing documents with no pictures in them.

This has a huge effect on the file size if you are using very high resolution photos or illustrations. 4) Turn off 'Fast Save' Under Tools > Options > Save > Save Options, untick 'Allow fast saves'. 5) (a.k.a ZIP files) Right click on the Word file and select 'Send To' > 'Compressed (zipped) Folder'. I have seen a 1 megabyte Word document shrink by 70% of its size.

This difference is very significant to the around 20% to 30% of the people still using dial-up access. 6) Remove preview picture Under File > Properties > Summary, untick 'Save Preview Picture'. This saves a small amount of space.

7) Save in Microsoft Word 95 format If you have only a plain English Word document without any pictures or advanced features, you can reduce the file size by half if you use this advice. Under the Save As option, select 'Word 6.0/95 (*.doc)'. You may get a security warning but it is generally safe to save the file.

Warning: This format will create gibberish with non-English documents, will cause any unsupported features to be lost and greatly increase the file size if you have pictures. It is best to save another copy in Word 95 format, close Word, and then open the document again to see if it has any adverse effects.