There are many ways of optimising documents so that they take up less space in your personal library. If your operating system or software is not included in the examples below, or you require further assistance, please contact your local IT provider.
1. Compress files to "zipped" directory or file program.
To compress files in Windows 7:
- Locate the file or folder that you want to compress.
- Right-click the file or folder, point to Send to, and then click Compressed (zipped) folder.
- A new compressed folder is created in the same location. To rename it, right-click the folder, click Rename, and then type the new name.
To uncompress files in Windows 7:
- Locate the compressed folder that you want to extract files or folders from.
Do one of the following:
- To extract a single file or folder; double-click the compressed folder to open it. Then, drag the file or folder from the compressed folder to a new location.
- To extract the entire contents of the compressed folder, right-click the folder, click Extract All, and then follow the instructions.
Please note that some file types, such as JPEG pictures, are already highly compressed, so zipping them will not reduce their size any further.
2. Compress Pictures in Word and PowerPoint
Often these files can contain images that have been inserted into them and even though the image might have been resized to fit into a page/slide, the image itself still maintains the same memory size. To reduce the size of all images/graphics within a document, try using the "Compress Pictures" option.
- For Office 2007 onwards, this is found in the "Format" toolbar.
- For earlier versions of Office, right click on an image and select "Show Picture Toolbar", then look for the icon that says "Compress Pictures".
- In both cases check the option to compress all images in the document