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You can reduce the file size and save disk space by compressing pictures in your document. The compression options reduce both the file size and picture dimensions based on how you intend to use the picture, such as viewing on screen or in an email message. You can compress all pictures in the file or just the ones that you select. 

These features aren't available in Microsoft 365 for the web, but only the desktop versions of the Office apps.

You can send files with high-quality images easily, and without file limits, by saving to the cloud and then sharing files from OneDrive.

Compress individual pictures

When you don't need every single pixel in an image to get an acceptable version of it, you can compress pictures to make the file size smaller.

  1. With your file open in your Microsoft Office application, select the picture or pictures that you want to compress.

  2. Under Picture Tools, on the Format tab, in the Adjust group, select  Compress picture button icon Compress Pictures.

    If you do not see the Picture Tools - Format tab, make sure that you selected a picture. You may have to double-click the picture to select it and open the Format tab.

    Also, depending on your screen size, you might only see the icons for the Adjust group. The Compress Pictures button appears without a label.

  3. To compress the selected pictures only and not all of the pictures in the document, select the Apply only to this picture check box.

    Clearing the Apply only to this picture checkbox will override any previous changes you have made for other individual pictures in this document.

  4. Under Resolution, click the resolution that you want, then click OK.


    Click the headings below for more information

Important: This setting applies only to pictures in the current document or the document selected in the list next to Image Size and Quality. To make it the default for all new documents change the drop down.

  1. Click the File tab.

  2. Click Options and then click Advanced.

  3. Under Image Size and Quality, use the drop down to select whether you want the change to apply to a specific document or all new (and future) documents.

  4. Set the resolution that you want to default to, then click OK

Any info on the changes you've made to your picture are stored in your file. You can reduce the size of your file by deleting this editing data, but if you want to undo your edits you will need to reinsert the picture.

Note: This feature is not available in Microsoft Project 2016.

  1. Click the File tab.

  2. Click Options and then click Advanced.

  3. Under Image Size and Quality, click the document that you want to remove picture editing data from.

  4. Under Image Size and Quality, select the Discard editing data checkbox.

Note: This setting applies only to pictures in the current document, or the document selected in the list next to Image Size and Quality.

See Also

Change the default resolution for inserting pictures in Office

Editing photos without Picture Manager

Compress the media files in your presentation

Crop a picture

Turn off picture compression

Compress individual pictures

  1. To compress all pictures in your document, on the ribbon, select File > Compress Pictures (or File > Reduce File Size).

    Under the Picture tab, select Compress Pictures

    To compress only selected pictures, hold down SHIFT, click the pictures you want to compress, and then click Compress Pictures Compress Pictures button on the Picture Format tab.

  2. Select an option in the Picture Quality box. Highest resolution is listed first and the lowest resolution is listed last.

    Tip: If you have cropped any pictures, you can reduce the file size even more by selecting the Delete cropped areas of pictures check box.

  3. Click Selected pictures only or All pictures in this file.

    Note: If you use the File menu to choose all pictures in step 1, these options will be unavailable. Compression will be applied to all pictures in your document.

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