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Word document reduce size with lots of pictures

Did you ever find yourself, busy finalizing and creating a word document proposal only to find out that the document cannot be send via email?

Why cannot send via email? The document size is too large to be attached and sent by email.

Yes, this would happen if the document has quite a few high-quality resolution photos or pictures that are really good in quality.

Photos or pictures that has high-quality resolution comes with its own draw back. The size of the photo is quite big.

Luckily, for word document we can format the picture or photo and optimized it for email attachment or email sharing.

If the document is viewed on the computer, the quality of the photo may not be noticeable. Of course, if the document is printed then the quality of the photo can be seen.

So, how do we reduce the size of a photo that is inserted on a word document?

First, let’s do a step-by-step process on how to insert a picture to a word document. I know this might be quite obvious if you have been using word for quite some time.

In Word ribbon, click “Insert” tab.



After selecting Insert, click “Pictures” and select Insert Picture From – “This Device”


This will open a file browser window, and browse to the folder where the photo is located and insert the photo. I am inserting the photo or image below which I saved on my desktop.


After inserting the photo into the document, select the photo and on the ribbon tab. A picture tool formatting option will be opened.


Click the “Picture Tools” option and click “Compress Pictures”.

After clicking “Compress Pictures” a new window will pop-up.
Select or click the E-mail option minimize document size for sharing.

After selecting this, the photo will be compress to 96 ppi and will eventually reduce the size of the photo. The photo may look the same on the screen of the computer or a slight contrast or change of the photo might be noticed.

If you need to ensure that the size of the photo has been reduced, you can save the picture and compare it to the original photo that was inserted.

When saving the picture, browse to the folder where the original photo is located so it will be easy to compare.

To save a picture from a word document, select the photo to be saved. Right click on it, and select "save as picture". Then browse to the folder where the photo or image will be saved.

Image below shows, how it looks like after selecting the photo on the document and right clicking on it. "Save as Picture" will open the file explorer option in Windows and just provide the filename and save the file.


Of course, make sure that you saved the photo on a different filename or else the original photo might be overwritten.

To check the size of the saved photo, right click on the file and click properties.

Under properties window, check the size of the file and you will notice that the photo size has been reduced from MB to KB.

If you have a few photos or pictures on the document, all the photos have to be compressed one by one. Or what you can do, is to compress all the photo on a single word document and save it before writing a complete document.


Cheers! Take care. Till next Time.

Stay safe! and Keep things up! 

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