linking images and compressing file size

[MJ]

I am creating reports for print in Power Point and a copy of the same report
needs to have the file size reduced for emailing purposes. The compression
option in Power Point is not good enough.

Example of a current report, this is for print the file size is 64.489KB
this needs to be reduced to 5MB. The only way we have been able to reduce the
file enough is to remove the majority of the images and use the compress
option in Power Point.

I am trying to find out if there is a way to link the image that is placed
in the document from the folder? By doing this I should be able to optimize
all images at once and update them in the document instead of replacing them
individually, one by one.

This needs to be done so that I can take the images into Image Ready and
optimize them. We can not exceed 5MB when emailing the report for review and
the reports have a lot of images in them. Time is of the essence as we are
under tight deadlines.

Thank you for any suggestions you are able to offer.
Mary Jo

 

[Bill Dilworth]

Hi MJ,

64 Megs is not huge if you have 200 graphic intense slides, but we should be
able to get you down below the 5 meg limit one way or another.

First, how many slides are there... well that doesn't really matter, how
many pictures are there (each slide does not take up very much space, but
pictures are memory hogs)? Just for fun, I created a 3200 slide
presentation with a 40K graphic on the Master slide. The entire
presentation was only 2 megs.


How were the pictures inserted (PowerPoint may not recognize a cut and
pasted image as a picture, so won't even try to optimize it)?
Did you optimize the images for print or for screen (the less detail you
keep, the smaller the file size)?
Did you embed any WAV sound files or use any sounds in transitions (These
will also cause file bloat)?

Have you tried the PPTools optimizer, it is also quite good at keeping it
down to reasonable.
http://www.rdpslides.com/pptools/FAQ00013.htm

Have you read the PP FAQ on big files?
**Why are my PowerPoint files so big? What can I do about it?
http://www.rdpslides.com/pptfaq/FAQ00062.htm

If you link the image files (instead of inserting them) then you will not be
able to optimize the image size from PowerPoint AND will have to insert the
linked image after you have placed it in the same folder as the presentation
AND send it along with the presentation. No time or size savings, sorry.

If you try all this and still are not under the limit, post back and we'll
see what else can be whacked out.


--
Bill Dilworth
A proud member of the Microsoft PPT MVP Team
Users helping fellow users.
billdilworth.mvps.org
-_-_-_-_-_-_-_-_-_-_-_-_-_-_-_-_-_-_-_-_
yahoo2@ Please read the PowerPoint
yahoo. FAQ pages. They answer most
com of our questions.
www.pptfaq.com
..
..

 

[Kathy J]

MJ,
You have gotten some great advice. I am going to point you to two more
pieces from Steve's PPT FAQ:
Do this before using PowerPoint seriously
http://www.rdpslides.com/pptfaq/FAQ00034.htm
(especially the part about turning off Fast Saves)
and
Why are my PowerPoint files so big? What can I do about it?
http://www.rdpslides.com/pptfaq/FAQ00062.htm

(They are guys - they go for the complicated stuff first. Me, I go for the
simple solution then the harder ones...)

--
Kathryn Jacobs, Microsoft MVP PowerPoint and OneNote
Author of Kathy Jacobs on PowerPoint - Available now from Holy Macro! Books
Get PowerPoint answers at http://www.powerpointanswers.com
I believe life is meant to be lived. But:
if we live without making a difference, it makes no difference that we lived

 

[MJ]

Hello again

Thank you to everyone for all of the advice BUT I am still having a problem

Here is the story and in advance I REALLY appreciate all of the advice

I downloaded Optimizer it helped and got the file to about 15 megs
File needs to be below 5 megs
File contains 94 slides

Here is what could be causing the problem after reading about Power Point.
The report we are working on has had images and files copy pasted into it. I
have forwarded all of the information to the others in my department.

I really need a work around. Please (Yes I am desperate)

I was able to compress the file to 4 megs using the program Graphic
Converter but that program is only for Mac’s and I have to be able to do this
at work on a PC. I saved the presentation slides as .jpgs then brought them
into Graphic converter which Batch compressed all of the .jpgs and then
reinserted each slide into Power Point to make the presentation.

Thank you again
MJ

 

[MJ]

Hi Bill

I did repost, I forgot to put in that there are no transitions, sounds, WAV
files at all.
The document is used for 2 purposes, 1 a presentation and 2 a printed report
to match the presentation.

We do not have time to create 2 individual reports, so since the orginal is
for print we have images at 300 and then I thought we could optimize down to
web resolution which is where we are having problems. ( Yes I have realized
that that is due partly because we have copy and pasted) but I am really
hoping there is a work around.

I really appreciate any suggestions you can provide me with.

MJ

 

[MJ]

THANK YOU so much!

MJ

What settings did you use? You'll want to choose
Pictures (JPG)
OLE Objects (JPG or PNG)
Optimize for: Tiny/Ugly or Web

Try optimizing again, starting with the original presentation rather than an
already optimized one (it won't touch already-optimized images).


-----------------------------------------
Steve Rindsberg, PPT MVP
PPT FAQ: www.pptfaq.com
PPTools: www.pptools.com
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