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File Compression

The Trust's mail server rejects any incoming files that are larger than 10MB (10,000KB). It is therefore sometimes necessary for grantees to reduce the size of particularly large documents, such as reports. The benefits of compressed files are that they:
  • take less time to send and receive,
  • do not get blocked by servers which restrict the size of individual e-mails being submitted or received,
  • cost less to send and receive if you and / or the recipient are paying a rate for internet usage,
  • take up less space on a storage device, and
  • open and run quicker.
To check the size of the file you are thinking of sending, right-click on it and select "Properties". The size of the file is shown on the "General" tab, under "Size on disk".

How to Compress Individual Pictures

The following tutorial has been written for an audience using, which is a free image editing programme. However, there are many other image editing programmes available which will likely work in a similar way and share the same capabilities.
  1. Open and open the picture you wish to compress.
  2. Open the "Resize" window by clicking "Image » Resize".
  3. Ensure that the "Maintain aspect ratio" checkbox is ticked, as this will avoid the picture getting "squashed" when you resize it.
  4. Resize the image by entering a smaller number for the height or width (in pixels) and click "OK". For reports and applications, you will probably want your picture to be a resolution of around 400 x 300.
  5. Click "File » Save As" and make sure that "JPEG" is selected in the "Save as type" dropdown box. Click "Save".
  6. The "Save Configuration" box will appear, where you can use a sliderbar to adjust the quality of the picture. You can opt to adjust this slider to reduce the quality further if you wish, but it is generally best left at the default setting (usually around "90").
  7. Insert your (now compressed) image into your report or application.

How to Compress Individual Documents

As an alternative, or in addition to the above method, it is possible to compress all raw images already inserted into a word processing document (such as Microsoft Word). The following tutorial has been written for an audience using later versions of Microsoft Word (2007 and above), as this is the most commonly used word processing programme. However, the process will vary between older versions and different suites.

It is assumed that PDF printing software is already installed. Appropriate software can be obtained for free by clicking here, or purchased with a copy of "Adobe Acrobat" from the Adobe website.
  1. Open the document you wish to compress, using Microsoft Word.
  2. Left click on any one of the pictures in the document to select it, and a new tab called "Format" will appear on the toolbar at the top of the screen.
  3. Click the button to the left of the "Format" tab that reads "Compress Picture" and the "Compress Pictures" windows will apppear.
  4. Ensure that the "Apply only to this picture" checkbox is unticked, and that the "Delete cropped areas of pictures" is ticked.
  5. Ensure that the "E-mail (96 ppi): minimize document size for sharing" radio button is selected. Click "OK" and save the document.
  6. Click "File » Print", select your PDF printer from the dropdown menu and click "Print Properies".
  7. Select the "Paper/Quality" tab and click "Advanced". Then under the "Graphic » Print Quality" dropdown box, select "300dpi". Click "OK" twice to close the pop-up boxes.
  8. Click "Print" before being prompted for a filename and location for your PDF file. You can now e-mail this PDF file to the Trust.

How to Compress Multiple Documents

It is possible to compress multiple documents into one file archive, using a file compression programme such as 7-zip. However, file compression is usually more effective using the other two methods described above.