optimising powerpoints
reducing file size for attaching to email or Blackboard
Blended Learning Advisor
Academic Development Unit

biggest cause of large
powerpoint
presentations is...

drag and drop (not
resizing images)

best solution =
prevention, rather than
cure (editing images
FIRST)

the photoshop bit

open photoshop
ep 1
s t

file > open (and locate
your image)
ep 2
s t

[pause] how big does
the image need to be?

slide title slide title

image equivalent
(of a slide)
1024 x 768 pixels
72 ppi (pixels per inch)

full slide = crop image to exactly
1024 x 768
‘portrait’ images = constrain to 768
high
‘landscape’ images = constrain to
1024 wide
fit under a slide’s title text =
constrain to 500 high

< for an entire slide... >

choose the crop tool
ep 3
s t

in the ‘options’ palette /
toolbar, type in the
above settings...
ep 4
s t

click and drag out the
area in your image that
should occupy the
ep 5 slide*
s t
*Resize by dragging the corners of the box, or move by dragging inside the entire rectangle

press the return key, or
double click to confirm
the crop
ep 6
s t

choose file > save for
web
ep 7
s t

configure the settings:
Format = JPEG
Quality = 40-70
ep 8
s t
*Use the ‘2 Up’ tab to compare the original with your ‘compressed’ version

click ‘Save’
ep 9
s t

< to fit in proportion >

choose image > image
size
ep 3
s t

set the resolution to 72
ppi
ep 4
s t

set the size in the ‘Pixel
Dimensions’ area - only
the width or height is
ep 5 required*
s t
*Ensure the ‘Constrain Proportions’ checkbox is ticked - this will prevent image distortion

click ‘OK’*
ep 6
s t
*If things go awry, hold the ‘Alt’ key - this will show a ‘Reset’ button - click it to start again!

choose file > save for
web
ep 7
s t

configure the settings:
Format = JPEG
Quality = 40-70
ep 8
s t
*Use the ‘2 Up’ tab to compare the original with your ‘compressed’ version

click ‘Save’
ep 9
s t

the powerpoint bit

open powerpoint
ep 1
s t

open an existing
presentation, or create
a new one
ep 2
s t

insert > picture > from
file..., then locate your
image*
ep 3
s t
*Drag and drop, although quicker, can cause bigger presentations than the menu commands

quickly add multiple images:
PC users = Insert > Picture
> New Photo Album
Mac users = buy an add-in
from http://
www.agentjim.com/MVP/
PowerPoint/ppt2004.htm

automating image edits

photoshop actions =
record and playback of
the processes you use

‘batch’ command =
playback an action on
multiple image files

creating an action

boring processes*:
contrast changes
applying a filter
resizing / cropping
changing file format
*Candidates for creating and using Actions!

open a sacrificial image
in photoshop to create
the action
ep 1
s t

open the actions
palette (window >
actions)
ep 2
s t

create a new action
set*
ep 3
s t
*This will help organise your actions, but also allow you to save them to another computer

create a new action
(and start recording)
ep 4
s t

considerations:
do as much as possible
through the menus
save commands will
record the location

when you have
finished, stop recording
the action!
ep 5
s t

open another image,
and play the action on
it...
ep 6
s t

using the batch
command

put the images you
want to process in a
single folder*
ep 1
s t
*It’s a very good idea to back these images up, if the ‘Batch’ process goes wrong...!

[in photoshop] choose
file > automate >
batch...
ep 2
s t

choose the action you
want to use
ep 3
s t

click ‘Choose’ to locate
where the images are
stored
ep 4
s t

define if, how or where
images should be
saved
ep 5
s t
*If there is no ‘Save’ command in the action, choose “Save and Close”, or “Folder”

click ‘OK’
ep 6
s t

Disclaimer
All software screenshots are copyright of their parent
companies – they are used for the sole purposes of
education.
All other content appears under the Creative Commons
Attribution-Noncommercial-Share Alike 3.0 Unported
License