Note for Guidance No 41 West Yorkshire Fire & Rescue Service Digital Photographic Images & Microsoft Word - Tips & Hints Background We generate many reports as part of regular duties within WYFRS and some of them will contain digital photographic images as a matter of course. Dependant upon an individual’s knowledge of (a) Digital Photography principles and (b) how Microsoft Word deals with embedded images, the resulting report could end up extremely large in size, slow to save and slow to print, dependant upon the number of photographs inserted. When such large files are passed to colleagues via email, further versions will “clog up” the email servers such is their size. In almost all cases, the actual size of print required in the document is far smaller than the original image size – up to 15 times larger than required, dependant upon the Effective Pixels specification of the camera. This can be reduced with no loss of quality when printed on laser/inkjet printers. This document aims to give “Best Practice” advice and guidance on the use of Microsoft Word and digital photographs. Digital Cameras’ – Pixels & File Sizes and Uses The primary purpose of the photographs is usually to present evidence in a court of law and as such, high quality images and prints are the requirement. The cameras currently in use provide the correct quality levels for this purpose and more. The table below shows the relationship between image size, megapixels and print size. Image Size Megapixels Print Size (in inches) 4064 x 2704 11.1 13.5 x 9 3088 x 2056 6.3 10.25 x 6.8 3008 x 1960 5.3 10 x 6.5 2048 x 1535 3.0 6.8 x 5.1 1600 x 1200 2.0 5.3 x 4 1280 x 960 1.2 4.25 x 3.2 640 x 480 0.3 2.1 x 1.6 Note. The figures shown above will vary from camera to camera – but serves as a guide for the purposes of these notes. The shaded blocks highlight the most common sized print sizes that would be used in a Microsoft Word document on A4 paper and this is the only size needed for that purpose. When you require photo quality prints for court etc., then the top three image sizes are best for that purpose. Issue Date March 2009 Review Date May 2011 Ref FSNFG041 How Does Microsoft Word Deal with Large Digital Images? If you “Insert” – “Picture” – “From File” and place a photograph sized as per the top three lines of the table, dependant upon some settings under “Options”, Word will automatically recognise the picture will not fit within page boundaries and “shrink to fit” – or insert the image, “drop off” the page and allow you to “reduce” the image Visibility via the “Format Picture” option. What Effect Does This Have? Once you have “Reduced” the Visibility of the images and finished your document, to the eye there is nothing wrong and the document will print to your expectations. However, should you have many photographs inserted, even though they may look small, your saved document will be very large. This is the size visible and printed in the document. This is the original size of the image and that’s also the size of the image stored inside the document. This image will be approx 4 to 4.5MB The shot below displays a more efficient way of dealing with inserted images; This is the size visible and printed in the document and is now the actual size too. This image will be approx 4 to 4.5KB (About the original size) This document contains three photographs reduced to approx 5.75” x 4.2”. Its total file size is 1.2MB This document contains three photographs at full size. Its total file size is 12MB. And to state the obvious – if you need to include 10, 15 or 20 photographs, if they are not first reduced in size, you will end up with 100MB documents. Recommended Process 1. Create directory(s) where you can store reduced size images taken from your working copy CD. Meaningful names will assist quick location of photographs when the time comes to insert them. 2. Copy the full size images to your new directory from your working copy CD. 3. Open the images in Microsoft Office Picture Manager as per the following pictorial steps. Right-click a file Select “Open With” Select Office Picture Manager Once Picture Manager is loaded – click here to change the view to “All Images” Once “All Images” are in view – press Ctrl-A to “Select All” as above. Don’t worry about selecting a mixture of Portrait & Landscape orientation shots, the resize process works regardless. Select “Picture” then select “Resize” Select “Predefined width x height then select “Document Large (1024 x 760) Click “OK” and you will be returned to the view below. The * next to each filename indicated the file is altered but not yet saved. Click “File” and select “Save All” Then “File” and “Exit” This is the end result – greatly reduced image sizes. Your original large files are now overwritten – to leave the large originals on the working copy CD only. Finally You are now ready to insert the images into your Word document using your usual method(s) Tip – If you wish to have complete control over where the image is placed on the page, first insert a “Text Box, then insert the picture inside the text box, resizing the box as required (see below). Doing so will allow you to drag the image anywhere you like and control the layout in a precise manner. Select “Insert” then “Text Box” Place cursor in text box them “Insert” – “Picture from file” Select the text box & right-click, then select “Format Text Box” Choose from the options and once done, place your image where you want it.
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