Digital Images and Microsoft Word by fdjerue7eeu


Digital Images and Microsoft Word

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									                                                                                            Note for Guidance No 41
             West Yorkshire Fire & Rescue Service                                     Digital Photographic Images &
                                                                                       Microsoft Word - Tips & Hints


  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

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

                                                                          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

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
                                                                 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


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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