Are you having trouble uploading a file to the internet? Or you have to deal with lots of files pouring in from your students or work colleagues and you’re having trouble keeping track and rearranging your files according to categories. You may have noticed that transferring large and heavy files over the internet can be frustrating, especially when you don’t have high-speed internet connectivity.
A lot of computer users are also wondering how to convert large files online without having to spend money or time on doing it. Yes, there are many file converters available on the internet today but some of them have a certain capacity of files they can be able to convert accurately.
There is the need to reduce the size of your files for the best output. And we have tips to share in this regard.
But before we proceed…
Why Is Reducing File Size So Important?
You can easily convert your PDFs back later from PDF to Word, PDF to Excel, or PDF to PowerPoint. There are a lot of tools available on the internet to facilitate such conversions. But first, it would be best to reduce your file size, here’s why;
First, making the size of your file as small as possible is fundamental to making sure that it is easily available over the internet to users. Websites have a maximum uploaded file size, which is normally about 10 MB.
Where there are larger images or files, there is usually extra load on the webserver which slows down all operations being performed by the user. This is most especially intolerable for users who are trying to access your content. This is especially true for those working on a slow internet connection.
Also, the emailing files have their own issues too. Usually, there are maximum file sizes that you can send and this comes with different limitations.
When sharing Word, Excel, or PowerPoint files on the internet with the public, you should not do so regularly. It should be done occasionally. Except there is a strong reason to.
It is then highly recommended that you convert your files to PDF.
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How Can You Convert and Rearrange Large Files?
- Reduce the Size of Images
It is important that you resize your images down to the minimum acceptable size that you actually need before inserting them into your document. Images from cameras most especially are quite large. Reducing the size of the file before you use keeps your file size as small as possible. Reducing the size of an image after insertion doesn’t reduce the file size.
After converting your file to a PDF file, you can open it in Adobe Acrobat. While in Adobe Acrobat, go to File and click on Save As. Here you change the Format to ‘Optimized’. The optimized option helps you compress the PDF without changing or adversely affecting the form and structure of the document.
- Insert Your Graphics Only By Using the Insert Command
Did you know that whenever you copy and paste images, they automatically assume a larger image file size? Yes. Next time you need to insert an image in your document, simply follow these instructions:
- Click the Insert tab on the menu.
- Click “Picture from file” from the Picture icon.
- Move to the particular picture and click the insert button.
- Compress Images
Compressing the images in your work reduces their quality without the user being aware of the difference. This reduces the image size intelligently. You have the option to choose from a list of compression options to find the one that works best for you.
- Click the file menu and select “Reduce File Size”.
- Change the picture quality to one of the options apart from “High Fidelity”.
- Select all the images you want to apply the compression to and click “Ok”.
- Disable the Preview Picture Option
The preview picture is the thumbnail of the document’s first page. When there are a number of images on the first page, it is advisable to disable preview pictures to further reduce file size.
- From the File menu, click on “Properties”
- Go to the Summary tab.
- Deselect the checkbox showing “Save Preview Picture”
- Then click ok.
- Do Not Attempt to Fast Save
Fast Save is your popular method of using keyboard shortcuts like ‘Ctrl + S’ to save your document or using the Save option in the File menu. When you fast save, the latest changes to your file are in actual sense appended to the previous file and not necessarily combined as one.
This means that the little addition you made is now treated as a separate file using up a sizable space. Consider doing a full save instead, so that your document is properly ordered.
While considering sharing your files, it is always a good option to convert them to an easily accessible state. To convert and rearrange a large file to become a smaller version, reduce the size of images, insert your graphics only by using the insert command, compress images, disable the preview picture option, and do not attempt to fast save. Be sure to review this guide carefully for best practices.