University Library

Reducing file sizes

Further Information

'Green' Information Services

Information Services uses recycled paper in all MFPs and printers. The paper is manufactured from 100 per cent post-consumer waste (collected from office waste). In addition, we provide a free scanning service on all subject library MFPs. Also USB scanners are available in some subject libraries.

All MFPs can be set to copy on both sides, and the two pages into one option is linked directly from the MFP display. We recycle all MFP and printer toner cartridges and provide paper recycling bins.

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These are guides for reducing print document file sizes. This increases the chance of a prompt print out.

Reduce file sizes using:

Adobe Reader - For compressing PDFs on Windows.

Preview - For compressing PDFs on Mac OSX.

Office 2007 and current versions - For compressing Word, Excel and Powerpoint files. 

Office 2003 and previous versions - For compressing Word, Excel and Powerpoint files. 


Adobe Reader

For compressing PDFs on Windows.

 

Step one

Select File > Print

Step 1 

 

Step two

Choose a printer; global for IS computers, or XPS Document Writer for saving an XPS file.
Then click Advanced.

Step 2

 

Step three

Check the Print at Image box and click OK.

Step 3

Click Print.

 

Optional step four

If you chose to save an XPS file you will now be prompted to name it and choose a save location.

Your file is now ready for uploading to Web Print.

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Preview

For compressing PDFs on Mac OSX.

 

Step one

Click File > Export...

Step 1

 

Step two

In the Qwartz Filter drop down select Reduce File Size.
Click Save

Step 2

Your file is now ready for uploading to Web Print.

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Office 2007 and current versions

For compressing Word, Excel and Powerpoint files. 

 

Step one

Click File > Save As.

Step 1

 Choose a new name for your file such as; "<file name> print version".

 

Step two

From the Save as type drop down, select PDF.

Step 2

 

Step three

Check the Minimum size box, and the Open file after publishing box.

Click Tools and select Compress Pictures...

Step 3

 

Step four

Check the Delete cropped areas of pictures box and the Email (96 ppi) box.

Step 4

Click OK.

Click Save.


Step five

Check the now open print copy and ensure the compression is adequate.

Your file is now ready for uploading to Web Print.

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Office 2003 and previous versions

For compressing Word, Excel and Powerpoint files. 

 

Step one

Click File > Save As.

Step 1

Choose a new name for your file such as; "<file name> print version".

 

Step two

From the top right hand side select Tools > Compress Pictures.

Step 3

 

Step three

Enter the following options:

  • Apply to: All pictures in document
  • Change resolution: Web/Screen
  • Option: Compress pictures and Delete cropped area of pictures

Step 4

Click OK.

Click Apply.

Click Save.

 

Step four

Choose where to save the compressed file.

You can now convert this print file to a  PDF or XPS file in order to upload to Web Print.

Please check the file before printing to ensure that the images are of high enough quality to be legible. If they aren't try excluding the compress pictures step.

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