Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Choosing an Insert Method for Pictures.

Choosing an Insert Method for Pictures

by Allen Wyatt
(last updated October 1, 2016)

3

It is common practice to insert pictures into Word documents. (You know—a picture is worth a thousand words.) When inserting JPG images into Word documents, you should strongly consider using the Picture option from the Insert menu, rather than doing a simple copy and paste. The reason for this is that Word handles pictures differently when they are cut and pasted compared with when they are inserted. When they are cut and pasted they are treated as TIFF files, which are typically much larger than JPG files, even if the original photos were JPGs.

For example, a twelve-page document with no photos takes approximately 72.5 KB on disk. Adding two photos using cut-and-paste techniques resulted in a file that was 435 KB in size. The same document, when the same photos had been inserted correctly (using Insert | Picture), shrank to 146 KB.

By inserting pictures in this manner you can save enormous amounts of hard disk space and communication bandwidth if the document has to be e-mailed. In addition, the file will load faster and you can make edits quicker.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1463) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Choosing an Insert Method for Pictures.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Changing Line Color in a Drawing Object

Don't like the color of the lines that Excel chose for your drawing object? It's easy to choose your own colors, as pointed ...

Discover More

Returning a Blank Value

Is it possible for a formula to return a blank value? It depends on how you define your terms. This tip examines all the ins ...

Discover More

Changing the Default File Name

When you first save a new file, Word bases the name of that file on the contents of the start of the first paragraph in your ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (menu)

Best Quality for High Resolution Graphics

You want your documents to look as good as they can. If those documents include graphics, then you also need to make sure ...

Discover More

Only Inline Figures Can be Seen and Printed

Insert a graphic into a document and you expect to be able to see it. What do you do if it isn't displayed, however? Here are ...

Discover More

Editing Wrap Points

If you have a graphic that has text wrapping around it, you might want a way to modify the wrapping path used by Word. You ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 3 + 3?

2016-10-04 11:14:08

Steve Dunham

Does Word paste pictures as TIFFs even if you choose Paste Special and Enhanced Metafile?


2016-10-03 16:39:42

Steve Wells

A picture worth a thousand words; a word is worth a milli-picture.

I found similar file-size issues when inserting Visio drawings. (Your experience may be different.) The initial insertion works fine, and drawing size is reasonable, but if I double-click a Visio object later to edit it and make a slight change usually (for me) results in the Word file increasing by 15 MB or more for complicated drawings. It even does this if I close the Visio drawing without making ANY changes to it.
Rather than embedding a Visio drawing object, I create a graphic from the drawing and embed the graphic. (I retain a copy of the Visio drawing in a secure location for future editing as needed.) To create the graphic, from the Visio File menu, click Save As. Under Save as type, select Graphics Interchange Format (*.gif), and then click Save. In the GIF Output Options dialog box that opens, I select these options:
Data format: Non-Interlace, Background color: White
Color reduction: Adaptive , Transparency color: [Cleared check box]
Rotation: None, Flip horizontal: [Cleared check box], Flip vertical: [Cleared check box]
Resolution Custom: 600×600 pixels / in
Size: Custom: [Click sequentially Printer, Source, and Custom to reset.]
If Visio reports an error when attempting to save a large drawing, reduce the Resolution as necessary. The default value of 96×96 pixels / in usually works adequately for VERY large detailed drawings.


2016-10-02 23:57:36

Nenah

Thank you for all your tips. They are useful and I appreciate your sharing this information with us.


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.