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

Emoticons in Word

Like to add a smiley or two to your writing? Word makes it easy through creative use of the AutoCorrect feature.

Discover More

Ignoring Paragraph Marks when Pasting

Paste information in a worksheet, and you may end up with Excel placing it into lots of different cells. If you want it ...

Discover More

Field Reference to Number of Prior Pages

Fields are used for all sorts of purposes in Word, but typically to provide some sort of dynamic information. This tip ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (menu)

Missing Left Border

Ever wonder why a border around a graphic doesn't print the way it looks on the screen? There are several ways to add and ...

Discover More

Absolutely Positioning a Graphic

Want a graphic to appear at a precise place on the page? It's easy to gain control by following the steps in this tip.

Discover More

Inserting from the Clip Art Gallery Doesn't Work

Ever insert a picture and it won't display in your document? It could be due to some of the display settings in Word. ...

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 9 + 6?

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.