You’ve just finished creating a fantastic PowerPoint presentation
that has lots of great pictures, but the PowerPoint file is 50 MB.
No problem, right? Well, it could be, especially if you want to
run it on a different computer, put it on the Web, or e-mail it. Why? Because large PowerPoint files can
freeze up when you try to run them, take a long time to upload and/or download, and
eat up large amounts of e-mail space.
To help keep your PowerPoint presentations down to a reasonable size
(under 1 MB in most cases), you can crop and resize pictures in
Microsoft Office Picture Manager (or a graphics editor program like
Photoshop) before you add them to your slides and then
compress pictures from within PowerPoint after you’ve added them. Directions for cropping, resizing, and compressing
pictures are below.
IMPORTANT! Before making any
changes to a picture file, you should always create a backup copy of it so
that you have an untouched original. To make a copy of a
picture, right-click on the picture file and select Copy, as
shown circled below. Then, right-click in an empty area of the
folder and select Paste.
Crop a Picture Cropping a picture can noticeably reduce its
file size. For example, the picture below is
40 KB.
After this picture is
cropped, as shown below, its file size drops to
26 KB.
To crop a picture using
Microsoft Office Picture Manager:
-
Double-click on the picture
file to open it. Windows Picture and Fax Viewer opens.
-
Click on the
editing button
 or press Ctrl + E.
Microsoft Office Picture Manager opens.
-
Click on the Edit Pictures
 button.
-
Click on Crop, shown
circled below.
-
Drag the crop handles around
the area of the picture that you want to keep.
-
Click on the OK button.
-
Save the picture file.
Resize a
Picture
When you resize a picture in Microsoft Office Picture Manager (or a
graphics editor program like Photoshop), you make the physical
dimensions of the picture smaller, and this always results in a lower file
size. (Changing the physical dimensions of a picture may affect how the
picture prints on paper, but usually does not affect how it displays
on the screen.)
To resize a picture using
Microsoft Office Picture Manager:
-
Double-click on the picture
file to open it. Windows Picture and Fax Viewer opens.
-
Click on the
editing button
or press Ctrl + E.
Microsoft Office Picture Manager opens.
-
Click on the Edit Pictures
button.
-
Click on Resize, as shown circled below.
-
Click on the Predefined
width x height down arrow and select Web - Small (448 x 336).
-
Click on the OK button.
-
Save the picture.
Compressing Pictures in
PowerPoint
Compressing pictures in a PowerPoint presentation usually results
in a lower-sized PowerPoint file because picture resolutions are
reduced to 96 dpi (which is fine for on-screen viewing) and unneeded
picture data is discarded.
To
compress pictures in a PowerPoint presentation:
-
On the Picture toolbar, click on the Compress Pictures
toolbar button.
Note: If you don't see the Compress Pictures toolbar
button, then make sure that you have the Picture toolbar on
by right-clicking on any picture and selecting Show Picture
Toolbar.
-
Under Apply to, select All
pictures in document.
-
Under Change resolution, select Web/Screen.
-
Under Options, make sure that the Compress
pictures and Delete cropped areas of pictures checkboxes
are checked.
-
Click on the OK button. A message displays
that asks if you want to apply picture optimization.
-
Click on the Apply button.
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Unfortunately, everyone who has an e-mail address is subject to receiving
junk e-mail. While junk e-mail may be impossible to prevent, there
are steps you can take to minimize it. Some of the basic steps are
listed below.
- Never reply to a junk e-mail sender or click on a Remove or
Unsubscribe link in an e-mail message. (Replying to a junk
e-mailer or unsubscribing validates your e-mail address for future
junk e-mails. The best thing to do if you receive a junk e-mail
message is to just delete it.)
- Don’t sign up with Web sites that promise to remove your name
from junk e-mail lists. (Some of these sites may not be
legitimate.)
- Use another e-mail address for online purchases and newsgroup
postings. (Your Monmouth College e-mail address should only be
given out to people that you know.)
- Read a Web site’s privacy policies before submitting any
forms. (If the company can sell your name or share your e-mail
address, then you may want to opt-out of this provision or choose
not to submit the form.)
- Don’t automatically download graphics for HTML messages. (Junk
e-mailers use small, invisible graphics, called Web beacons, to
validate your e-mail address.)
- Don’t forward chain letters. (You never know if the chain
letter was started by a junk e-mailer in an attempt to gather
e-mail addresses.)
- Never buy anything that is advertised as junk e-mail. (Junk
e-mail is around because it works. If no one purchased the
products that were advertised as junk e-mail, then companies would
stop paying companies to advertise their products.)
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All students, faculty, and staff have their own personal and
private space on the network's F: drive for file storage. It is strongly recommended that you use
the
F: drive for your primary file storage because it is backed up each
night. (If there's ever a problem, the Information Systems Center
should be able to retrieve backup copies of your files for you.)
If you create and save files on your personal computer (or any
computer that has Internet access), then you can easily upload
copies of them to your F: drive for safekeeping.
To upload a file from your personal computer to your F: drive:
- Open your Web browser and go to the Monmouth College home page (http://www.monm.edu).
- Click on the Campus Quick Links down arrow and select
File Access, as shown circled below.
- Click on Student Drive F: or Faculty/Staff Drive F:.
- Log on using your Monmouth College user name and password.
- Open the folder on the F: drive to which you want to upload the
file.
Note: To access your My Documents folder, click on the
windows folder.
- Click on the Browse button. The Choose file window
appears.
- Select the file that you want to upload.
- Click on the Open button.
- Click on the Upload file button. A copy of the file is
uploaded to the specified folder on your F: drive.
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If you think your personal computer may be infected
with viruses and/or spyware, then follow the procedure to make sure
that you get it truly clean.
To perform a full virus or spyware scan for Windows XP:
- Make sure that your virus or spyware definition files are
up-to-date. (If your virus or spyware definition files are not
up-to-date, then your anti-virus or anti-spyware software MAY NOT
be able to detect new viruses or spyware.)
- Physically disconnect the computer from your Internet service
(e.g., unplug the data cable from the network port).
- Turn off System Restore. (If you don't turn off System Restore
before you scan, then your computer may not get truly cleaned. For
directions, see
Turn Off System Restore.)
- Perform a full system scan and remove any viruses or spyware
programs that are found.
- Reboot the computer.
- Perform another scan and remove any more viruses or spyware
programs that are found.
- Repeat steps 5 and 6 until no viruses or spyware programs are
found.
- Turn on System Restore.
- Reconnect the computer to your Internet service (e.g., plug
the data cable back in to the network port).
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Phishing is a term used to describe the process by which
criminals try to trick you into giving them personal information,
such as your bank account or credit card numbers.
Oftentimes, they do this by sending an e-mail from what appears
to be a legitimate source, like a bank, eBay, or PayPal. The e-mail
may inform you that your account information needs to be verified or
updated or will be suspended. Then, you may be instructed to click
on a link that will take you to a phony Web page where you can
supply the requested information.
IMPORTANT! Legitimate businesses
and financial institutions will never ask you to disclose personal
information via an e-mail, so you should NEVER provide your personal
information in response to such a request.
If you are unsure whether an e-mail is legitimate, then go to the
company's Web site and search for information about phishing scams.
Links to eBay, PayPay, and Citibank pages containing phishing
information are below. (You can also call the company if you are unsure about the e-mail.)
eBay
http://pages.ebay.com/help/confidence/questions/email-authenticity.html
PayPal
https://www.paypal.com/us/cgi-bin/webscr?cmd=xpt/cps/securitycenter/general/UnderstandPhishing-outside
Citibank
http://www.citibank.com/us/index.htm (Click on the
Security link at the top of the page.)
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