How to Compress All Images in a Word Document

Large images in a Word document can make the file size grow to hundreds of megabytes, causing slow saves, long email attachments, and sluggish performance. Word includes a built-in compression tool that reduces the resolution of every picture at once. This article explains how to compress all images in a document using the Compress Pictures feature and the Save As method.

How Word Image Compression Works

Word stores each image at its original resolution unless you change it. A 10-megapixel photo from a digital camera may have a resolution of 3264 x 2448 pixels, which is far higher than what a screen or a printer needs. Word can downsample these images to a lower pixels-per-inch setting, such as 220 ppi for web use or 150 ppi for email. The compression process also discards hidden cropped areas that Word keeps by default. No third-party software is required — the feature is built into Word for Windows and Mac.

Prerequisites

You need a Word document that contains at least one picture. The steps in this article apply to Word for Microsoft 365, Word 2021, Word 2019, Word 2016, and Word for Mac. If you are using Word Online, image compression is not available in the browser version.

Steps to Compress All Images in a Word Document

Method 1: Using the Compress Pictures Button

1. Click any image in the document
   Selecting one picture activates the Picture Format tab on the ribbon. You do not need to select every image individually.
2. Go to Picture Format > Compress Pictures
   The Compress Pictures dialog box opens. On the ribbon, the tab is labeled Picture Format and appears only when an image is selected.
3. Uncheck Apply only to this picture
   By default, Word compresses only the selected image. Clear this checkbox to apply compression to every picture in the document.
4. Check Delete cropped areas of pictures
   This option permanently removes parts of images that you have hidden with the Crop tool. Once checked, you cannot restore cropped areas after saving and closing the file.
5. Choose a target resolution
   Select one of these options:
   • Print (220 ppi) — suitable for most documents that will be printed or viewed on screen.
   • Screen (150 ppi) — good for on-screen viewing and smaller file sizes.
   • Email (96 ppi) — smallest file size, suitable for email attachments.
   • Use default resolution — uses the setting from File > Options > Advanced.
6. Click OK
   Word compresses all images in the document immediately. Save the file to keep the changes.

Method 2: Compress Images While Saving a Copy

1. Go to File > Save As
   Choose a location such as This PC or OneDrive. This method creates a new compressed copy while leaving the original file untouched.
2. Click the Tools button next to the Save button
   In the Save As dialog box, locate the Tools drop-down menu near the bottom left corner. On Mac, the menu is labeled Options.
3. Select Compress Pictures
   A dialog box identical to the one in Method 1 appears.
4. Set your compression options and click OK
   Uncheck Apply only to this picture, check Delete cropped areas of pictures if desired, and choose a target resolution.
5. Name the file and click Save
   Word saves a compressed copy. The original document remains unchanged.

Method 3: Set a Default Compression for All Future Documents

1. Go to File > Options > Advanced
   The Word Options dialog opens. Scroll to the Image Size and Quality section near the bottom.
2. Check Discard editing data
   This removes stored editing data for images, which reduces file size. Cropped areas will be deleted when you save.
3. Check Do not compress images in file
   Leave this unchecked. If you check it, Word will not compress any images. Keep it unchecked to allow compression.
4. Set Default target output to 220 ppi or lower
   Choose 220 ppi for most documents, 150 ppi for screen viewing, or 96 ppi for email. This setting applies to all new images you insert from now on.
5. Click OK
   The setting is saved. Existing images in the current document are not affected until you run Compress Pictures manually.

Common Mistakes and Limitations

Compress Pictures Button Is Grayed Out

If the Compress Pictures button is not clickable, you may have selected a shape, chart, or SmartArt graphic instead of a picture. Word only compresses raster images such as JPEG, PNG, BMP, or TIFF. Vector graphics like SVG or EMF are not affected by this feature.

Compression Does Not Reduce File Size Enough

If the file is still large after compression, check whether the document contains embedded fonts, OLE objects, or videos. These elements are not compressed by the image tool. You can reduce file size further by removing embedded fonts in File > Options > Save and by converting embedded objects to linked files.

Images Look Blurry After Compression

Choosing Email (96 ppi) can make images appear pixelated on high-resolution monitors or when printed. Use Print (220 ppi) for documents that will be viewed on a standard screen or printed. For documents that require high-quality photos, do not compress images at all.

Cropped Areas Reappear After Saving

By default, Word retains cropped areas so you can restore them later. To permanently delete cropped areas, you must check Delete cropped areas of pictures in the Compress Pictures dialog box before saving. After saving and closing the file, cropped areas cannot be recovered.

Compress Pictures in Word Desktop vs Word Online

Item	Word Desktop	Word Online
Compress Pictures button	Available on Picture Format tab	Not available
Batch compression of all images	Yes, uncheck Apply only to this picture	Not possible
Delete cropped areas permanently	Yes, via dialog checkbox	Not possible
Set default resolution for new images	Yes, in File > Options > Advanced	Not available
Save As compression method	Yes, via Tools > Compress Pictures	Not available

You can now compress all images in a Word document using the Compress Pictures button, the Save As method, or by setting a default resolution in Options. For the most consistent results, apply compression manually after inserting all images and before sharing the file. As an advanced tip, create a macro that runs Compress Pictures with your preferred settings to automate the process for frequently used templates.