PowerPoint automatically compresses images when saving a presentation. This is generally “a good thing” in that it reduces the size of your file. However, if you are using high resolution photos, you may not want to lose that definition. You can prevent PowerPoint from compressing images in a presentation by following these steps:

  1. Select “Save as
    The “Save as” dialog box is displayed
  2. Click on “Tools” at the bottom left of the box
    Save options will be displayed
  3. Select the “Compress Pictures” option
  4. Click on the “Options” button
  5. Uncheck the “Automatucally perform basic compression on save

Click here to see a video clip of this operation.

 Let’s say you have a large workbook of names and addresses and you need to find only those folks listed with area codes of 207 and 613. You could sort the data by area code and copy and paste after each section – or you could use the FILTER function.

Here’s how:

ExtData-1 Select the entire range of data you want to filter for a specific value(s)
SortFilter Click the SORT&FILTER icon on the right side of the Ribbon
Filter Select “Filter
dropdown The selected range should now have drop-down arrows at the head of each column
SelectFilter Click the down-arrow on the column that you want to Filter on.Uncheck the “Select All” box.Check the values you want to filter for.Click OK
NumberFilters Note: If you click on “Number Filters“, a list of options will display. The default is “Equals“.If you wish to use another strategy, select it here.
Outcome The outcome of this action is shown to the left
Clear To clear the filter, click on the down-arrow again and select “Clear Filter…”The range will return to normal
text If you had chosen to sort the text column instead, you would have been presented with text options as shown to the left.

Do you have an Acrobat Tip, Tool or FAQ? Do you have a question that needs an answer. Just type in your content in the COMMENT field below and send it to us. We will answer via email and if it is a tip or a tool that others could use, we will add it to the Adobe Acrobat Application Page (With attribution, of course!).

Q: My professor assigned us a PowerPoint presentation to upload to Moodle, but I cannot upload it – it is too big!

A: There are several reasons this might happen. Most often it is because of very large images or multimedia that have been included in the PowerPoint presentation. This is especially true of pictures added without resizing them from digital cameras. To fix this:

For Images:

  1. The best strategy is to resize your pictures before you put them in the PowerPoint presentation. Load you picture into a graphics editor such as PhotoShop and resize the image something close to 400 – 600 pixels wide and 70 -85 dpi.
  2. If you need the images to retain the higher dpi, you can try just resizing the image and leaving the dpi untouched.
  3. If the file is still too large, try compressing your entire PowerPoint presentation into a zip file. Upload that and people can download and unzip it.
  4. If that file is still too large, try “Saving As” a PDF file

If all of these options still fail to reduce your file to a size that can be uploaded, you have two options:

  • Contact your professor and ask them to request a larger file size limit in whatever onlince application (Moodle, Confluence, WordPress) they are using
  • Divide your file into smaller sections or chapters and upload each one individually

For Video and Audio:

  • Use a multimedia editor to compress your multimedia file before you embed it in PowerPoint
  • Break your presentation into smaller sections and upload them separately
  • More help compressing audio and video can be obtained from the LRC Lab  (fourth floor of Lovejoy)

Q: When I paste content directly from WORD, it comes out all garbled and messed up.

A: “What you see” in Word is not always “what you get” in CommonSpot. This is because Word appends numerous “trash”  HTML tags to text that CommonSpot – and some browsers – do not interpret the same way Word does. When this happens, the browser makes a “best guess” at displaying the content, which almost always is NOT what you wanted.

To prevent this:

Say YES When you are asked if you want to clean it first of all the formatting tags that are specific for Microsoft Word.

You can think of the Paste from Word command as a combination the Paste command and the Clean Word Markup command. If the content you copied from Microsoft Word includes images, when you paste it in the Rich Text Editor area you’ll notice that images are replaced by a generic placeholder so that you will not lose track of them and their position. This way you can easily upload and then insert the needed images in the page.

You may lose some of the specific formatting, but you will get clean, editable formats for your web page.

Q: I cannot find a page on my site. I deleted the link to it, so I no longer can find it.


Locate One of Your Own Pages

  1. Click the “Page & Template Management” icon, and select “My Pages”.
  2. Expand your list of pages by clicking the plus [+] symbol next to the “My Pages” item (or the “My Templates” or “My Documents” items).
  3. Click on a page title to locate the specified page.
  4. The selected page appears in the main browser window.
  5. Close or minimize the “My Pages” window in order to work on the selected page.
  6. You can also use the “My Pages” window to select one or more pages to be moved to a different sub-subsite, or to be deleted.

Locate Any Page in Your Subsite

  1. Click on the “Tools & Information” icon
  2. Click on the “Subsite” entry and select your subsite
  3. Select from the “Document Type” listing: CommonSpot Page, Document, etc.
  4. Click “Next”
  5. A list of pages in the subsite will be displayed

Walking the Template Hierarchy

When you are in “Read,” “Edit,” or “Author” mode, the Page and Template Managment menu includes the choice “Template Hierarchy…”, which brings up a large dialog window that

  • lists the templates from which the current page (or template) derives;
  • provides a section that can be expanded to list all pages derived from the current page’s parent template; and,
  • if the current page is itself a template, provides a section that can be expanded to list all pages derived from the current page.

You can navigate to any listed template or page by clicking on the appropriate linked text. By taking this menu choice in a sequence of pages and templates, you can navigate to any page related to the one you started with.

Q: I need to edit or create a page on our CommonSpot site, but I cannot see any of the menus or icons. Help!

A: This could be one of several things. Here is a checklist:

  • Are you in FireFox? CommonSpot only displays authoring mode correctly in FireFox.
  • Are you on the author server? author.colby.edu
  • Have you logged in? CommonSpot does not “know” who you are until you log in.
  • Are you in AUTHOR Mode? No icons will appear on the page in READ mode.


This is the official Colby Technical Training Web Site. Our office (Lovejoy 144)  is staffed by the Technical Training Coordinator and a talented group of Student Tutors.

On this site you will find recent news, event announcements, and links to other training resources.


Getting in Touch With Us

To schedule a 1-on-1 or group training session:

  • Call Adam Nielsen @Ext 4217 or send email

Just have a question or specific problem?

  • Call the Student Tutor help line @Ext 4178
  • Drop into the Training Office in Lovejoy 144
  • Call Adam Nielsen @Ext 4217 or send email