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Compressing your File(s) to Upload to Halo Learn

Halo Learn has a maximum file size of 40 megabytes (MB) (or 40,000 KB) and if your file is too large, you may receive the "Maximum file size is 40MB" error message when uploading.

To make your file small enough to upload to Halo, you can compress your images or zip the entire file.

How to Find Your File Size

Windows

Go to where the file is saved on your computer. To the right of the file name, there is a column for file size. Here you can see the size of the file.

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If this column does not appear, right-click on the file name. When the pop-up box appears, click on Properties.

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From here you can identify the file’s size in the general section.

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Mac

Go to where the file is saved on your computer. To the right of the file name, there is a column for file size. Here you can see the size of the file.

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If this column does not appear, right-click on the file name. When the pop-up box appears, click on Get Info.

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In the general section you can identify the file’s size.

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Compressing Your Images

Images are often the cause for large file sizes, so compressing them is the easiest way to reduce the size of your file.

NOTE We recommend using the Microsoft 365 desktop apps for compressing pictures, since this feature is not available in the Microsoft online programs. If you need to upload a file that is too large, we do recommend that you convert your file to PDF or use OneDrive for sharing your file.

Compressing Images in PowerPoint

Windows

Method 1

  1. Start by selecting File in the upper left-hand corner.
  2. Under File, click Save As. If your file is in your OneDrive, click Save a Copy.
  3. In the Save As / Save a Copy menu, select Browse from the left-hand column to open the File Explorer pop-up window.
  4. Select a location where you would like to save your PowerPoint and enter the name for your presentation in the File name bar.
  5. Next to the Save button located at the bottom right-hand side of the pop-up window, you will see the Tools drop-down menu.
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  6. Click the downward arrow next to Tools and select Compress Pictures from the drop-down menu.
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  7. With the Compress Pictures dialog box open, select E-mail (96 ppi): minimize document size for sharing. This allows for optimum image reduction. When finished, press OK.
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Method 2

  1. Select File in the upper-left corner.
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  2. In the bottom-left corner select Options.
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  3. Select the Advanced option from the left side.
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  4. Under the Image Size and Quality, check the Discard editing data and uncheck the Do not compress images in file. Change the default resolution from High Fidelity to 96 ppi. When finished press OK.
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Mac

  1. Start by selecting File in the upper-left hand corner.
  2. Under File, select Compress Pictures.
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  3. In the Compress Pictures box, select Email (96 ppi). Check the box next to Delete cropped areas of pictures. Under Apply to click on All pictures in this file. When finished, select Ok.
NOTE If the file menu does not contain Compress Pictures, try looking for Reduce File Size instead. Older versions of PowerPoint might say Reduce File Size.

If your PowerPoint presentation contains video or audio files, we recommend uploading the media files to your OneDrive separately and then adding shareable links to your media files in your PowerPoint presentation. If your PowerPoint presentation has embedded media that you are unable to export separately, we recommend using OneDrive to share your complete PowerPoint presentation. If you need to submit your PowerPoint presentation to LopesWrite, we recommend saving your PowerPoint presentation as a PDF file to compress it. Check out the Using OneDrive to Share Files section below for a more information about using OneDrive to share files.

Compressing Images in Word

Windows

Method 1

  1. Start by selecting File in the upper left-hand corner.
  2. Under File, click Save As. If your file is in your OneDrive, click Save a Copy.
  3. In the Save As / Save a Copy menu, select Browse from the left-hand column to open the File Explorer pop-up window.
  4. Select a location where you would like to save your document and enter the name for your document in the File name bar.
  5. Next to the Save button located at the bottom right-hand side of the pop-up window, you will see the Tools drop-down menu.
    13.png
  6. Click the downward arrow next to Tools and select Compress Pictures from the drop-down menu.
    14.png
  7. With the Compress Pictures dialog box open, select E-mail (96 ppi): minimize document size for sharing. This allows for optimum image reduction. When finished, press OK.
    15.png

Method 2

  1. Select File in the upper-left corner.
    19.PNG
  2. In the bottom-left corner select Options.
    20.PNG
  3. Select the Advanced option from the left side.
    21.PNG
  4. Scroll down to Image Size and Quality. Check the Discard editing data and uncheck the Do not compress images in file. Change the default resolution from High Fidelity to 96 ppi. When finished press OK.
    22.PNG

Mac

NOTE If your document is saved in an older .doc file format, the Reduce File Size option will not be available in the File menu. Make sure the document is saved in the .docx file format.
  1. Start by selecting File in the upper-left hand corner.
  2. Under File, select Reduce File Size.
    23.png
  3. In the Picture Quality box, select Best for sending in e-mail (96 ppi).
  4. Under Apply to, select All pictures in this file.
  5. When finished, select OK.
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Zipping Your File

If compressing your images does not reduce your file size enough or your document does not have any images, you can try zipping your file. Zipped files are supported in Halo Learn and you can find some instructions on zipping files in the How to Zip and Un-Zip Your Files article.

NOTE If you receive an error message saying, "Uploaded document is password protected. Please remove password protection." or "Error in processing file. Please try again later.", please try compressing any images or media elements before zipping your file.

Compressing PDF Files on a Mac

If your PDF file is over 40 megabytes, you will be able to reduce the file size in Preview.

Compressing PDFs in Preview

  1. Start by opening your PDF file in Preview.
  2. Then, select the File in the upper left-hand side and select Export from the drop-down menu.
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  3. Next to Quartz Filter select Reduce File Size from the drop-down menu.
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  4. When finished, click on Save.
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  5. Your file size should now be reduced!
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Using OneDrive to Share Files

Unfortunately, most of the time large media files like video and audio files cannot be compressed below the file size limit of Halo Learn. If you are uploading a media file that is bigger than 40 mb, you will need to upload the file to OneDrive and share a link to it with your instructor. We recommend sharing the file through OneDrive as this will keep your files private and guarantee that the instructor can view the file.

NOTE Submitting an assignment as a OneDrive link is a last-resort option that should only be used when all other methods fail. Most Word, PowerPoint, and PDF files can be compressed below the 40MB file size limit using the other methods mentioned in this article. Please try all other compression options before submitting your assignment as a OneDrive link.

For assistance with accessing OneDrive, uploading files to OneDrive, and creating a shareable link with OneDrive, we recommend checking out the Accessing your OneDrive, Uploading Files, and Sharing a Link sections contained within our OneDrive for GCU Students article. After creating a shareable link, you will need to paste the link into a Word document you can upload to your assignment.

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