Compressing your File(s) to Upload to Halo | Learn – GCU Technical Support

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 following error:

"Error Maximum file size is 40MB"

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.

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

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

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.

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

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

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

Start by selecting File in the upper left-hand corner.
Under File, click Save As.
In the Save As menu, select Browse from the left-hand column to open the File Explorer pop-up window.
Select a location where you would like to save your PowerPoint and enter the name for your presentation in the File name bar.
Next to the Save option located at the bottom right-hand side, you will see a Tools option.
Click the downward arrow next to Tools, and select Compress Pictures from the dropdown menu.
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.

Windows - Method 2

Start by selecting any image and the Picture Tools context tab will appear.
Under Picture Tools, click the Format tab.
In the Adjust group, click Compress Pictures.

NOTE If you do not see the Picture Tools and Format tabs, make sure you have selected an image. Also, depending on your screen size, you may only see the icon for Compress pictures.
With the Compress Pictures dialog box open, uncheck Apply only to this picture, allowing all pictures to be compressed.
Next, select E-mail (96 ppi): minimize document size for sharing. This allows for optimum image reduction for the submission process. When finished, press OK.

Windows - Method 3

Select File in the upper-left corner.
In the bottom-left corner select Options.
Select the Advanced option from the left side.
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.

Mac

Start by selecting File in the upper-left hand corner.
Under File, select Compress Pictures.
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.

Compressing Images in Word

Windows - Method 1

Start by selecting File in the upper left-hand corner.
Under File, click Save As.
In the Save As menu, select Browse from the left-hand column to open the File Explorer pop-up window.
Select a location where you would like to save your document and enter the name for your document in the File name bar.
Next to the Save option located at the bottom right-hand side, you will see a Tools option.
Click the downward arrow next to Tools and select Compress Pictures from the dropdown menu.
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.

Windows - Method 2

Start by selecting any image and the Picture Tools context tab will appear.
Under Picture Tools, click the Format tab.
In the Adjust group, click Compress Pictures.

NOTE If you do not see the Picture Tools and Format tabs, make sure you have selected an image. Also, depending on your screen size, you may only see the icon for Compress pictures.
With the Compress Pictures dialog box open, uncheck Apply only to this picture, allowing all pictures to be compressed.
Next, select E-mail (96 ppi): minimize document size for sharing. This allows for optimum image reduction for the submission process. When finished, press OK.

Windows - Method 3

Select File in the upper-left corner.
In the bottom-left corner select Options.
Select the Advanced option from the left side.
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.

Mac

NOTE If your document is saved in an older .doc file format, the Reduce File Size will not be available in the File menu. Make sure the document is saved in .docx file format.

Start by selecting File in the upper-left hand corner.
Under File, select Reduce File Size.
In the Picture Quality box, select Best for sending in e-mail (96 ppi).
Under Apply to, select All pictures in this file.
When finished, select Ok.

Compressing Video and Other Media Files

Unfortunately, most of the time videos and other media files like audio files cannot be compressed below the file size limit of Halo | Learn. If you are uploading a media that is bigger than 40 mb, you will need to upload the file and share it to the instructor. We recommend sharing the file through OneDrive as this will keep your files private and guarantee that the instructor can view the file. Check out the section Using OneDrive to Share Files for more information about this process.

Videos in PowerPoint

If your PowerPoint presentation contains video files, it is best to upload the video files to your OneDrive and then add the links to your PowerPoint, so that your instructor can click on the links to view your video. Please refer to the Using OneDrive to Share Files section below for a more in-depth tutorial on getting links from OneDrive.

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. Zip files are supported in the Halo, and you can find some instructions on zipping files in the article How to Zip and Un-Zip Your Files.

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.

Using OneDrive to Share Files

If you are uploading a media file, are unable to compress a file, or it is still over 40 megabytes (MB) after compressing, you can upload your file to OneDrive, then submit a link to the file instead. Follow the steps below for instructions on how to use OneDrive to share your files.

Sharing a link from OneDrive

Start by signing into OneDrive with your GCU email and password which is the same one used to access the GCU Portal.
Click the blue +Create or upload button in the top-left corner of OneDrive and then choose either Folder Upload or Files Upload. Now you can search for your file and when you find the file select it and press OK.
Once your file is uploaded, navigate to My Files from the left-hand side panel. Select the file you wish to share and click the Share button in the ribbon at the top of the page.
Select the Link Settings button to the right of Copy Link. From here you can manage who to share the link with and what they can do with the document.

NOTE Anyone who is not logged into a GCU email will not be able to access the shared document when set to share with People in Grand Canyon University. To allow people not using a GCU email domain to access the document select the Anyone option in the Sharing Settings tab. This option is not as secure as the People in Grand Canyon University option provided.
In the More settings section, you can choose Can edit, Can review, Can view or Can't download to change the level of access the recipient may need to have.
When all the settings are set to your preferences select Apply to save those settings.
Click Copy link to copy the link to your clipboard that you can share.
Next, open a blank Word Document. When you have the document open paste the copied link and save the file. The file is now ready to be submitted to Halo. For steps on submitting your file to Halo, check out our article (Halo Learn) Submitting Assignments
NOTE The LopesWrite system will not be able to evaluate the file through the shared link. If you have any concerns about the LopesWrite evaluation of your file, please reach out to your instructor for further guidance.

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.

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

Compressing your File(s) to Upload to Halo | Learn