Files are getting bigger

[Jim Beam]

I've been maintaining files in a controlled environment
that get revised intermittently and re-issued. Revisions
start with Rev - and continue with A, B & C and so on.

Case in Point: file created in 2001 using word97 was 3 megs
plus. Recent Rev L is now 30 megs on word2002. Both are
53 pages composed of an automatic toc, text, tables and
graphics. PDFing the first returns a file sized at 185K.
PDFing the latter returns a file sized at about 197K.

The revision process involves several people most of the
time passing around the file with track changes turned on.
When everyone is happy, the changes are documented and
accepted.

How come this file is getting so enormous? a couple of
more iterations and it will become to unweildy to use. Are
all the changes still there hidden somewhere? Can I get
rid of all that legacy information?

Please advise tanx in advance Jim Beam

 

[Suzanne S. Barnhill]

There are a number of reasons for excessive file size, including:

1. Fast Saves: Disable this at on the Save tab of Tools | Options.

2. Preview Picture: Clear the check box on the Summary tab of File |
Properties.

3. Versions (File | Versions): Make sure "Automatically save version on
close" is not turned on.

4. Revisions (Tools | Track Changes):
Highlight Changes: Make sure "Highlight changes on screen" is turned on.
Accept/Reject Changes: If "Accept All" or "Reject All" is available then
revisions are present; accept or reject all changes, then turn Track Changes
off.

5. Embedded True Type fonts (Tools | Options | Save); embedding fonts should
be avoided wherever possible.

6. Embedded graphics: When feasible, it is preferable to link the graphics.

7. Document corruption: See
http://www.mvps.org/word/FAQs/AppErrors/CorruptDoc.htm.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

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