Decrease file size

[Guest]

I have a 14 page Word file with few photos.
Its original size was about 4Mb. Afte many amendments and "track changes" it
has become 82Mb!?!?
I don't know why. Is it possible to decrease its size and make more compact.
In Access there is a repair and compact command. I hope there such a
procedure in Word too.

 

[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
(or that "Final Showing Markup" is displayed).
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.
That is, when you insert the graphic, click the arrow beside Insert in the
Picture dialog and choose Link to File rather than Insert or Insert and
Link.

7. Embedded objects: These are even worse than ordinary graphics saved with
the document. If you see an { EMBED } code, the graphic is an OLE object.
Unless you need to be able to edit the object in place, unlink it using
Ctrl+Shift+F9.

8. File format: Make sure you are saving as a Word document; in some cases
..rtf (Rich Text Format) files are significantly larger than .doc files.

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

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

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Guest]

Dear Suzanne, thanks for your valuable information.
I read andchecked all 9 items of you reply.
Item 1 to 5 is as you mentioned so no need to change and therefore they are
not the reason for big size.
Item 6) for bringing objects, I will use the insert /from file. untill now I
used paste special/picture (am not sure if it is a good or not, with other
methods I didn't get good results)
Item 6) I think this is the point to consider more carefully.
I don't have embedded objects (inserted) but does this include the fields
like caption numbers and cross reference and endnotes? I have many in my file.
Item 8, file format, I use .doc format
I haven't conduct the item 9, document corruption.
Mostly it seams that I have to conduct item 9 and see what happens.


--
Rasoul Khoshravan Azar
Kobe University, Kobe, Japan

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
(or that "Final Showing Markup" is displayed).
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.
That is, when you insert the graphic, click the arrow beside Insert in the
Picture dialog and choose Link to File rather than Insert or Insert and
Link.

7. Embedded objects: These are even worse than ordinary graphics saved with
the document. If you see an { EMBED } code, the graphic is an OLE object.
Unless you need to be able to edit the object in place, unlink it using
Ctrl+Shift+F9.

8. File format: Make sure you are saving as a Word document; in some cases
..rtf (Rich Text Format) files are significantly larger than .doc files.

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

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

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Suzanne S. Barnhill]

No, fields in general should not affect file size (unless they're
INCLUDETEXT or INCLUDEPICTURE). And there's nothing inherently wrong with
pasting pictures except that you lose the ability to link to a file (if you
use Paste Link, you're linking as an OLE object, I believe) and (more
important) there is no external file to fall back on if anything goes wrong
with the picture in the document. Unless the picture you're pasting is
copied text or the like, it's preferable to have it saved externally in a
graphic format. For example, instead of inserting a copied picture from a
Web site, it's better to right-click on the picture on the Web and choose
Save Picture As, then use Insert | Picture | From File to insert the picture
in your document. You have the external file as a backup and also for use in
other documents as needed.

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

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

Dear Suzanne, thanks for your valuable information.
I read andchecked all 9 items of you reply.
Item 1 to 5 is as you mentioned so no need to change and therefore they are
not the reason for big size.
Item 6) for bringing objects, I will use the insert /from file. untill now I
used paste special/picture (am not sure if it is a good or not, with other
methods I didn't get good results)
Item 6) I think this is the point to consider more carefully.
I don't have embedded objects (inserted) but does this include the fields
like caption numbers and cross reference and endnotes? I have many in my file.
Item 8, file format, I use .doc format
I haven't conduct the item 9, document corruption.
Mostly it seams that I have to conduct item 9 and see what happens.