File larger than it should be

[Guest]

I'm running Word 2004 for Macintosh. A client sent me a bunch of short PC
Word files that were all quite large (over 1 MB each). They didn't have any
graphics, so I didn't understand this, but I didn't really care much. I cut
and pasted what I wanted out of the files and created a new Word document. It
is 6 pages long - no graphics - and it is almost 1 MB. This is way too large.
I revealed the codes and didn't see anything unusual. I looked at the
properties and ditto. What am I missing? Why is this little document such a
hog?

Thanks -

Deb

 

[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.

 

[Angelo Campanella]

I'm running Word 2004 for Macintosh. A client sent me a bunch of short PC
Word files that were all quite large (over 1 MB each). They didn't have any
graphics, so I didn't understand this, but I didn't really care much. I cut
and pasted what I wanted out of the files and created a new Word document. It
is 6 pages long - no graphics - and it is almost 1 MB. This is way too large.
I revealed the codes and didn't see anything unusual. I looked at the
properties and ditto. What am I missing? Why is this little document such a
hog?

Often, editing actions are not dispensed; rather they are preserved so
that you can backtrack if there was a deletion that you now want back.
The typical see-sawing that occurs in compositions and refinements can
generate a tremendous amount of that junk, often 10 times the net file
you want and print.
I puzzled over this nuisance for several years. Then someone here me
put me wise to a trick that works in Word (Windows): Merely save the
document as a "Save As-" action. At first, I was using a different
filename to distinguish it in the directory. But then I found that even
when you save-as with the identical name (offered as a choice on the
Save As- pull-down menu), it still deposits only the net valid document
content you really want. So these days, ALL my saves are "Save As",
usually the same name. This action keeps all my document directories as
small as can be.

Angelo Campanella

 

[Daiya Mitchell]

The others handled your exact problem, but I just wanted to let you know
there are also Mac-specific newsgroups for MS products:

See here for Google/Entourage gateway to newsgroups for MacWord, MacExcel,
and other MS programs for the Mac:
<http://www.microsoft.com/mac/community/community.aspx?pid=newsgroups>

Also, there is a MacWord corrupt document page, if corruption is the
problem:

http://word.mvps.org/MacWordNew/DocumentCorruption.htm
(hit reload a few times in Safari, if that doesn't work, try Explorer)