File size grows hugely when saving a document created from a template

[Alan Lambert]

I have been sent some Word 2003 templates by a designer to test. Most of
them are fine, but with a couple of them, if I create a document based on
them and then immediately save (i.e. add nothing else to the document) the
file size changes - the template is 112K and the saved document is 18.5 MB.
The files size has increased about 165 times!

Does anyone have any idea why this is happening and how to stop it?

I don't know for sure, but its possible that these templates where
originally created in Word 2007 and saved to 2003 format: I don't know if
this makes any difference.

Many thanks for any help.

Alan

 

[Vikas Bhandari]

Hi Alan,a

Actually, 2007 files are stored in XML Format, which is a compressed format.
That means, the docx or docm files are like zip files. When you convert the
2007 document back to 2003, it no more stays in compressed format so it will
be obviously bigger than the 2007 format.

Hope it helps!

Thanks,
Vikas

 

[Alan Lambert]

Vikas,

Thanks for this, but I'm afriad it doesn't answer the problem.

The files were not sent to me as 2007 format. I was sent a .dot file and
created a .doc from this. The .dot was 112K and the .doc was 18,580K. I did
nothing other than create the file from the template and save. The file size
increase 165 times when creating a Word 2003 document from a Word 2003
template! Any ideas why?

I only mentioned Word 2007 because the .dot may have be created using it and
saved down. I am using 2003 file formats right the way through.

Thanks

Alan

 

[Terry Farrell]

That sure is a whopping increase. First I suggest making sure that VERSIONS
is turned off. Then use SaveAs and choose xml format. Close it and then
reopen it and again use SaveAs to convert it back to a doc format. Does this
reduce the size?

If not, try the Open and Repair function to see if it finds any problem.

 

[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. Keep track of formatting (Tools | Options | Edit). This is reportedly a
major cause of file bloat in Word 2002 and above.

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

7. Embedded linguistic data (Tools | Options | Save).

8. 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.

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

10. 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.

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


--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[Klaus Linke]

10. 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.

Especially if you have pictures in the file...

Specifically, make sure that under "Tools > Options > Save", you don't have
"Word 97-2003 RTF (*.doc)" as the standard save format.
With that setting, the extension will be *.doc, but the format will be RTF.

Klaus

 

[Alan Lambert]

Many thanks to all for you help and advice.

Open and Repair found an error with Numbered Styles 1. When I then saved,
the document shrank back to a normal size. When I did this to the template
the file initially grew! but, after a second open and save it shrank back to
normal and documents created based on this template behave normally.

Weird that a small error creates such a huge file.

Anyway, thanks again.

Alan