File too large

[Teresa]

I have a rather large spreadsheet and need to reduce the
file size. I have compressed the pictures in the file,
but the size is not getting any smaller. It is at
385KB. Can anyone give me any ideas? Or can this be
done?

 

[Doug Kanter]

Why does it need to be smaller?

 

[Ron de Bruin]

Hi Teresa

385KB

This is not large

Maybe this will help?
http://www.contextures.com/xlfaqApp.html#Unused

 

[Doug Kanter]

I have a rather large spreadsheet and need to reduce the
file size. I have compressed the pictures in the file,
but the size is not getting any smaller. It is at
385KB. Can anyone give me any ideas? Or can this be
done?

385kb is NOT a large file.

In your email response directly to me (which should been placed here
instead), you said:

"This file is on our company's Intranet and it needs to be e-mailed (filled
out) to people. Many people over our network (82 counties) use this form
and need to be able to e-mail it. Our I/S department as if I could reduce
the size of the file so everyone could e-mail it. I know they could
increase everyone's mailbox size, but that's too many people to have to do
that."

Tell the I/S department "No". If mail is stored on a central server, they
could give each person a GIGAbyte of mailbox space for a grand total of
under $200.00. Your I/S people are trying to avoid work they'll have to do
in the future anyway.

Alternative: Tell 82 people to waste their time trying to shrink
spreadsheets. Priceless. Far more costly than setting up proper storage.

Here's a GOOD alternative: Remind users not to keep ancient emails in their
inboxes. Like the paper mail at home that you think you'll read later, you
never really read it. If everyone deleted five HTML-based emails, it would
probably free up more storage space than tinkering with a spreadsheet.

Just say no.

 

[Teresa]

I like the way you think, Doug. Thanks so much.

-----Original Message-----


385kb is NOT a large file.

In your email response directly to me (which should been placed here
instead), you said:

"This file is on our company's Intranet and it needs to be e-mailed (filled
out) to people. Many people over our network (82 counties) use this form
and need to be able to e-mail it. Our I/S department as if I could reduce
the size of the file so everyone could e-mail it. I know they could
increase everyone's mailbox size, but that's too many people to have to do
that."

Tell the I/S department "No". If mail is stored on a central server, they
could give each person a GIGAbyte of mailbox space for a grand total of
under $200.00. Your I/S people are trying to avoid work they'll have to do
in the future anyway.

Alternative: Tell 82 people to waste their time trying to shrink
spreadsheets. Priceless. Far more costly than setting up proper storage.

Here's a GOOD alternative: Remind users not to keep ancient emails in their
inboxes. Like the paper mail at home that you think you'll read later, you
never really read it. If everyone deleted five HTML- based emails, it would
probably free up more storage space than tinkering with a spreadsheet.

Just say no.


.

 

[Dave Peterson]

I agree with Doug (unless I'm on dialup, then it's still a pain).

Have you thought of compressing (zipping) the file?

I use http://www.winzip.com
Winzip does have an evaluation period--so you can try before you buy.

David McRitchie likes: http://www.ultimatezip.com
(I've never used that one.)

One thing I like about using winzip is that I can compress multiple files within
the .zip file.

It makes it easier for archiving (well, I think so.)

 

[Doug Kanter]

Winzip is terrific. Worth every penny.

I agree with Doug (unless I'm on dialup, then it's still a pain).

Have you thought of compressing (zipping) the file?

I use http://www.winzip.com
Winzip does have an evaluation period--so you can try before you buy.

David McRitchie likes: http://www.ultimatezip.com
(I've never used that one.)

One thing I like about using winzip is that I can compress multiple files within
the .zip file.

It makes it easier for archiving (well, I think so.)

 

[Dave Peterson]

And I should have said in more generic terms...

I like compressing (with whatever program) multiple files into one archive.

(Winzip is not the only program that does this.)

 

[David McRitchie]

You will not get much compression from most picture files as they
are already compressed. You should get compression from
raw tiff files but those files are enormous by comparison. You will get
get maximum compression from text, especially text with lots of spaces.
The compression will look for portions that are repeated and assign a
number and count to the repetitions and remove them, along with
compressing bits. This is why zip file can be different sizes depending
on the program producing them but still be read by the othe zip/unzip
programs. So if space is the primary concern you could use a program
that takes all night to produce a file about 1/4 the size of a regular zip
file something more of interest to software distribution.

Word of warning with a compressed file the loss of 1 character will
probably destroy the entire zip file. The loss of 20 bytes in a plain
text file might go unnoticed and not be as important where it occurs

As far as what was to be the main part of my reply, I see on rereading
that it is for company use and not personal use. In a company you
probably have server backups in place so perhaps don't have to worry
about your own backups. UltimateZip would be cheaper than WinZip
but if this is at a company you may have WinZip and you may have a
later operating system with a zip program in the operating system.

For those at home there are free programs which are better, in fact two
programs for the price of one that I like can be found
Backup to CD by zipping personal folders (#backupto_CD)
http://www.mvps.org/dmcritchie/excel/backup.htm#backupto_CD

the actual programs are
Back4Win - Backup Program by Alistair George Manufacturing
http://www.back4win.com/ (free for home use)
Creates zip files by your selection from a directory, great for
backing up to a CD with compressed zip files. I create one
zip file per main directory.

While Back4Win can expand them back and restore the file
I prefer using UltimateZip for that part. While you could zip
directories and store them on CD with UltimateZip, I prefer the
sensible GUI interface of Back4Win for doing that.

UltimateZip is free for home use (and for work is cheaper than WinZip)
http://www.ultimatezip.com/download.htm
handles more compressed formats than WinZip and has great context
right-click menus.