How to "de-clutter" Word documents?

[Gavin]

I have a 250-page Word document that contains many
pictures, tables, sections that employ column formatting,
etc.

It's about 2.5 megabytes in size. So far, I have not had
any problems with the file being corrupted or crashing.

However, I'm afraid that as the file continues to grow (I
expect it to reach 500 pages), the odds that I will
experience some kind of corruption problem, etc.,
increase. Obviously, I make frequent backups.

But what I'm looking for is any kind of utility (or
method) that can occassionaly "scrub" the file, removing
any unnecessary formatting code that may have accumulated,
or any other junk that can accumulate in a Word file.

Does anyone know of any such a utility, or methods, that
can help maintain large Word documents? Thanks!

 

[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.

In addition, note that using styles rather than direct formatting can reduce
file size and that very long tables can reduce stability (but Word can
handle many short tables with equanimity).

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

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