Word Document becomes too large

[Guest]

All,

This is a question regarding the file size of a word document which
has grown really huge. The document has been a running document for the
past 3-4 years and chapters are being added to this document regularly
by many people. The document does not contain many pictures but has a
few. It also has a few tables.

The document size had steadily grown to about 5 MB based on the
content which has been added to it. At one point of time the document
size suddenly has become 30 MB. Not sure why.

Some of the areas was suspected was the versions and change
tracking. On verifying there was no versions which the document had and
the size did not reduce even if all changes were accepted.

Any idea what caused the sudden big jump in the file size?

Appreciate your help

Thanx
Vijay

 

[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

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