Word file increases in size exponentially when reviewing/reformatt

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Guest

Reformatting a large doc (90 pages) with charts and tables which had
previously been reviewed and merged (but not by me) I copied the original
file at 1.7mb took out all formatting and reformatted using styles. The
document slowly became unworkable and started to crash; I then realised it
had been increasing in size by virually doubling itself I assume each time I
made a global change, until it ended up at 90mb+. My guess this is something
to do with reviewing and tracking changes - am I right and how can i avoid
the problem?
 
Phil.
My first thoughts would be to check your graphics - I have this problem a
lot when people supply docs where they have cut-pasted etc graphics without
compressing them - My quick and dirty approach is re-cut/paste using Edit
menu/paste special/picture (window metafile) - I'm sure there are more
sophisticated ways - hope I'm not telling you how to suck eggs.

MervB
:-)
 
Thanks for trhe suggestion Mervb. Not sure that this explains the problem -
the graphics were all happily embedded in the file when I received the
document at its original 1.7mb. Nor could it explain why I have evidence that
the file doubled in size from c. 45mb to 90+mb when I had done nothing other
than make fairly straightforwrd formatting changes.

Phil
 
Phil,
My next steps would be to save the file as an entirely different name
preferrably even in a different folder.

Check that it hasn't been save as an RTF doc

Check that Hidden text wasn't being generated in some way when you do Global
replace

Cut the document into say ten page sub documents and see if the size is
being generated fom a specific section of the document

Check that original docs weren't created on differing templates

I've had troubles of this nature before and each time its been a separate
fix - hate to tell you but more than once it has been to take it right back
to a text file and reconstruct. (not as time consuming as it seems)

I'll be interested to see what others might come forward with - I'm sure
there is an expert out there somewhere who can help.

These are elementary things but they might just trigger something
MervB
:-)
 
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.

Since you mention that you are using Track Changes, presumably that is the
cause in your case.

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

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