File siize bloat due to versioning

[Jon]

I have been using the Save Version feature to keep track of earlier
versions
of a document while I work on it. As a result the size has increased to
42Mb
from 2Mb. Now I would like to get rid of the earlier versions and reduce
the size again. But when I delete the earlier versions and turn off the
'save version on exit' option, the saved document is still 42Mb. How can I
reclaim that extra space and shrink it down to its original version? It
contains lots of macros and codes, so I don't want to convert it unless I
have to.

Jon.

 

[Bob Lucas]

I have been using the Save Version feature to keep track of earlier
versions
of a document while I work on it. As a result the size has increased to
42Mb
from 2Mb. Now I would like to get rid of the earlier versions and reduce
the size again. But when I delete the earlier versions and turn off the
'save version on exit' option, the saved document is still 42Mb. How can I
reclaim that extra space and shrink it down to its original version? It
contains lots of macros and codes, so I don't want to convert it unless I
have to.

Jon.

When you click on the "Save" icon, Word performs an incremental save - which
merely adds changes to the previous file. (The same thing happens, if you
click on File / Save.)

With an incremental save, file sizes can increase dramatically, particularly
if you have saved the file repeatedly.

I can't be certain this will solve the problem. However, I suggest you
click on "File", followed by "Save As". When the "Save As" box appears, you
can give the document a new name - OR you can use the existing name for the
document If you use the existing name, a menu may warn you that the file
exists - and seek confirmation that you want to over-write the existing file
(if that happens, click OK).

Use of the Save As option should produce a totally "clean save", as opposed
to an incremental save. The new file size should be much smaller.

 

[Bob Lucas]

When you click on the "Save" icon, Word performs an incremental save -
which merely adds changes to the previous file. (The same thing happens,
if you click on File / Save.)

With an incremental save, file sizes can increase dramatically,
particularly if you have saved the file repeatedly.

I can't be certain this will solve the problem. However, I suggest you
click on "File", followed by "Save As". When the "Save As" box appears,
you can give the document a new name - OR you can use the existing name
for the document If you use the existing name, a menu may warn you that
the file exists - and seek confirmation that you want to over-write the
existing file (if that happens, click OK).

Use of the Save As option should produce a totally "clean save", as
opposed to an incremental save. The new file size should be much smaller.

As a follow-up to my previous response, you can use the following procedure
to disable incremental saves in Word.

Click on Tools, followed by Options, followed by "Save". Remove the tick
from the box labelled "Allow Fast Saves". The help file in Word 2003
contains the following advice:

"Allow fast saves Speeds up saving by recording only the changes in a
document. When you finish working on a document, clear this option and save
the complete file with a full save. A full save may decrease the file size
of your document."