How to decreasethe size of Word Document?

[sam]

HI All,
I want to know how I can decrease the size of my word document (I am
using Word 2003)
The size of the document is 45 MB and the steps I have taken are:
1. Converted the images from .bmp to .gif.
2. The document has lot of track changes, Comments, Ink Annotations,
Insertions and deletions, and reviewers. I have accepted all the
changes.
Yet the size of document remains around 30MB (that's because of image
conversions)
But I feel the document should be less then 10 MB as apart from images
only words (Arial font) has been used no color or extra effects have
been used.
Am I Missing something?? Do the track changes and the rest of the gang
remains somewhere inside the document and contributing to the bulge of
the document?
Any help is appreciated.

Regards,

 

[Graham Mayor]

Coipy all of it but the last paragraph mark into a new document. If that
doesn't make it smaller, nothing will apart from deleting some of it.

--
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Graham Mayor - Word MVP


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[DeanH]

Try JPG or PNG; instead of BMP and GIF as these formats are notoriously good
a bloating Word files.
Hope this helps
DeanH

 

[sam]

Try JPG or PNG; instead of BMP and GIF as these formats are notoriously good
a bloating Word files.
Hope this helps
DeanH






- Show quoted text -

DeanH,
JPG twice the size of GIF

 

[DeanH]

That maybe so, but When I place GIF in a Word document, the Word file
increases greatly compared to inserting either a slightly larger JPG or PNG.

I expect it totally depends on the quality. resoltuion of the original and
the converted file produced.

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. Keep track of formatting (Tools | Options | Edit). This is reportedly a
major cause of file bloat in Word 2002 and above.
6. Embedded True Type fonts (Tools | Options | Save); embedding fonts should
be avoided wherever possible.
7. Embedded linguistic data (Tools | Options | Save).
8. 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.
9. 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.
10. 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.
11. Document corruption: See
http://www.mvps.org/word/FAQs/AppErrors/CorruptDoc.htm.

Have you tried the "Copying all but the last paragraph mark into a new
document" as this is a common cure for common bloat.

DeanH

 

[sam]

That maybe so, but When I place GIF in a Word document, the Word file
increases greatly compared to inserting either a slightly larger JPG or PNG.

I expect it totally depends on the quality. resoltuion of the original and
the converted file produced.

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. Keep track of formatting (Tools | Options | Edit). This is reportedly a
major cause of file bloat in Word 2002 and above.
6. Embedded True Type fonts (Tools | Options | Save); embedding fonts should
be avoided wherever possible.
7. Embedded linguistic data (Tools | Options | Save).
8. 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.
9. 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.
10. 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.
11. Document corruption: Seehttp://www.mvps.org/word/FAQs/AppErrors/CorruptDoc.htm.

Have you tried the "Copying all but the last paragraph mark into a new
document" as this is a common cure for common bloat.

DeanH






- Show quoted text -

DeanH,

Thank you so much for the valuable info u have provided.
When ever i format the document, i am going to check for all the steps
u have mentioned to decerease the size of the document.

Regards,
Sam