Have your Microsoft files suddenly become large, causing Ms Word to crash? Worry not. This article offers some valuable fixes to make your files sizes manageable. Word file size can be reduced by compressing images, proper insertion of images, removing auto recovery versions, switching off thumbnails, and turning off embedded fonts.
Unknowingly, Some of the features running on Ms Word lead to creation of large files, which can cause problems especially when sending email attachments and files over the internet. When dealing with a seemingly huge word document, your first instinct would be to compress the images because images and other elements in the document may increase document size. The other aspect you need to look at are ways of reducing documents with no pictures in them.
How to Reduce Word Document Size?
The tips covered here will work in different situations, i.e. for documents with pictures and other objects and those without any pictures but occupy a substantial space on your drive. Here are some of the methods used in reducing Ms Word file sizes.
1. Converting Word Document to DOCX Format
Office 2007 introduced a new way of saving documents which acts like a zip file essentially compressing all the information contained in the document. The conversion from .doc to .docx will reduce the size of the document. If you are using other office suite programs like Excel, PowerPoint, and Visio, you can get the same results.
Now you will have two documents, the original and the compressed one.
2. Inserting Pictures Instead of Copying and Pasting
Copying and pasting seem like an efficient process of adding images and graphics to a Word file. The pasted image will automatically convert to a bitmap file which can increase the file size if the source is from a JPG.
The best alternative is to save the image in an image editor and save it as a smaller version in JPG, then go to word and follow these instructions.
After and before Image Conversion
In some cases, you may want to preserve image quality and choose to work with BMP or PNG formats, which will increase your document size
3. Discard Image Data When Editing
There is a possibility of editing images in word and later on removing the data edits that are still part of the document. All image adjustments if not deleted will increase the size of your document. It is a good idea to avoid editing image directly inside a document.
Follow below procedure to compress your images
The target output options give you the chance to pick a resolution that will help reduce the document size.
4. Stop Embedding Fonts in Documents
Turning off the font-embedding feature saves a lot of space that would not be very useful to the reader of the document.
To disable embedding,
Before and after embedding fonts
5. Stop Using Thumbnails for Document
Thumbnail is a picture preview of the document’s first page. The thumbnail is seen when you highlight the file on the details section of windows explorer. This should not be a problem unless you are dealing with a big document.
To turn off Preview in Microsoft Word,
6. Remove Personal and Hidden Information
Personal information is not beneficial to the readers it only eats up more space. Any hidden information should be deleted by heading to:
7. Turn Off Auto-Recovery
The autorecover feature saves your files as you work on them to avoid loss of documents when something drastic happens to your machine or document. All auto-recover versions of the document will increase the size used on the hard disk. To turn off this feature:
The outcome of this change is not immediate but saves more space when working on future documents
8. Copy all Contents to Another Document
Word will always work in the background when you are editing or creating a document. To avoid carrying so much information on a single document, create a new document and copy everything to it. Doing this means, you will not have any previous document changes or settings that took place.
Tips that May Reduce Document Size
Some of the ideas covered here will reduce the size of your document but to a small percentage. You could try the following tips if the ones from the previous section failed you.
1. Turn Off Background Saving
If you are dealing with a large document that may take long before saving even after clicking the save button, enable the “Allow background saves” by:
The good thing about this feature is that word documents are updated on the background when working on it.
2. Convert Word to RTF and then Back to DOCX
The Rich Text Format (RTF) is a standard text editor with essential formatting features. The idea behind this thought is the stripping of all formatting information including those of hidden data making the file smaller. The downside of using this conversion method is that RTF still lacks some of the basic formatting options used in a Word.
3. Convert to HTML then to DOCX
No much difference from the conversion from RTF to DOCX only that HTML is a web format. Using this approach will force you to redo the headers
4. Using Unzip and then Compress the Document
DOCX is already in a zipped format the same way other document compressing tools are. The reduction rate is encouraging, but you would not want to keep trying until you find a way out. Most files going through this conversion are labelled as corrupt when attempting to open them.
Tips that will not make a Difference in Document Size
Some of these tips may sound encouraging, but it is always good to try to see for yourself.
1. Deleting Previous
When you work on a document, Ms word always stores its earlier versions through the AutoSave functionality. Some think that deleting these versions will reduce document size, however, in reality, the saved versions are not part of the document you are using.
2. Pasting Text and Ignoring the Formatting
Microsoft offers different copy-paste options. The default option will copy everything including the formatting. Using the “Keep Text Only” option does not reduce the file size as people think.
The article has given three different views that work, may work or will not work in an attempt to reduce Ms Word document size. We will now look at one application that is being used to compress all sorts of files from PDF, text, Images etc. all free.
WeCompress is an online document editing software that can compress your document to almost any usable format in the office. All you need to do is to drop your files on the platform and get results without seeing any adverts, watermarks or the need for your registration.
WeCompress Range of Solutions
You can decide which solution works in your environment and the nature of the files you are dealing with. For example:
You can use the secure offline desktop compression app for multiple files working on the windows and Mac OS platforms. This can be downloaded from WeCompress website.
Compress everything in your file server to create more space
Follow the progress of every compression and add new files as they arrive
Microsoft Exchange Server
All documents whether PDF, Office files, JPEG, TIFF attachments can be compressed to create room for more incoming emails and files
You have the freedom to add your own technology within WeCompress.
All outgoing and incoming mail attachments can be compressed in real time
If your organisation deals with large file sizes or you are looking for a better way of managing the existing space, you can try the 8 steps shared above. If you have many files that need compression within a short time, you can try the WeCompress application.