How To Reduce The Size Of A Word Document

Compress Microsoft Word File Size and Avoid Slowness, Corruption and Crashes

past Avantix Learning Squad | Updated March xiv, 2021

Applies to: Microsoft ^® Give-and-take ^® 2010, 2013, 2016, 2019 and 365 (Windows)

You can reduce the size of a Microsoft Discussion document in several means. The virtually mutual strategy to reduce Discussion file size is to compress pictures. However, yous can also use other methods to deal with large documents such as saving media and Word files in other formats and limiting the use of specific features.

In this article, we'll look at 10 ways to reduce the size of a Word certificate:

1. Compress pictures
2. Insert pictures instead of copying and pasting
3. Utilize smaller image files
4. Apply styles instead of manual formatting
5. Save a copy of large Word files
6. Modify Autorecover settings
7. Avert or convert embedded objects
8. Avoid embedded fonts
9. Salve a copy of the document in PDF format
10. Salve a copy of the document in RTF format

Notation: Buttons and Ribbon tabs may brandish in a different way (with or without text) depending on your version of Word, the size of your screen and your Control Console settings. For Word 365 users, Ribbon tabs may announced with different names. For instance, the Picture Tools Format tab may appear as Motion-picture show Format.

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To view file size of a Word certificate:

1. Click the File tab in the Ribbon.
2. Click Info. In the Properties area, file size is listed beside Size.

For some of the following strategies, you volition demand to shut and save the file and then bank check file size again to run into a difference in file size.

1. Compress pictures

Ideally, if yous use pocket-size sizes when you insert pictures, this volition reduce the size of your Discussion documents. However, you lot can shrink one or all pictures in a Word file. Yous may wish to try this with one picture at a time to be sure you are satisfied with the result afterward compression.

To compress a picture or pictures:

1. Click a picture.
2. Click the Picture Tools Format or Picture Format tab in the Ribbon.
3. Click Compress Pictures in the Adjust group. A dialog box appears.
4. Select the option to apply only to the current picture or uncheck the option to apply to all pictures.
5. Select the option to delete cropped areas of pictures if desired.
6. Choose a document resolution.
7. Click OK.

2. Insert pictures instead of copying and pasting

Information technology'south improve to insert pictures using the Insert tab in the Ribbon, rather than copying and pasting from another file. When you re-create and paste, the image tin lose compression, change file type and also bring in other data that can increment file size.

To insert a motion-picture show in Microsoft Word:

1. Click the Insert tab and click Moving picture(due south). A dialog box appears.
2. Navigate to the location of the picture.
3. Click the flick and click Insert or double-click the picture.

You also have the option of linking to a pic file by clicking the arrow abreast Insert in the Insert Picture dialog box and and then choosing Link to File. All the same, the picture is not actually "in" the file (which reduces file size) then if you email the certificate, pictures will not be included.

iii. Use smaller image files

It'due south all-time to insert pictures in smaller sizes to reduce the size of your Word files. For case, if you lot are inserting pictures from a phone taken at a high resolution, this will result in larger documents. Create, save or send images at a lower resolution and insert the lower resolution images into your documents.

If you lot're using stock images, select images at the everyman resolution (at the quality level you require). You tin as well open up an paradigm in an image editing programme (such every bit Microsoft Motion-picture show Manager or Adobe Photoshop) and then save it at a lower resolution.

In Word 365, 1 of the biggest culprits causing inflated file size is 3D models. Although 3D models are not inserted equally pictures only rather every bit 3D models, they are images. You can't compress 3D models like other types of images so you may need to delete 3D models or use a picture instead of a 3D model if file size is an result.

four. Apply styles instead of transmission formatting

The more than transmission or straight formatting you lot use in a Word document, the larger it will become. This becomes problematic with very large documents. Use styles as much equally possible to reduce file size and automate formatting. Instead of applying 14 point, assuming, and blue to a heading, consider using a style instead.

To apply a manner:

1. Select the content to which you wish to use a manner (such as a heading).
2. Click a manner in the styles group on the Home tab in the Ribbon.

To alter a way:

1. Right-click the mode in the Styles group on the Home tab in the Ribbon and choose Change.
2. Make the necessary changes.
3. Click OK.

5. Relieve a re-create of large Word documents

Information technology's not a bad idea to save a copy of a large Discussion document periodically using Save Equally. If you lot save a copy using Save Equally, version history and some editing information is removed during the process.

To save a copy of a Word file:

1. Click the File tab in the Ribbon.
2. Choose Salvage Equally. If necessary, click Options or More than Options. A dialog box appears.
3. Navigate to the desired location and proper noun the file with a dissimilar name (such as MarketingPlan2).
4. Click Salve.

Consider saving a re-create of large files regularly and include a date in the name of the file (such as Marketing-Program-May-vii-2020). This tin likewise help avoid corrupt documents.

Another recommendation is to use the Review tab in the Ribbon to accept or decline tracked changes and and so turn off tracked changes. This tin be done either before making the re-create or in the copy. All-encompassing employ of tracked changes can slow downward a large certificate and increase file size.

6. Change AutoRecover settings

You can turn off AutoRecover entirely (not recommended) or change the fourth dimension when Word creates an autorecover file. Word volition no longer recover your Word files if yous have a crash if y'all plow off AutoRecover completely and so use this technique merely if you are very comfortable with this setting.

To change the AutoRecover save time to a longer time (such every bit 20 minutes):

1. Click the File tab in the Ribbon.
2. Click Options.
3. In the categories on the left, click Salvage.
4. In the Salve Autorecover information every five minutes, change the time.
5. Click OK.

Save Autorecover options appear in the Word Options dialog box:

To plough off AutoRecover (not recommended):

1. Click the File tab in the Ribbon.
2. Click Options.
3. In the categories on the left, click Save.
4. Uncheck Salve AutoRecover data every 5 minutes.
5. Click OK.

On another note, if AutoRecover is turned on and you leave your Word file open when y'all leave your computer, the file continues to increase in size equally Give-and-take creates new versions of the file. Consider closing the file when y'all're not working on it.

7. Avoid or convert embedded objects

If you lot embed objects (such as an Excel worksheet) in your Discussion documents, this will increment the size of your files. Endeavour to avert embedding if you need to reduce file size or convert embedded objects to pictures.

To convert an embedded object to a flick, select it so press Ctrl + Shift + F9. To catechumen all embedded objects to pictures, press Ctrl + A to select all and and so press Ctrl + Shift + F9. Some users may need to press Fn besides to enable their office keys. For more information nearly inserting Excel information into a Word document, cheque out 3 Ways to Copy Excel Data into Word.

viii. Avoid embedded fonts

Some other reason Word files may get very large is because of font embedding. Users may embed fonts if they are using a non-standard font and programme to open the file on a device that does non have the font installed. If using non-standard fonts, it's usually better to install the font on the other device rather than embedding (which tin be buggy).

To plow off font embedding:

1. Click the File tab in the Ribbon.
2. Click Options.
3. In the categories on the left, click Salve.
4. Ensure Embed fonts in this file is unchecked and click OK.

Embed fonts appears in Word Options in the Relieve category:

ix. Save a re-create of a document in PDF format

Information technology's a common practice to salve Word files in PDF (Portable Document Format) for portability and to reduce the size of the file. PDF documents tin be shared with colleague when the Word file is too large.

To salvage a re-create of a Word document in PDF format (and compress pictures):

1. Click the File tab in the Ribbon.
2. Choose Salve As and and then click Options or More than Options if necessary. A dialog box appears.
3. Navigate to the desired location and enter a name for the file. You can use the same name since the extension will exist different (PDF).
4. Nether File Blazon, select PDF.
5. Click Tools on the lesser right of the dialog box. A drop-down menu appears.
6. Select Shrink Pictures. A dialog box appears.
7. Click the desired compression option.
8. Click OK.
9. Click Relieve.

10. Salvage a copy of a document in RTF format

Another technique you can try if a Give-and-take file seems to exist besides large or dull is to salve the file as an RTF (Rich Text Format) file, reopen it and save it once again in Discussion format.

To save a copy of a Give-and-take document as an RTF file:

1. Click the File tab in the Ribbon.
2. Choose Save As and so click Options or More than Options if necessary. A dialog box appears.
3. Select RTF as the file type.
4. Navigate to the desired binder and enter a name.
5. Click Relieve.
6. Close the file.
7. Click the File tab and choose Open up.
8. Double-click the RTF file.
9. Click the File tab and choose Salvage As.
10. Navigate to the desired binder.
11. Select file type for Microsoft Word document (.docx).
12. Enter a new file name.
13. Click Salve.

Other issues

Other features that may cause problems include a big number of drawing objects, inserting cross-references and grouping captions with images so you may want to avoid or limit the use of these features. Information technology's also a good thought to save older files in .doc format to the new .docx format.

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How To Reduce The Size Of A Word Document,

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