How to Reduce the File Size of Your Word File

Spread the love

The convenience and outstanding features of Microsoft Word come at a price. One drawback of Word’s features is the file size growing out of hand. Although you don’t probably always worry about the file size of your Word document, it can still become a problem if you have limited space on your device or if you need to send your file as attachments. 

 Here are simple tips to reduce your Microsoft Word file size:

1. Save Your File in PDF

 Converting your file from word to pdf takes a few minutes and clicks to do in PDFBear. File conversion has become more accessible because of the ever-evolving features of technology. Converting your file to PDF cannot only dramatically reduce file size but also makes it portable.

 2.Compress Pictures

 Using small file sizes in embedding graphics reduces the overall size of your documents. In  a Microsoft Word document, you can compress one or all of the images in the file. 

 Here are steps to follow to compress pictures in a Microsoft Word file:

 1. Select the image and notice that the Picture Format tab appears.

 2.Click Compress Pictures in the Adjust group of the Picture Format tab.

 3.You have two options under Compress Pictures. First, you can make the changes apply only to all the pictures you have in the file, not only to the picture you selected. Second, you can also click Delete cropped areas of pictures to remove the cropped data of the images. Note that you cannot retrieve cropped data once you deleted it.

 4.Choose Use default resolution under the Resolution button. This will enable you to use the default resolution you specified in the Advanced tab under File > Options. 

 3. Avoid Embedding Fonts

 Using embedded fonts allows readers to view your Word file with the font you used, even if they don’t have that font available. You might want to do this for aesthetics and if you want to impress the recipient of your Word file. However, embedding fonts does not help reduce file size because it adds up to your Word file size. 

 To ensure you do not have fonts embedded in your Word file, follow these steps:

 1. Click File, then Options, and Save.

 2.Proceed to preserve fidelity when saving this document and you have two options. First, you can check Embed fonts in the file and ensure it’s not ticked. Second, if you do need to embed fonts for a specific file, choose to Embed only the characters used in the document as well as Do not embed common system fonts.

  4. Insert Graphics Instead of Copy and Paste 

 Computer users prefer to copy and paste graphics and photos in Word files. It sure is effortless to do; however, it can increase your Word file size because Microsoft Word automatically assumes you want the picture to be a BMP or a PNG format. These formats are both large-format types.

 Instead of copying and pasting graphics, use the Insert tab whenever you insert graphics. Copying and pasting loses image compression and changes your file type.

 To insert graphics in a Word file:

 1.Go to Insert > Picture.

2.Proceed to the location of your picture after a dialog box pops.

3.Select the picture, then click the insert option. You can also double-click the image.

 5.Save Your Document in Docx Format

 You can save Microsoft Word files into DOCX format instead of DOC, which started in Microsoft Word 2007. The only reason you can still use DOC is if your file is still compatible with the older version of Word. If you don’t need ancient Word applications, save your Word file to DOCX to benefit from its smaller file size compared to DOC format. For instance, a few megabyte-file in DOC could only be a few kilobytes in DOCX.

 If you’re saving a Word file, make sure to always select the DOCX format. If the file you are currently working in is in DOC format, click File then select Convert. Just follow the prompts and change it to a new file name.

 Conclusion

 It’s such a hassle if you are working with Word documents that are extremely large and long, especially if you have multiple embedded fonts and graphics. There might also be factors for the sudden increase in your Word file size that’s beyond your control. Examples are its default DOC format or the BMP/PNG format of the images you insert. 

 If you’re working with a large document, there are a few things you may do to make it smaller. You can compress Word files, convert them to PDF, avoid embedding fonts, and more. Not all these tips can exactly apply to your situation, but some of these tips can be useful for you the next time you have trouble decreasing your file size.

Apart from this you can read What PMP Certification can Bring to Me?

Leave a Comment

You cannot copy content of this page