Re: Cleaning up Dead Space in a Document

Hi Tony

35 pages isn't a big document for Word. It can happily cope with documents
thousands of pages long, so if the only reason you broke up your document is
because you thought it was getting too big, it may be worth re-considering.

In any case, go through this list from Suzanne Barnhill of reasons that
files may be larger than they should or could be:

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. Embedded True Type fonts (Tools | Options | Save); embedding fonts should
be avoided wherever possible.

6. 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.

7. 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.

8. 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.

9. Document corruption: See
http://www.mvps.org/word/FAQs/­AppErrors/CorruptDoc.htm.



Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word


"Big Tony" <BigTony@xxxxxxxxxxxxxxxxxxxxxxxxx> wrote in message
news:BF3B345F-AC20-4548-88BE-C5FDC12BE77D@xxxxxxxxxxxxxxxx
>I am working with WORD 2000. I am vreating training documentation that has
> several pictures. When the document got over 35 pages I decided to break
> it
> up into three distinct documents. To do this I deleted the unwanted pages
> from te original and did a save as. The problem is that the new document
> is
> the same size (when viewed in Windows Explorer) as the original. Is there
> some way to save the new document without it holding a "reservation" for
> the
> deleted portion? If I copy and paste pages into a blank document then
> save
> the size reduces dramatically. This is an option, but takes a long time
> because I loose the Style formats in the transfer.
>
> Thank you in advance for all of your assistance.
>
> Tony


.

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