How to Reduce Size of Large Microsoft Word
Documents - Part 1
If your Microsoft Word files suddenly become huge and start crashing,
here’s how to fix it. Sometimes Microsoft Word files explode from 1 to
10MB in a few minutes?
MS Word. Click top red arrow to expand/show the
In the world of
technical publishing, Microsoft
Word tends to get a bad rap. Many feel that it’s unstable and crashing.
It can also bloat in size until your operating system grinds to a halt.
Maybe you lose your morning’s work in the process.
Why Bullet Lists Creates Large MS Word files?
Bloated file sizes are a real problem. We all know this. I've
creating some very
large business proposals in Microsoft Word and learnt a few
ways to control the documents.
Bullets Lists - The first offender is Bullet Lists. If there is one
thing that's guaranteed to crash Microsoft Word, it’s bullet lists.
Here's what tends to happen.
When you click a Bullet List from the Word toolbar, Word points this
Bullet List to the Normal.dot file. In other words, it uses the default
settings in Normal.dot and then applies these. Fine.
No problem! That’s what it’s supposed to do.
If you cut and paste a Bulleted List from one business report into
your working file, then Microsoft Word has a problem.
Which Bullet List is the master list?
It can’t tell because suddenly you have two bullet lists in your
If you add a third bullet style, maybe with nice styling or cool
fonts, it has a nervous breakdown. Microsoft Word can’t tell which is
which and begins to struggle.
How to stop MS Word Crashing
Here's what to do:
- Open Word and create a separate Style for each type of bullet
lists you need. For example create a Bullet Regular, Bullet List
Indent, Bullet Square and so on.
- When you need to use a bullet list, select the appropriate
style from the Styles drop-down menu.
This is the Home tab in
Microsoft Word 2007.
- If you want to import a bullet list from another
Copy the text into a blank document.
- Select it, and in the Style menu, select Clear All.
NB: This removes all formatting.
- Paste it into the working document.
- Apply the correct style.
I know this seems like more work but it’s not. Just paste into a
blank document, remove the formatting and then paste it in. Your files
will stop crashing and will be easier to manage.
You can get a set of
User Guide templates with pre-formatted style
In the next article, we'll look at other ways to
Microsoft Word files.
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