In the first two articles, we
showed how
1) styles for bullet lists
and
2) HTML to Word conversions
can both reduce the file size.
The third approach concerns graphics. As I mentioned earlier, you can very quickly
cut/paste graphics into files with a minimum of fuss. Even better, Word accepts a broad
range of file formats.
Here's the problem!
Mixing different
graphic file formats in the same document places Word under great strain. It can cope with
this up to a point. But after this, the base template, usually Normal.dot, begins its
descent into chaos.
As it collapses, it starts chasing
its tail by creates multiple pointers to different sections in the Normal.dot template.
Very soon, the file size just explodes.
Did you know? When you paste a graphic into Word, it gets converted into
a BMP file. This is bad news for two reasons. BMP (bitmap) files are low quality and very
large in size. GIFs, JPGs or PNGs are much more efficient!
Instead, here's what to do:
1. Try to avoid pasting
graphics directly into Word. Instead, open an image-editing tool, create a naming
convention, and label them accordingly.
2. In the image-editing tool, save the files with a GIF file extension.
These files are significantly smaller than BMP files, and have a higher resolution.
Resolutions: JPGs have an even higher resolution that GIFs, but tend to
be slightly larger. Experiment and see what works best!
3. In Word, import the graphic files by referencing them. Go to Insert |
Picture | From File or Insert | Object.
This approach protects Word from
degrading and, even with the largest files, should ensure that the file size does not
become unmanageable.
I hoped you enjoyed these three insider secrets from the tech docs frontline. What's been
your experience using Word?
Please drop me a line at ivan
<at> klariti <dot> com and well share it online.
Want more tips? Try
IvanWalsh.com. |
