Take the 2-minute tour ×
Super User is a question and answer site for computer enthusiasts and power users. It's 100% free, no registration required.

I have read every "help" source I can find so far and not found an answer to my question. I have created a word document which is a template for a book - it is not saved as a .dotx file, just a .docx. It contains some introductory text and illustrations, and a lot of empty space in a formatted heading layout for information to be pasted and photos to be inserted. The "empty" document is 1.2 MB, of which the illustrations are 1.1 MB. The full collection of 33 photos (jpeg files) to be inserted is 2.8 MB - average photo size is 85 kB. Once the text is pasted in to fill the empy space, the file is 1.4 MB (this includes the original 1.2 MB of the template file). When the 2.8 MB of photos are added, the file is 39.4 MB. How can that be, when the individual elements of the file total about 3.2 MB? All the photos have been compressed. What else can I do to reduce the size of the file?

share|improve this question
    
Which version of Microsoft Word? Are you inserting files via copy and paste from an image editor or are you using the menus to insert a picture? 2007 onwards inserts pictures in the format they came in and I've never seen this kind of bloat except when using copy and paste. –  Mokubai Aug 5 '12 at 7:58
2  
Likely he cut and pasted the JPGs into place, losing their compression. –  David Schwartz Aug 5 '12 at 9:12

5 Answers 5

Opening the image in Paint or something similar then using Ctrl-C (copy) and Ctrl-V (paste) is one thing that will cause this kind of horrifying bloatage.

When inserting images you should almost always use the Insert->Picture menu option as this will insert the image in (nearly) the exact same format as your source image. The same is not true of Copy-Pasting the image as Word does not know what format the image data on the clipboard is in (the clipboard will use a raw image format) and generally converts it to PNG that will keep all the image data that was present on the clipboard.

PNG is nowhere near as good at compression as JPG for photographic images and a typical JPG to PNG conversion like the Copy-Paste image insertion method will generally result in the file size balooning more and more as the source image size gets larger.

I have seen the picture insertion tool shrinking JPG files size, presumably it defaults to a JPEG compression setting of 85 and applies it on insertion of the image, but I have never seen it unduly making the images larger.

I just tested and it reduced a 600kb image to 120kb (which corresponded to JPEG compression 85 on the original) but that same image when saved to 50kb (JPEG compression 50) stayed at 50kb when inserted into Word

In almost all cases you want to use Insert->Picture even if it means that slight annoyance of saving the image first then hunting it down in the Word file select dialog.

Insert->Picture menu item

share|improve this answer

Interestingly, the docx format is actually nothing more than a zip-compressed archive with ".docx" in stead of ".zip". That said, it's entirely possible to extract the contents of any docx to a folder, then re-compress the contents using ultra compression and renaming the resulting zip file with the docx extension. This could substantially reduce the file size, depending on the contents. It may not be the most efficient way to reduce file size on a regular basis, but it's definitely a trick worth knowing about.

share|improve this answer
    
+1 for teaching me something new today. I wonder if this applies to other office formats. –  Cfinley Jul 11 at 18:39
    
Yes, I believe it applies to all of the .extX formats. –  13ruce Jul 14 at 12:17

Click on Picture, then you can see an extra tab named as Format. In this at the left most column, there'd be a button for compress pictures. On clicking on this button, a new pop-up will get launched which will have options for reducing picture size and better compression. It'll help you to reduce the size of your word document.

share|improve this answer

For those people that do not have any photos in their document but still need to reduce the file size, I could reduce the size slightly by copying all of the contents in the old document, and pasting them inside of a new document.

share|improve this answer

Once I converted the file (heh - a copy of it) to a .docx (the updated type from a .doc), the 'Compress' option suddenly appeared and became available under 'Format Picture' dropdown menu. (This 'Format Picture' dropdown menu appears just to the right of 'Home' when you click/select the picture in the document.) I compressed all the pictures with one click, after 4 hours of trying to compress them before. Until I converted this .doc to a .docx, 'Compress' did not even show.

share|improve this answer

Your Answer

 
discard

By posting your answer, you agree to the privacy policy and terms of service.

Not the answer you're looking for? Browse other questions tagged or ask your own question.