Word 2000 - large doc problem

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Mark Leffler - 07 Sep 2003 04:59 GMT

To all,
When does the size of a Word 2000 document become a problem - leading to
slow downs, crashes, etc? My kids are working on a research paper that is
over 30 pages long and 1.5 meg in size. They have several meg worth of
graphics that need to be included, and I'm worried that they will hit some
ceiling that will cause problems.
What's the best way to manage this? If they use samller files for sections
of the document, how can they coordinate page numbering, etc.?
The system is a Win 2K machine with 384Meg of memory, running Word 2000.
Thanks in advance.
Mark

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Suzanne S. Barnhill - 07 Sep 2003 05:00 GMT

I venture to say that a 30-page document should *not* be 1.5 MB before
adding graphics. 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.
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.

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

--
Suzanne S. Barnhill
Microsoft MVP (Word)

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Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

> To all,
> When does the size of a Word 2000 document become a problem - leading to
[quoted text clipped - 7 lines]
> Thanks in advance.
> Mark

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Shauna Kelly - 07 Sep 2003 05:05 GMT

Hi Mark

The ceiling is 32MB of text only (ie excluding graphics etc). Word can cope with documents hundreds, even thousands, of pages long.
Your bigger worry is risking running out of memory.

Here are some ideas;
1. Close down any other applications that you don't need.

2. If you experience a noticeable slow-down, close Word, re-start Word and re-open your document. A noticeable slow-down has been
suggested as a symptom of impending document corruption due to low memory.

3. Link, rather than embed, your pictures. To do this, when you go to paste a picture, do Edit > Paste Special and choose to link.

4. If you have huge pictures (eg photos), then re-size the pictures to the final size outside Word (eg in a graphics or photo
editing application). Then use the final sized picture in Word, not the big original.

4. Turn off the things that contribute to large file sizes. These include:
Tools > Options > Save. Un-tick "Allow Fast Saves".
Tools > Options > Save. Un-tick "Embed True Type Fonts".
File > Properties. Un-tick "Save Preview Picture"
Don't use File > Versions.

5. Save early, save often, keep backups.

Hope this helps.

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

> To all,
> When does the size of a Word 2000 document become a problem - leading to
[quoted text clipped - 7 lines]
> Thanks in advance.
> Mark

Reply to this Message

Suzanne S. Barnhill - 07 Sep 2003 15:24 GMT

I would add that if you have the pictures as separate graphics files, in
item 3, choose Insert | Picture | From File. Press the arrow beside the
Insert button and choose "Link to file."

--
Suzanne S. Barnhill
Microsoft MVP (Word)

Signature

Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

> Hi Mark
>
[quoted text clipped - 37 lines]
> > Thanks in advance.
> > Mark

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