Breaking Up Document

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JT - 09 Mar 2004 06:18 GMT

My document is not so long--less than 100 pages, but
there are graphics and it has gone over the limit (now it
is about 5 mg)for emailing. I need to send to several
people for editing (not on any network). Short of
physically breaking up the document into its "chapters"
and keeping each as a separate document to email, is
there a simple way of just emailing one section at a
time? I tried sending after taking all the graphics but
it doesn't make a lot of sense without them--charts,
graphs, etc.

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Graham Mayor - 09 Mar 2004 07:21 GMT

You shouldn't be mailing monster documents like this without compressing.
Use WinZip or WinRar and compress to a file or files and send the results.

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> My document is not so long--less than 100 pages, but
> there are graphics and it has gone over the limit (now it
[quoted text clipped - 6 lines]
> it doesn't make a lot of sense without them--charts,
> graphs, etc.

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Chip Orange - 09 Mar 2004 16:41 GMT

be aware, that many businesses are now blocking .zip attachments (because of
a recent virus which sends itself in passworded zipped files). Evidently
it's all zips or nothing, as we don't seem to have the ability to block only
passworded zips.

> You shouldn't be mailing monster documents like this without compressing.
> Use WinZip or WinRar and compress to a file or files and send the results.
[quoted text clipped - 9 lines]
> > it doesn't make a lot of sense without them--charts,
> > graphs, etc.

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Shauna Kelly - 09 Mar 2004 09:12 GMT

Hi JT

> is there a simple way of just emailing one section at a
> time?

No, not really.

Here are some ideas for getting around the limits on your email server (or
your recipients' email servers):

1. The best way might be to zip the file, which might get it down to a
manageable size. You can download utilities to zip files from the usual
places: zdnet.com, tucows.com, cnet.com etc.

2. Save your file to a website, if you have access to one. Then send your
recipients a simple email with a link to the file on the web site.

3. If you're using photos, open the photo files in a graphics editor
(Photoshop, CorelDraw etc). Re-size them to the size you need in your Word
document, and re-insert them into the Word document.

4. Chop up the file into several bits, as you are considering. I find the
easiest way to do this is to make a backup copy of your document and put it
somewhere very safe. Then make multiple copies of your document, and delete
what you don't need (rather than trying to copy out what you do need). In
doing so, you might discover that it is just one picture or graphic that is
the really big one causing you grief, and you might be able to live with out
it, or re-size it outside Word and then re-insert, to make the Word file
smaller.

Hope this helps.

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

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Suzanne S. Barnhill - 09 Mar 2004 14:34 GMT

Another possibility, though it requires a bit more effort on the part of the
recipients, is to link the graphics and send them separately. Your
recipients will have to reassemble the doc and graphics in a single folder
(be sure the links are relative), and this is chancy at best.

--
Suzanne S. Barnhill
Microsoft MVP (Word)

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> Hi JT
>
[quoted text clipped - 41 lines]
> > it doesn't make a lot of sense without them--charts,
> > graphs, etc.

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Lee - 10 Mar 2004 01:49 GMT

You could break the document up into a master and
subdocuments. A master document contains links to a set
of related subdocuments. Use a master document to organize
and maintain a long document by dividing it into smaller,
more manageable subdocuments. TO find out more about
master and subdocuments, look in MS Word Help.

>-----Original Message-----
>My document is not so long--less than 100 pages, but
[quoted text clipped - 8 lines]
>graphs, etc.
>.

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Graham Mayor - 10 Mar 2004 05:39 GMT

But before taking this dubious route - see
http://word.mvps.org/FAQs/General/WhyMasterDocsCorrupt.htm

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> You could break the document up into a master and
> subdocuments. A master document contains links to a set
[quoted text clipped - 15 lines]
>> graphs, etc.
>> .

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Jose - 10 Mar 2004 17:24 GMT

> My document is not so long--less than 100 pages, but
> there are graphics and it has gone over the limit (now it
> is about 5 mg)for emailing.

You've received several suggestions for sending the file from the
perspective of file management. You might also try going at it
from the perspective of e-mail management. There is a little-
known but high-end e-mail program with the unfortunate name of The
Bat! from Ritlabs (www.ritlabs.com). One of its countless
features is the ability to break up a message and attachment(s)
into smaller pieces for just the situation you described. I
assume it works, because it's been available in the program for a
long time and I've never seen a question raised about it in the
mailing lists, but I've never tried it personally.

FWIW, I think the best solution is uploading it as a Zipped file
to a web site and e-mailing a link. But as a second choice I'd
investigate the idea of mailing subparts; possibly other mail
clients also have the feature described above.

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