To reduce the volume of Word documents, you can follow the following steps: 1. Clear excess content and formats, use the "Navigation" panel to check blank pages and duplicate content, select all and clear all formats, and delete redundant header and footer information; 2. Compress pictures and control the insertion method, click on the picture and select "Compress pictures", set the resolution according to the purpose, and crop the clear part before inserting; 3. Reduce fonts and object embeddings, turn off the "Embed Fonts into Files" option, and export complex objects as picture inserts if necessary; 4. Use Save as PDF or DOCX format, save them in .pdf or .docx format first, and clean up version history, revision traces, annotations and other content.

Too large files are troublesome in transfer and storage, especially when there are too many pictures and tables in Word documents. In fact, through a few simple operations, the file size can be significantly reduced.

Clear excess content and format

Many people don’t check whether there is any hidden content after writing the document, such as extra spaces, hidden formats brought by copy and paste, or even hidden text layers. These will invisibly increase the file size. It can be handled like this:

• Use the Navigation panel to see if there are blank pages or duplicate content
• Press Ctrl A to select all, and then click "Clear all formats" in the "Start" tab
• Delete redundant information in the header and footer, especially embedded images or watermarks

Sometimes you look at the content of just one page, but there may be several pages of blank space hidden behind it. It is important to clear out these "invisible burdens".

Compress pictures and control insertion methods

Images are one of the main reasons why Word files become larger. When inserting high-resolution images, the original size may be retained by default, but the document display does not require that high accuracy. You can do this:

• Click on the picture → “Picture Format” → “Compressed Picture”
• Check "Apply to this document only" and "Screen (150dpi)"
• If the image is only a schematic purpose, you can further select "Email (96dpi)"

Note: If you are taking pictures from web page screenshots, it is recommended to use image software to crop the clear part before inserting it to avoid the entire web page screenshot being directly stuffed into the document.

Reduce font and object embedding

Word has a function that allows you to embed fonts into documents to ensure that others do not change when they open them. But in most cases, there is actually no need to enable this function, especially when the font is not specially customized. You can uncheck "Embroider Fonts into File" in "File → Options → Save".

In addition, if a large number of complex objects such as shapes, SmartArt, and charts are used in the document, you can also consider simplifying the structure or exporting it to image insertion. Although it will lose editing, it can significantly reduce the volume.

Use Save as PDF or DOCX format

If you don't need to continue editing in the end, you can save the document as PDF, which is usually smaller than native .docx . Even if you still need to edit, try to use .docx instead of the old version of .doc format, because the former is better based on XML compression.

There are also some details that are easily overlooked, such as the document's version history, revision traces, annotations, etc. If it is not necessary to retain it, it is best to clean it up and save it.

Basically these methods are all, not difficult, but every step is quite effective.

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