How to Shrink a Word Document

Here's how to shrink a Word document, focusing on key methods like managing font embedding.

Reducing the file size of a Microsoft Word document makes it easier to share, email, and store.

Shrinking a Word document often involves reducing the size of embedded content like fonts and images.

Reduce File Size by Managing Font Embedding

One significant factor contributing to large Word document sizes is the embedding of fonts. While embedding fonts ensures your document appears as intended on any computer, it can drastically increase the file size. You can control this behavior through the Save options.

According to the reference, here are the steps to manage font embedding:

1. Go to File > Options > Save.
2. Under Preserve fidelity when saving this document, make sure that Embed fonts in the file is not selected.
3. If you do need to embed fonts (to ensure correct appearance on other computers), select Embed only the characters used in the document (best for reducing file size).
4. Also, select Do not embed common system fonts. This prevents Word from embedding fonts that are standard on most computers (like Arial, Times New Roman), further reducing size.

Managing these settings can significantly decrease the document's size, especially if you've used many unique or non-standard fonts.

Other Common Methods to Shrink Your Document

Beyond font management, several other techniques can help reduce Word document size:

• Compress Pictures: Images are often the largest contributors to file size.
  • Click on an image in your document.
  • Go to the Picture Format tab.
  • Click Compress Pictures.
  • Choose options like applying compression only to the selected picture or all pictures, and select a lower resolution (e.g., Web or Email).
• Save in .docx Format: The newer .docx format (Word Document) is a compressed, XML-based format that is generally smaller than the older .doc format (Word 97-2003 Document).
• Remove Embedded Files/Objects: If you've embedded spreadsheets, charts, or other files, consider linking to them instead of embedding.
• Remove Hidden Data and Personal Information: Word documents can store revision history, comments, and other metadata.
  • Go to File > Info.
  • Click Check for Issues > Inspect Document.
  • Select the types of content to inspect and click Inspect.
  • Click Remove All next to any items you want to delete.

By combining these methods, particularly managing font embedding and compressing images, you can effectively shrink your Word documents.