Overview


Most large Word Documents are usually small enough to be submitted to the Learning Space, there are however some quick tricks you can use to make the file smaller. Generally speaking, most issues with large Word documents come through the use of images.


Warning!

  • Before you proceed with any of these suggestions, be sure to keep a back up of your work as the quality of images could potentially be lost permanently.
  • It can be tempting to use 3rd party software that compress files for you - but beware that many of these sites could infect your device with a virus.


1. Insert Images, Don't Copy & Paste Them



When adding an image into Word ensure that you use the built in add image functionality. This imports the image as a different type of file and can save on space significantly.


2. Compress Images Within Word



You can compress images further using built-in Word features. You can select how much you want to compress the file but this will of course impact the quality of the image.



3. Remove Editing Information


Each time you make an edit to an image in a word document, data about those changes are saved (this allows you to restore the image to previous versions of itself). In Word we can deactivate and delete this data. You achieve this by hitting file > options > advanced > Image Size & Quality. This feature is currently unavailable on a MAC.


4. Save Using The Latest Version Of Word



You should ensure that you save your word documents in the most recent file type .docx unless specified otherwise. Not only will this ensure that the majority of devices will be able to open the file, but more importantly this file type is much more efficient at reducing the size of files.


Extra Links:


Guidance From Microsoft