The various ways of sharing
data between applications affect the document's file size differently. You must
consider the final file size if you need to transport the file on a floppy disk
or if you plan to email the file. Some email accounts cannot accept attachments
over a certain size - usually 1 or 2 megabytes.
How big is the file?
How can you tell how big your document has gotten?
How to reduce the file size?
Save the file under a new name.
Delete unnecessary parts or blank pages.
Split the document into several smaller documents.
Word documents have a nasty habit of getting bigger and
bigger as you work with them. This happens even if you do not write more words.
Word is remembering the words you have deleted and the actions that you have
To get the
document down to its smallest possible size, save it under a new name.
Where you are:
Project 1: Excel Intro
Project 2: Excel Basics
Project 3: Format & Arrange
Project 4: Groups & Formulas
Project 5: Design
When you insert material from another program, the data's formatting may
change. For example, when Excel data is pasted into a Word document, the Normal
style is applied. Excel's default font size is 10 pt. Word's default Normal font
size is 12 pt. Such surprises can drive you crazy!
What you see on your screen is not always what comes out of the printer.
Linked data will be updated with the current version of the data. A picture or
embedded data is not updated.
Step-by-Step: Document Properties
What you will learn:
|to find Document Properties
to reduce file size by saving under new name
(saved in previous lesson)
and sharedata.doc (saved in
- In Word with sharedata.doc showing, open | and look at the
file size for sharedata.doc. Your size will vary. It may be far too large to fit on a 1.44 MB floppy disk.
What is making this such a bulky document?
It's only one page!
- Write down the file size for your sharedata.doc with all
4 items. This is almost certainly a different
number from the illustration.
- Delete all but one of the charts and its label and save with a new name.
[It's VERY important that you save with a new name!]
- Open the file properties and write down the new file size. Close this file and open
the original sharedata.doc
- Repeat this for all
the remaining items on the page - one at a time.
Now you have 5 numbers for file size- the original with all four items, and 4
with only one of the items on the page.
Record the sizes of each
document that you just created on a chart somewhere on your sharedata.doc.
If the original Excel file is
available, your Linked chart changes to match the current state of
the Excel file.
Document with Chart type
Original - all 4
Here are the results from one experiment in Excel 97 where the original
sharedata.doc had a file size of 1,160,192
bytes. Your own file should give different results. There's quite
- Close Word and
- Open Explorer to My Documents. You can now
delete sharedata.doc and the
other files you saved on the hard disk, if you are sharing this