There are several ways to compress Word documents. Although superfluous, reducing the size of a Microsoft Word file has many advantages, which are appreciated above all in the case of particularly complex and elaborate documents (such as those characterized by images), often associated with productive and professional contexts.
This practice avoids, in the first place, a certain slowness in loading the document and consequently facilitates the work of less-performing computers.
But there are also many other positive elements to take into account, such as quickly sharing a heavy Word file via e-mail and the elimination of unpleasant problems of crashes and various malfunctions that could damage the file or make it difficult to open it.
In light of the foregoing, in this article, we will therefore see how to compress a Word document thanks to some particularly effective methods, including image compression, which certainly represents the classic remedy and is best known by users.
- How to compress Word document with images
- How to compress Word document images
- How to save Word document to PDF
- How to save Word document in RTF
- How to compress Word files online
- How to embed files in Word documents
- Other Settings
How to compress Word document with images
One of the main reasons for having a heavy Word file is the presence of images. In these cases, it is possible to compress one or part of them to make the document lighter and consequently facilitate opening, consultation, and sharing. The advice is to try to compress one image at a time, to obtain a good balance between the weight and graphic quality.
Don’t know how to compress a Word document with images? Don’t worry, it’s super simple.
All you have to do is open the Word file you want to work on and locate one or more large images. Click on one of them with the left mouse button to unlock a new section of the ribbon at the top called ” Image Format “.
At this point, click on the option just mentioned and click on the item ” Compress images “, which is located in the menu below. Now let’s see what to change in the new dialog box.
First of all, adjust the compression options by ticking or deselecting the items ” Apply only to this image ” and ” Remove cropped areas of images “: in the first case, you can extend the compression settings to all the images in the document.
Now set the image resolution according to your needs. You can choose between one of the following options:
- High fidelity: this is the highest resolution available, obviously at the expense of the size of the document. If the file is too large, we suggest that you do not select this option;
- HD: ensures a good balance between quality and file size, as it ensures a fair display of images on all displays in high resolution (HD);
- Print: the images will have an acceptable quality even if the Word document is printed;
- Web: highly recommended for those who use a projector;
- E-mail: ideal for those who want to share the document via e-mail;
- Use default resolution: you will return to the factory settings of the image
NB: The last item, the above options are ordered in descending order, that is, from the best resolution (and weight) of the image to the lowest.
This logically means that the ” High fidelity ” option does not guarantee appreciable results for compressing the Word document, while on the contrary the ” E-
mail ” setting is ideal for reducing the size of the Word file at the expense of the overall image quality.
How to compress Word document images
Another tip for compressing a Word document is to insert images from the Insert tab of the ribbon. A ad practice that has the effect of making a Word file heavy is to copy and paste the image (extracted on the web using the appropriate “Copy image” button, or from the computer’s hard disk) directly into the document.
Why do we talk about bad habits? Because this second method has several disadvantages. InThemage could lose its original compression, but also add other data or even change the file type, with the final consequence of excessively increasing the size of the document.
Instead, it is preferable to use the appropriate Insert option to avoid unpleasant consequences. Therefore, to insert an image in Word you have to do it this way. From the main screen of the document, click on the ” Insert ” section located in the ribbon at the top and then click on ” Images “; in the drop-down menu, choose the most appropriate option depending on the location of the file you want to insert in the document:
- This device: loads the image directly from the PC hard disk;
- Online images: in this case, you can use the Bing search engine to extrapolate an online image
Furthermore, it is always good to insert images that are not too heavy, as high-resolution photographs have the effect of increasing the size of the Word file.
There are many ways to resize images: you can use, for example, one of the many image editing programs for PC, such as Adobe Photoshop, or an online service.
In the second case, we mention for example IloveIMG, a free and effective platform.
To use it, simply enter the homepage of the service and click on the ” Compress image ” button located in the top bar. Now, on the next screen, press the ” Select images ” button to load the image you want to compress (it must already be saved on the PC), then click on ” Compress images ” and save the new file at a reduced size.
How to save Word document to PDF
A common practice for reducing the size of a Word file is to save documents as PDFs. It is, a very effective device to keep the legibility of the document intact, guaranteeing on the other hand a slightly lower weight.
There is no need to download any external program to save a Word document as a PDF. Just open the file you want to compress and click on ” File ” in the ribbon at the top, then click on ” Save as “. At this point, select the destination path of the document to convert by first clicking on ” Browse ” and, after giving the file a name, locate the extension ” PDF ” in ” Save as … ” from the drop-down menu.
Click on the ” Save ” button to confirm everything.
How to save Word document in RTF
In a way not very dissimilar to what we saw earlier, let’s now see how to save the document as an RTF (Rich Text Format) file, a cross-platform format for text documents.
A trick” that can be adapted to compress Word documents is to save the file with the RFT extension. Reopen the document thus created, and save it again in Word format. This practice allows you to “lighten” the size of the document and therefore can be useful in certain cases, especially for those simpler documents that need to be shared via e-mail.
First, you need to save a Word document as an RFT file. The procedure is practically the same as we have seen about documents in PDF format. It is therefore sufficient to open the document of interest and click on the item ” File ” in the ribbon at the top, then click on ” Save as “.
At this point, select the destination path of the document to be converted into RFT format, by first clicking on ” Browse ” and, after giving the file a name, locate the extension ” RFT ” in ” Save as ” from the drop-down menu . .. “.
Press the ” Save ” button and that’s it. Or rather, the first part of the tip.
Now close everything and reopen the Microsoft Office program, selecting the ” Open ” section from the ribbon at the top: in the next screen, click on ” Browse ” and locate the path to the previously saved RFT file.
After opening this file, you need to convert it again as a Word document. Once again, click on ” File ” in the ribbon at the top, then click on ” Save as “. Then select the destination path of the document to be converted into (.docx) format, first clicking on ” Browse ” and, after renaming the file, locate the extension ” Word document (.docx) ” in “from the drop-down menu” Save as … “.
How to compress Word files online
If the advice outlined so far has not brought many benefits, it is better to try the compression sites route. On the Internet, there are some tools available to compress Word files (and not only these, but also more generally Office documents, PDF files, and images).
The advantages of using these platforms are many: there is no need to download any external program, but it is enough to connect to the main page of the service and follow a rather intuitive procedure; moreover, these platforms do not provide for registrations or disbursements, is inee.
We suggest WeCompress in the magnum sea of proposals. The only caution, however, is to pay attention to the size of the document, considering that the service supports up to a maximum size of 50 megabytes.
That said, let’s see how to compress Word documents online. First, connect to WeCompress and press the (+) button located in the center, then select the file in .doc or .docx format on your computer. Wait for the platform to process the document, then download the compressed file by clicking on the relative button.
How to embed files in Word documents
When processing a complex Word document, you have to pay attention to one thing: embedding objects, such as an Excel worksheet, help to increase the file size.
Rather, it is preferable to convert an embedded object into an image. To do this, simply select the object and press Ctrl + Shift + F9. To convert instead all the embedded objects into as many images, first press Ctrl + A to select them all and then Ctrl + Shift + F9 to complete the procedure.
How to compress Word files: other settings
A final tip to follow for compressing large Word documents is to prefer styles rather than manual formatting. To apply a style, simply select the content to apply a style to and click on a style in the style group on the ” Home ” tab in the ribbon.
Also, avoid including special characters, which can contribute to the weight of the document. Open the document of interest, select the ” File ” section in the ribbon at the top and then click on ” Options “, which is the last item on the screen.
In the new screen, select the ” Saving ” category on the left and, in the ” Fidelity when sharing ” section, deselect the ” Embed fonts in file ” option.
If the aforementioned item is already deselected, you can try to enable it, as long as you check ” Embed only the fonts used in the document (indicated to reduce the size of the file) “.
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Abram left his e-business studies to devote himself to his entrepreneurial projects. In 2017, he created the company Inbound Media and wrote articles about high-tech products for his Chromebookeur site. In 2019, Chromebookeur was renamed Macbound and became a general purchasing advice site. Today, Abram manages the development and growth of Macbound, surrounded by a young and talented team.