How to Stop Word Files, and PowerPoint Lighter
The files of MS-Word tend to be larger and heavier to as figures, graphs and complex tables are inserted.But, without doubt, are the figures of the great responsible by this increase of size, which consumes not only space in the disk, but the memory of the computer also. The MS-PowerPoint also has this trend. See this tutorial, how to leave your documents in MS-Word and MS-PowerPoint lighter, with less chances being corrupted, and without losing quality.
Inserting figures correctly in Word
In a Word, the best way to let your heavy files is to insert the figures in the document, using the feature “Copy/Paste” or “Ctrl+C/Ctrl+V). For example, you are browsing in the Internet, finds a figure your interest and decides to put it in your file. For this, you copy and paste. Word will insert this figure in the document, but you will have to reset the image, since it is not set on your computer (just is on the page of the Internet). With this process, the image can make the file have to 300 KB to 1 MB, depending on the size and amount of colors figure. That is, a file that, say, you had 30 KB only text, you can go on to have 230 KB or more only with the insertion of the figure. If the document has, for example, 15 figures, imagine the size the file will stay… Tell still, with the risk of the file be corrupted by too much memory being consumed…
But it is perfectly possible to insert a large amount images, without leaving the Word files are so large, and with risks of corruption:
1 – Give preference for files in JPG, PNG or even the same GIF. These files usually have good quality standards and do not consume a lot of memory and disk space;
2 – To insert the figures, do not use Copy/Paste (or Ctrl+C/Ctrl+V). If the image is on the Internet, save it on your computer. After, in Word, go in the menu Insert / Picture / From file and locate the image in question. Then just click with the right button of the mouse on the image, choose Format Figure and make the adjustments you feel necessary. Running these steps, Word will save the picture within the document, without have to defining it, because it is already defined when saved on the disk. Thus, he can maintain the image in the file, without consuming a lot of space. The risk of corruption becomes much less. You you can send your file in Word by e-mail or burn it on a floppy disk and the chances of error will be minimal. This feature is very useful when you need to insert several figures in Word. In a test conducted by the DigoPaul, a file in Word with 10 images using Copy/Paste was 2.9 MB size. Using the previous procedures, the same file with the the same images, was with 879 KB!
3 – the use of The resource to Copy/Paste Special should also be avoided, but many times it is impossible not to use it. It is the case of an image in a file that should be used in the new file of the Word. In this case, there are chances of the image does not consume a lot of space. To do this, copy the image from the original file, after go to the new file, click on the menu Edit / Paste Special / Picture. Thus, the Word will be able to reset the image so that its handling is not impaired, neither the document is large.
4 – In the case of tables that are in a Web page, where it is virtually impossible to save it to disk, repeat the previous step, but choose Picture (Metafile advanced).
PowerPoint files lighter
The same procedures above, apply to the PowerPoint, since the form inserting figures is similar. What will be explained here it is a way to decrease the size of PowerPoint files, when they are handled constantly.
The PowerPoint has a fast save feature that is the great responsible for the large files in your format.This occurs because every time the file is saved, the PowerPoint write over the original file and all the changes you’ve made instead of saving only the changes. Saving this file many times, it will increase in size always.
So that this does not occur, in PowerPoint, go in the menu Tools / Options / Save and uncheck the option Permitir gravação rápida. These same steps can also be executed in Word, but usually it is not necessary. the recording Option quick comes unchecked by default in Word.