How to Compress a Word File and Reduce Its Size

The fastest way to compress a Word file is to shrink its pictures. Click any picture, go to Picture Format > Compress Pictures, uncheck Apply only to this picture, check Delete cropped areas of pictures, choose a lower resolution like Web (150 ppi) or E-mail (96 ppi), and click OK. Then save the document. Images are almost always what makes a Word file large, so this step alone often cuts the size by more than half.

If the file is still too big, try the other fixes below: stop embedding fonts, discard editing data, save as .docx, or send a PDF or ZIP instead. Save a backup copy first, since compressing pictures can’t be undone after you save.

Step 1: Compress all pictures at once

1. Click any picture in the document.
2. On the Picture Format tab, click Compress Pictures in the Adjust group.
3. Uncheck Apply only to this picture so every image is compressed.
4. Check Delete cropped areas of pictures.
5. Choose a resolution: Print (220 ppi) for documents you’ll print, Web (150 ppi) for on-screen reading, or E-mail (96 ppi) for the smallest file.
6. Click OK, then save the file with Ctrl + S.

Step 2: Change Word’s image settings

1. Go to File > Options > Advanced.
2. Scroll to Image Size and Quality.
3. Check Discard editing data. This removes the extra data Word keeps so you can undo picture edits.
4. Make sure Do not compress images in file is unchecked.
5. Set Default resolution to 150 ppi or lower, and click OK.

These settings apply to the current document, or to all new documents if you choose that from the menu next to Image Size and Quality.

Step 3: Stop embedding fonts

Embedded fonts can add several megabytes. Go to File > Options > Save and uncheck Embed fonts in the file. If you need to keep it on, check Embed only the characters used in the document and Do not embed common system fonts.

More ways to reduce Word file size

• Save as .docx: Older .doc files are much larger. Use File > Save As and choose Word Document (*.docx).
• Save as a new file: Save As with a new name can drop leftover data from long editing history.
• Insert pictures, don’t paste them: Use Insert > Pictures with JPG files. Pasted screenshots are often saved as large PNG images.
• Resize images before inserting: A photo straight from a phone can be 4,000 pixels wide. Shrink it in an image editor first.
• Remove embedded objects: Embedded Excel sheets, videos, and audio add a lot. Link to them instead, or replace them with a picture.
• Turn off tracked changes history: Accept or reject all changes on the Review tab and delete old comments.

Still too large? Share it differently

• Save as PDF: File > Save As > PDF, then choose Minimum size (publishing online) under Optimize for.
• Zip it: Right-click the file in File Explorer and choose Compress to ZIP file. This helps most with files full of text.
• Share a link: Upload it to OneDrive, Google Drive, or Dropbox and send a link instead of an attachment.

How to compress pictures in Word for Mac

Click a picture, then Picture Format > Compress Pictures. Choose a Picture Quality, select All pictures in this file, check Delete cropped areas of pictures, and click OK.

Images are usually the biggest part of a large file. See how to compress pictures in Word for each resolution option.

Frequently asked questions

How do I see which pictures make my Word file big?

Save a copy as .docx, change its extension to .zip, and open it. The word\media folder lists every image with its size.

Will compressing pictures make them blurry?

At 150 ppi, pictures still look sharp on screen. For printing, use 220 ppi. Avoid E-mail (96 ppi) for photos you’ll print.

Can I compress a Word file online?

Online tools exist, but avoid uploading private or work documents to sites you don’t trust. Word’s built-in tools are safer.

Why didn’t Compress Pictures reduce my file size?

The images may already be small, or the size comes from embedded fonts, objects, or a .doc format. Try the other steps above.