Compress a Word File is best handled with the current supported controls rather than relying on older menu paths or workarounds.
Steps
- Save a backup copy of the Word document before aggressively reducing it.
- Select large pictures and use Picture Format > Compress Pictures, choosing an appropriate resolution and whether to delete cropped areas.
- Remove unnecessary embedded media, objects, and duplicate high-resolution images.
- Save as modern DOCX if the document is still in an older compatible format and your workflow permits it.
- Check the compressed copy for image quality, comments/revisions, embedded fonts, and functionality.
How it works
Pictures are often the largest part of a Word file. Cropping an image does not necessarily remove the hidden cropped pixels until the appropriate compression option is used.
What to watch for
Deleting cropped areas and lowering resolution can be irreversible in the saved copy. Do not sacrifice required print quality or accessibility merely to make an email attachment smaller; a secure cloud link may be better for a large final file.
Additional details
Word’s File > Info area can reveal document size and, depending on version, media/compatibility options that help diagnose a large file. Tracked changes and embedded objects can also add size. Accepting revisions purely to shrink a file is inappropriate if review history still matters; finish the editorial process first.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.