How to reduce document size in Microsoft Word
Do you need to reduce the size of a Word document? Here’s how on Office from Microsoft 365, Office 2021, and older versions.
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Although Microsoft Word documents are not usually large in size, sometimes, you may need to compress a file to make it more manageable when sending it over the internet or have to comply with file size upload requirements.
Whatever the case, the popular word processing application from theOffice suiteincludes several options to reduce the size of the document without third-party compression tools. For example, you can compress images by deleting cropped areas. You can also lower the resolution that the app uses to save documents. And it’s possible to exclude fonts you used in the document from saving on decreasing the file size.
This guide will walk you through Microsoft’s recommendedmethodsto reduce the size of Word documents in Office from Microsoft 365, Office 2021, and older versions that you may be running onWindows 11, 10, or older versions
How to compress Word documents
If you use Microsoft Word, you can compress and lower the resolution for images and excludes font embeds to reduce the size of documents.
Compress images
To compress images added to a Word document, use these steps:
Save at lower resolution
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To lower the resolution of images to make a Word document smaller, use these steps:
Remove fonts
To prevent including special fonts to reduce the size of a Word document, use these steps:
Alternatively, you can check the"Embed fonts in the file"option, but if you do so, then select the"Embed only the characters used in the document (best for reducing file size)“and"Do not embed common system fonts"options.
Once you complete the steps, the Microsoft Word document will have a smaller footprint, making it easier to send over the internet or comply with the requirements if you must upload the file to a specific service.
More resources
For more helpful articles, coverage, and answers to common questions about Windows 10 and Windows 11, visit the following resources:
Mauro Huculak has been a Windows How-To Expert contributor for WindowsCentral.com for nearly a decade and has over 15 years of experience writing comprehensive guides. He also has an IT background and has achieved different professional certifications from Microsoft, Cisco, VMware, and CompTIA. He has been recognized as a Microsoft MVP for many years.
