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how to reduce the size of a document
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cmefly
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Jun 24, 2010, 07:47 AM
 
Hello,
I have a two page word document. It shows a size of 1.2 MB. Way too big, as it's only a CV with some text and a small pic of myself.
How can I reduce the size, so I can upload it to applications in web pages?
Even when I save it as a pdf has the same size !
Normally one or two pages are withing the 50kb range.
I don't know why the doc is this large, there is barley text on it.
I use Word for mac 2004 and a mac book pro 10.6.

Thanks very much for any help!!!

Henri
( Last edited by cmefly; Jun 24, 2010 at 11:07 AM. )
     
Thorzdad
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Jun 24, 2010, 08:11 AM
 
I suspect that the "small pic" is a huge, high resolution scan (or pic from your camera) that you simply scaled-down after you placed it in the Word doc. All this does is make the image look smaller on the page. It does not reduce the actual size of the image.

You need to reduce the actual size of the image before you place it in Word. You can do this very easily in Preview.
     
cmefly  (op)
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Jun 24, 2010, 09:00 AM
 
hi there,
thanks very much for the reply !
Reducing the size of the pic was the first thing I did. It has a size of 158 KB (same size as in iPhoto). Should be small enough.
I also removed the pic from the doc, to see the size difference.
It's still too large !
What to do?
It's frustrating, as I need to send Job applications thru websites, and only so many KB are allowed.

Any other option you may can think of?

Thanks very much!
     
Thorzdad
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Jun 24, 2010, 09:53 AM
 
There has to be something in the way you're formatting the document, then. Tables, columns, etc. It's hard to say without seeing the file.
     
Cold Warrior
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Jun 24, 2010, 10:28 AM
 
Save it as a pdf. That'll usually reduce it.
     
reader50
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Jun 24, 2010, 02:11 PM
 
Give us a link to the document, so we can examine it. We'll figure out where the space is going.

In the meantime, I'm moving this to Applications, where the topic fits better.
     
Tuoder
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Jun 24, 2010, 02:45 PM
 
Did you use a bunch of clipart or something? Background images?
     
cmefly  (op)
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Jun 24, 2010, 04:03 PM
 
The document contains of 2 pages. 225 words, 1500 Characters, 39 Paragraphs and 80 lines.
The picture inside the doc has a size of about 150 kb.

I re-wrote the doc, copied it, saved it as pdf...and still no changes....!

How can I send you a link to the doc?

Thanks for all your help ! Really appreciate it.
     
Andy8
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Jun 24, 2010, 06:57 PM
 
Originally Posted by cmefly View Post
How can I send you a link to the doc?
Put a copy in Dropbox and post the dropbox URL for that file here.
     
reader50
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Jun 24, 2010, 09:18 PM
 
For privacy, you could substitute a different picture before posting it. Just use any 150 KB pic of roughly the same size, and confirm the doc still comes up at 1.2 MB.
     
cmefly  (op)
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Jun 25, 2010, 05:40 AM
 
HI everybody,

thanks so much for your help and the link. Really appreciate it.
I noticed that when I do changes on the doc, the size get bigger every time ! Now it show a file size of 3.4 MG !!!
I changed the picture in the document. And here is the link.
http://dl.dropbox.com/u/8457937/CV%20Deutsch%202.doc

Thanks so much for looking into this.
     
reader50
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Jun 25, 2010, 06:00 AM
 
Sounds like it is retaining all previous revisions in the file. The picture must have been pushing 1 MB before you resized it, and the document hasn't purged the original pic. Word should have a command somewhere to discard document history.

When I printed to PDF from TextEdit, it gave a 68 KB file. When I exported to PDF from NeoOffice, it gave a 72 KB file.
     
ghporter
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Jun 25, 2010, 06:47 AM
 
Yep, that's previous revisions at work. It would be good to know which version of Word is in use here.

Glenn -----OTR/L, MOT, Tx
     
cmefly  (op)
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Jun 25, 2010, 07:03 AM
 
I'm using word 2004

I did replace the picture, in the iPhoto it has a size of 155kb.

Gee, never thought this will be difficult to deal with... :-)
     
ibook_steve
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Jun 25, 2010, 03:18 PM
 
Originally Posted by cmefly View Post
I'm using word 2004

I did replace the picture, in the iPhoto it has a size of 155kb.

Gee, never thought this will be difficult to deal with... :-)
You do realize you're talking about a Microsoft product here.

In any case, my Office docs are always much larger than I'd expect them to be. Have you tried simply doing a Save As to a different file name to see if the "new" file is smaller?

Steve
Celebrating 10 years and 4000 posts on MacNN!
     
Tuoder
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Jun 25, 2010, 04:04 PM
 
I fixed it:

senduit | Share easily.

in trying to figure it out, I deleted the picture and re-saved the document. This shrunk the document to 25k. However, if you save the picture separately from the document, the picture is only 274k. Weird, right? So I re-saved the picture as a Microsoft BMP using Preview and replaced the PNG. Now the document is only 274k.

Word does something very weird with .PNG files.
     
ghporter
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Jun 25, 2010, 07:42 PM
 
While a PNG "should" be trivial to handle, MS apparently does "something very weird" with this format. I find it interesting that an MS BMP format (which is huge) should be SMALLER than a standard PNG. This would qualify as an "implementation problem" as far as I'm concerned.

Glenn -----OTR/L, MOT, Tx
     
Tuoder
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Jun 25, 2010, 07:57 PM
 
Originally Posted by ghporter View Post
While a PNG "should" be trivial to handle, MS apparently does "something very weird" with this format. I find it interesting that an MS BMP format (which is huge) should be SMALLER than a standard PNG. This would qualify as an "implementation problem" as far as I'm concerned.
Yeah, the BMP was about twice as big as the PNG. M$ did something intensely stupid in the implementation here.
     
turtle777
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Jun 25, 2010, 09:32 PM
 
Why don't you do the PDF conversion ?

You shouldn't submit CVs as Word docs anyways, too much of the formatting can go haywire because different Word versions will display the document differently.

-t
     
Big Mac
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Jun 25, 2010, 09:40 PM
 
Unfortunately, many employers demand that CVs be only in Word format.

"The natural progress of things is for liberty to yield and government to gain ground." TJ
     
ghporter
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Jun 26, 2010, 08:49 AM
 
Send both formats. But it's rather important to keep the Word version as broadly compatible as possible. I'd use the Word '97 formatting in this case.

Glenn -----OTR/L, MOT, Tx
     
cmefly  (op)
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Jun 26, 2010, 03:22 PM
 
Originally Posted by Tuoder View Post
I fixed it:

in trying to figure it out, I deleted the picture and re-saved the document. This shrunk the document to 25k. However, if you save the picture separately from the document, the picture is only 274k. Weird, right? So I re-saved the picture as a Microsoft BMP using Preview and replaced the PNG. Now the document is only 274k.

Word does something very weird with .PNG files.
Hi Tuoder,
Thanks for your help.
this is the weirdest thing, I downloaded the doc from the link, and it had a size of 3.6 MG !!!
I deleted the picture, and it come down to 1.5 MG !
So frustrating.
I keep trying.... ! lol
     
Andy8
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Jun 26, 2010, 06:50 PM
 
cmefly - I cut and paste the text into a new Word doc and saved, then added your photo as a jpeg.

Word version here 57kb

PDF version here 94kb

You can rename them anything you like.
     
cmefly  (op)
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Jun 27, 2010, 05:06 AM
 
Andy8
Thanks so much, it seems to work. Not sure how you did it, but the size is just what it needs to be !
YOU MADE MY DAY !!!
Now I can finally apply for a Job ! :-)

Cheers
     
tooki
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Jun 27, 2010, 07:54 AM
 
But Andy8 just told you how he did it...
     
turtle777
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Jun 27, 2010, 10:59 AM
 
So, cmefly, was that picture a TIFF or GIF before ?

What kind of format did you use ?

-t
     
Andy8
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Jun 27, 2010, 11:15 AM
 
Originally Posted by turtle777 View Post
So, cmefly, was that picture a TIFF or GIF before ?

What kind of format did you use ?

-t
It was a PNG before.
     
turtle777
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Jun 27, 2010, 11:57 AM
 
That explains.

-t
     
   
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