How to Reduce Document Size in Microsoft Word

Although Microsoft Word documents are generally not large, there may be times when you need to compress a file to make it more manageable when sending it over the Internet, or you need to comply with file size upload requirements. .

Either way, the popular Office suite word processor app includes several options to reduce document size without third-party compression tools. For example, you can compress images by removing cropped areas. You can also reduce the resolution used by the application to save documents. And it is possible to exclude the fonts you have used in the document from saving by reducing the file size.

This guide will walk you through Microsoft’s recommended methods (opens in a new tab) to reduce the size of Word documents in Office from Microsoft 365, Office 2021 and earlier versions that you can run on Windows 11, 10 or earlier versions

How to Compress Word Documents

If you use Microsoft Word, you can compress and reduce the resolution of images and exclude font embeddings to reduce document size.

Compress images

To compress images added to a Word document, follow these steps:

  1. Open Microsoft Word.
  2. Open a document.
  3. Select the image embedded in the document.
  4. Click it aspect ratio tongue.
  5. In the “Adjust” section, click the Compress images button.

(Image credit: future)
  1. In the “Compression options” section, uncheck the box “Apply only to this image” to allow the same setting to apply to all images in the document.
  2. Check the “Remove cropped areas from images” option.

(Image credit: future)
  1. Click it OKAY button.

Save at a lower resolution

To reduce the resolution of images to reduce the size of a Word document, follow these steps:

  1. Open Microsoft Word.
  2. Open a document
  3. Click on Case and select Choice.
  4. Click on Advanced.
  5. In the “Image, size and quality” section, check the box Delete editing data option to delete the data that allows the restoration of the image from its original state.
  6. Delete the “Do not compress images in file” option.
  7. Select 150 or lower ppi using the default resolution setting.

(Image credit: future)
  1. Click it OKAY button.

Delete Fonts

To avoid including special fonts to reduce the size of a Word document, do the following:

  1. Open Microsoft Word.
  2. Open a document
  3. Click on Case and select Choice.
  4. Click on to safeguard.
  5. Under the “Preserve fidelity when saving this document” section, uncheck the box “Embed fonts in file” option.

(Image credit: future)
  1. Click it OKAY button.

Alternatively, you can check the “Embed fonts in file” option, but if you do, select the option “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 meet requirements if you need to upload the file to a specific service.

More resources

For more helpful articles, coverage, and answers to common Windows 10 and Windows 11 questions, visit the following resources:


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Steven L. Nielsen