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How to reduce the size of a microsoft word document

If you would like to make your document bigger and easier to read in Microsoft Word 2013, then there are several different options available that allow you to do so. The View tab within the program offers a setting called the Page Width view that will automatically adjust the size of your document to match the width of the Word 2013 window.

Our tutorial below will show you how to locate and enable this setting to see if it makes reading the document on your screen a little easier.

How to Use the Page Width View in Word 2013

The steps in this article will show you how to change your current view in Word 2013. The end result of following these steps will be a Word 2013 window where the size of the document page matches the size of the window. If you adjust the size of the Word 2013 window, then the size of the document page will adjust as well.

Step 1: Open your document in Word 2013.

Step 2: Click the View tab at the top of the window.

How to reduce the size of a microsoft word document

Step 3: Click the Page Width button in the Zoom section of the ribbon.

How to reduce the size of a microsoft word document

If you find that this makes the text too large, then you can select one of the other view sizes in the Zoom section of the ribbon. This article goes over the Word 2013 Zoom function in some depth.

Are you wondering if other people will be able to read and understand your document? This article – https://www.solveyourtech.com/view-document-readability-statistics-word-2013/ – will show you how to enable readability statistics when you run

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

Ben Stockton is a freelance tech writer from the United Kingdom. In a past life, he was a UK college lecturer, training teens and adults. Since leaving the classroom, he’s been a tech writer, writing how-to articles and tutorials for MakeUseOf, MakeTechEasier, and Cloudwards.net. He has a degree in History and a postgraduate qualification in Computing. Read more.

How to reduce the size of a microsoft word document

The more you write, the bigger your file—but just how big can a Microsoft Word document be? The answer is, it depends. Text, video, and image content make all the difference when it comes to Word document size.

The maximum file size of a Word document also depends on the file format. Newer versions of Word use the DOCX format, while older versions use DOC.

The Maximum File Size for Microsoft Word Documents

The maximum file size for Microsoft Word documents that only contain text is 32 MB. This is true for documents created in Microsoft Word 2007 and later.

How to reduce the size of a microsoft word document

That’s a lot of room for text, but not much for videos or images.

If you add images or video to your document, the maximum file size increases to a much more manageable 512 MB—at least, in theory. This is the absolute maximum size, but we advise caution if your Word files begin to approach this size.

Word documents that are half a gigabyte are going to be extremely difficult to work in, especially if the bulk of the file contains images or videos. However, a lot depends on your system resources, and whether your computer is capable of working with files that large.

It also depends on Word itself. While the program is typically stable for general use, you might find it significantly less so if you try to work in or save a file of a substantially larger size than usual.

The same is true when you open a file larger than what would otherwise be routine.

How to Check the File Size

If you want to check the size of your Microsoft Word document, you can do so in Word or Windows File Explorer.

To quickly check the file size in Word, click File > Info. This menu includes various pieces of information about your document, including authors, the current word count, and file history.

On the right side of the menu, you see a section called “Properties.” This includes document statistics, starting with the document’s file size at the top.

How to reduce the size of a microsoft word document

You can also open the folder that contains your Word document in File Explorer, and then click View > Details.

In the “Details” view, you’ll find the file size of your Word document under the “Size” column.

How to reduce the size of a microsoft word document

How to Reduce the File Size of Word Documents

There are a few ways you can reduce the size of your Word document. This might be useful if your file has become difficult to work with, and especially if Word crashes while you’re in it.

If you convert older documents to the newer DOCX format, you should also see improvements in the size. DOCX files automatically compress any additional content, like images.

To convert a document, open it in Word, and then click File > Info > Convert.

How to reduce the size of a microsoft word document

How you insert images into your Word document can also impact the file size. If you paste images into your document directly, Word converts them to the BMP format, which is significantly larger than other file formats, like JPEG.

If there are uncompressed files in your Word document, you can compress them all at once. To do this, click File > Save As > More Options.

How to reduce the size of a microsoft word document

In the “Save As” dialog box, click Tools > Compress Pictures.

How to reduce the size of a microsoft word document

From here, choose the picture quality you want to use for any images in your Word document.

For the smallest possible file size (but the worst possible quality), select “E-mail (96 PPI),” click “OK,” and then click “Save.”

How to reduce the size of a microsoft word document

This automatically compresses all of the images. You can select one of the other options, but doing so will result in a larger Word document.

If the file size of your Word document is too large, try the following tips to make it more manageable.

Compress pictures

Select a picture in your document. Note that the Picture Format tab becomes available.

On the Picture Format tab, in the Adjust group, select Compress Pictures.

Under Compression options, do either of the following:

Make sure that Apply only to this picture is not selected so that the changes you make here will apply to all pictures in the document.

Select Delete cropped areas of pictures. This option removes the cropped picture data but note that if you delete the cropped picture data, you won’t be able to restore it.

How to reduce the size of a microsoft word document

Under Resolution, select Use default resolution. This option uses the default resolution you set in File > Options > Advanced.

Compress pictures

Select a picture in your document, and then click the Format tab.

Select Compress Pictures.

In the Compress Pictures dialog box, do any of the following:

Make sure that Apply only to this picture is not selected so that the changes you make here will apply to all pictures in the document.

Select Delete cropped areas of pictures. This option removes the cropped picture data but note that if you delete the cropped picture data, you won’t be able to restore it.

How to reduce the size of a microsoft word document

Under Target output, select Use document resolution. This option uses the default resolution you set in File > Options > Advanced.

Save pictures at lower resolutions

Go to File > Options > Advanced.

Under Image Size and Quality, do any the following:

Select Discard editing data. This option removes stored data that’s used to restore the image to its original state after it’s been edited. Note that if you discard editing data, you won’t be able to restore the image after you edit it.

Make sure that Do not compress images in file is not selected.

In the Default resolution list, select a resolution of 150ppi or lower. In most cases, you won’t need the resolution to be higher than that.

How to reduce the size of a microsoft word document

Don’t embed fonts

Embedded fonts let people read or print your document with the fonts you used to write it, even if they don’t have those fonts on their system. However, embedded fonts will increase your document file size.

Go to File > Options > Save.

Under Preserve fidelity when saving this document, do either of the following:

Make sure that Embed fonts in the file is not selected.

How to reduce the size of a microsoft word document

If you do embed fonts, select Embed only the characters used in the document (best for reducing file size) and Do not embed common system fonts.

The maximum size for a Word document that only has text is 32 MB. When you add video or images to your MS Word, the maximum size increases to 512.

Reduce The Size Of A Microsoft Word Document

The maximum size for a Word document that only has text is 32 MB. When you add video or images to your MS Word, the maximum size increases to 512. This is the absolute maximum size, but as you approach it, your word document becomes exceptionally hard to work in. It also becomes hard to save or upload email.

Factors like system resources, Word itself, and your computer’s processing speed come into play. They influence how hard or easy it will be working on a document that’s half a gigabyte. But still, although the program might be stable for general use, you’ll have a hard time working on documents that are larger than normal. So you want to be cautious when your file begins to approach this size.

Size is not an issue many Word document users face very frequently. But when it happens, it can be inconvenient, especially for businesses. It wastes time and resources and may also hinder productivity. A professional IT service provider can help you prevent this from happening and ensure that your operations run as efficiently as they should. If you’re having a hard time handling your Word document because it’s a large size, here are some tips to make it more manageable.

Compress Images in the Document

Images are big and add up to the size. So, if you’re using images in your MS Word, you might need to compress them, so they take up much less space. Here’s how to compress your images.

Click on the picture in your Word document. This automatically makes the Picture Tools Format tab available on the top plane of your document. Click the Picture Format tab, then, depending on your MS Word, do the following:

  • Select Compress Pictures in the Adjust group (for newer versions of MS Word) or Compress Pictures (Office 2013 -2016). This action will open a dialog box.
  • Then under the Compression options, choose between:
    • Apply only to this picture when you only want the changes in that picture alone and not the rest of the pictures in the document. Otherwise, don’t check it and choose the next option.
    • Delete cropped areas of pictures to remove cropped picture data.
  • Then, under Resolution, click Use default resolution if you’re using the newer versions of MS Word), or Use document resolution for Office 2013 – 2016 to apply the default resolution you set in File>Options>Advanced.

Insert Picture Rather Than Copy-Paste

You can insert images into Word as media options rather than copy-pasting them on the document. When you copy-paste, the picture can change the file type, lose compression, and bring in another data that can increase file size. To insert your pictures in MS Word:

  1. Click the Insert tab on the top navigation, and then Pictures.
  2. In the dialogue box, navigate to the picture’s location.
  3. Select the picture and double click it or click Insert.

Alternatively, click the arrow beside Insert in the Insert Picture dialogue box and select Link to File. But note that since the image isn’t in the file, it won’t be included when you email the document.

Save Pictures at Lower Resolutions

Lower resolution pictures are often of smaller sizes than those with larger resolutions. So using them can help reduce the size of your Word document. Here’s how to save your pictures at lower resolutions:

  1. Click File on the top left corner of your MS Word and navigate to Options at the bottom left of the navigation panel. Then select Advanced.
  2. Scroll down to Image Size and Quality and click Discard editing data to clear stored data that restores the picture to its original state after editing.
    • Check that Do not compress images in file is left unchecked.
    • Under Default resolution, choose a resolution of 150ppi or lower.

Don’t Embed Fonts

Embedding fonts allows all users to access and view custom fonts in a document. This is a great thing as anyone would be able to print or read the document with the exact fonts that you used. However, it also takes up more space. If your document is substantially large, you might want to remove font embeds, and here’s how to do it:

  1. Click File>Options>Save. Save is on the left navigation panel.
    • In the dialogue box, under Preserve fidelity when saving this document: Ensure Embed fontsin the file is left unchecked.
    • If you have to embed fonts, check Embed fonts in the file, as well as both Embed only the characters used in the document (best for reducing file size) and Do not embed common system fonts.

Convert Your Document to The .docx Format

The newer versions of MS Word (from 2007) onwards use the .docx format, which compresses the contents of a document, like a ZIP file. So, if you’re still using an older version of MS Word, you might want to change your file format from .doc to .docx. To do so:

  1. Click File and then Info, which is on the left navigation panel, often highlighted in blue.
  2. Click Convert option and Okay in the subsequent prompt.

Alternatively, you can save it as a Rich Text Format (RTF) file. Then reopen it and save it again in Word format. Here’s how: Click File >Save As > Options. Then select RTF as the file type and navigate to the desired folder. Enter a name, click Save and close the file. Open the File Tab > Open and double click the RTF, click File tab > Save As, and go to the desired folder. Pick file type in MS Word (.docx), rename, and Save.

Use A Smaller Image File

Lastly, you can decide to use a small-sized image to save space. For example, rather than using a 10MB image, you can resize it using tools like Adobe Photoshop or Microsoft Picture Manager before inserting it into your MS Word. If you’re using stock pictures, download the lowest resolution as this takes less space.

If you are having a hard time reducing the size of your word documents, we can help. At CTI Technologies, we provide IT services and support, helping managers and IT teams focus on other essential tasks. Contact us today to learn more.

In the constant work related to office automation that we carry out today, many of these focus on the best-known text editor, Microsoft Word . Thus, these documents that we create here, over time have gained in complexity, and therefore in size.

Thus, depending on the use that we give to the aforementioned application, sometimes we can find a good number of Doc files that have a great weight. Also this is something that is going to be especially palpable if these files we are referring to are full of photos, tables, shapes or graphics , and not just text . In fact, sometimes we will find Word documents that implement video content, which adds more than expected in size.

Ways to handle heavy Word files, easily

As it is easy to imagine, the texts in this program, and in the rest, do not weigh much, but the rest of the multimedia components do. And if we add to all this that we work with many files of these characteristics, this can represent a problem. In this case, if what we want or need is to share these documents, send them over the Internet , or simply save them, we should take some measures.

One of the most logical is to try to reduce the size of those files, as much as possible. Therefore, to achieve this that we propose, one of the premises that we must take into account in the first place is the format to be used. As many of you already know first hand, as a general rule this Microsoft program makes use of the DOC and DOCX extensions.

The maximum size of a Word document also depends on the file format. Newer versions of Word use the DOCX format , while older versions use DOC. Saying that the maximum file size for Word documents containing only text is 32 megabytes, which is valid for those created in Word 2007 and later.

Watch the size of your documents

The truth is that this is a lot of space to use only text, but not so much if we include videos or images. And it is that when adding these elements to a file of this type, the maximum size of the same can increase up to half a giga (512 megabytes). But as you can imagine, this is a weight for a Word document, somewhat exaggerated, so we should be careful when approaching this size. This span is extremely difficult to work with in the editor, especially if most of the Doc file contains images or videos .

Everything will also depend on the power of the equipment as such, or on the resources that Word has at that moment. Obviously, to be able to check the size of the document first hand, we can do that from the Windows File Explorer . To check this without leaving Word, we can also do it from the File / Information menu option. Here we will see various data about the document, such as the authors, the current number of words or size.

How to reduce the size of Word files

At this point, say there are a few ways to reduce the size of your Word document. This can be very useful if the file has become difficult to work with, blocks the program, or we plan to share it over the Internet. Thus, one of the fastest and most effective ways to achieve this is to convert old documents to the new format, DOCX. Only with this we should already see important improvements in size. This is because the more modern and advanced DOCX files automatically compress any additional content such as images.

To do this, simply open the document in Word and then click File / Information / Convert, this option only appears with old versions of the Doc. Another point that we must take into account is the way we insert the images. in the document. Saying this is something that can also influence file size. For example, if we paste the photos directly on the page, Word converts them to the BMP format . So you have to know that this particular format is significantly larger than others like JPEG.

Thus, it is recommended that we add them by hand from the Insert / Images menu, so that we can select a more optimal format, such as the aforementioned JPEG.

Compress the contents of the documents

In the event that there are uncompressed files in the Doc in which we work, we always have the possibility to compress them all at once. This, as it is easy to think, will ostensibly optimize the size of the resulting files. To achieve this, we mentioned in the first place the menu option File / Save as / Tools.

Here we are going to find the option we are looking for, the one called Compress images, where we click. Then a new window will appear where we already have the possibility to choose the image quality that we want to use for any photo of the document we are working on now.

Thus, in the event that we want to obtain the smallest possible file size, we select 96 PPI. But of course, you have to know that in that case the images will look worse than originally.

January 17, 2022 by Hung Nguyen

Reduce the size of your Microsoft Word documents online without affecting their quality.

The compression tool on our webpage not only accepts PDFs but also allows for the reduction of other Microsoft Office formats, including Word, PPT, and Excel files. The process, described below, will help you save the Word file as PDF, compress its data, and convert it back to a Word document. Our tool is the most popular online PDF compressor and our goal is to help users with these additional formats and all their digital document needs.

How To Compress a Word File Online

Drag and drop your Word file into the document compressor.

Choose “Basic compression.”

We’ll reduce the file size and change it to PDF format.

The file should now be in a much smaller size—don’t forget to download it!

How to reduce the size of a microsoft word document

A five-step guide on compressing Word docs with Smallpdf

Of course, you can skip the last conversion step and keep your file in PDF format, which is ideal for sharing documents you don’t want to be edited.

How To Compress Multiple Word Files

The feature to batch process multiple documents at once is available for Pro users, but a 7-day free trial is available for you to try out all the benefits of having a paid account. Once you have a Pro account running, head back to the compress tool, and upload as many Word files as you’d like. Once completed, you can download them all in a zip file.

Additionally, a Pro account will allow you to use strong compression on your files, which is perfect if you have a large file that the basic compression can’t quite hack down enough.

On another note, you can also drag and drop other document types, such as PPT, Excel, and even JPG images, to our online platform. We’ll simultaneously upload, convert, and compress your files for you. Remember, you can always convert the files back to their original format after compressing

For security reasons, we’ll remove your files from our servers after one hour. If you want to keep them longer, you can store them using our file storage feature or generate a shareable URL. Have fun compressing Word docs!

To compress all output files in a ZIP file, click “ ” icon on the right, then click “Add to ZIP”. To download one single file, simply right-click on file link and click “Save link as. “.

File Name Original Size Output Size Size Compressed Actions

Steps:

Set image quality and PPI (Pixels Per Inch) first. Image quality value can be 1 (lowest image quality and highest compression) to 100 (best quality but least effective compression). The settings are optional, you can close “Settings” section by clicking the “X” on the right.

Drag multiple Word files to the “Choose Files” section. File extension name can be .doc, .docx, .docm, .dotx, .dotm, .dot, .rtf, .odt, .ott, .fodt, .uot or .eml etc. Each Word file size can be up to 40 MB.

The batch compression automatically starts when files are uploaded. Please be patient while files are uploading or compressing.

The output files will be listed in the “Output Files” section. To compress all output files in a ZIP file, click “ ” icon on the right, then click “Add to ZIP”. You can right-click on file name and click “Save link as. ” to save the file. The output files will be automatically deleted on our server in two hours, so please download it to your computer or save it to online storage services such as Google Drive or Dropbox as soon as possible.

Unblock Files (if needed)

You may need to unblock the Word files if your Microsoft Word software can’t open them. To unblock a file on Windows, right click on the file and open “Properties”. Under the General tab, towards the bottom you will see “Unblock” button or checkbox next to “Security: This file came from another computer and might be blocked to help protect this computer”. Click on it, then click “Apply/OK”.

About:

Office Open XML (also informally known as OOXML or Microsoft Open XML (MOX)) is a zipped, XML-based file format developed by Microsoft for representing spreadsheets, charts, presentations and word processing documents. The format was initially standardized by Ecma, and by the ISO and IEC in later versions.

Binary DOC files often contain more text formatting information (as well as scripts and undo information) than some other document file formats like Rich Text Format and Hypertext Markup Language, but are usually less widely compatible. In Microsoft Word 2007 and later, the binary file format was replaced as the default format by the Office Open XML format, though Microsoft Word can still produce DOC files.

We can’t find any open-source projects to compress Word documents, therefore we wrote all the source codes from scratch by ourselves. This Word compressor compresses images in Word document to reduce Word document file size.

How to reduce the size of a microsoft word document

Saving word documents as PDFs is pretty straight forward, however it doesn’t always produce the most size- and speed-efficient PDF. There is a short process to follow when saving your documents that will ensure you get the most streamlined PDF possible.

Save as Minimum Size

When saving a word document to PDF format, follow this procedure to ensure the PDF is created in the smallest size possible:

In Word, click Save As
Under Save as Type, select PDF
Select Minimum Size
Click Options
Make sure “ISO 19005-1 compliant (PDF/A)” and “Bitmap text when fonts may not be embedded” are not checked.

How to reduce the size of a microsoft word document

I’ll continue to cover the full PDF optimization process over the course of a series of posts. Your homework for today is to re-save all your Word documents as a PDF checking the settings above. Then come back or subscribe to our blog to get the rest of the next step of the PDF optimization process.

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How to reduce the size of a microsoft word document

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Inserting images to your document is a good method to make it more understandable to readers. To match the text in MS Word, you need to resize all images perfectly. It might be time-consuming for you to change the size of several images quickly.

There are different ways to adjust images in Word, which are easy and practical. This post will introduce three tips of resizing single image and one tip of how to batch resize multiple images.

Tip 1: Drag Sizing Handle

1. Select the image which you want to resize.

2. Drag the sizing handle to increase or decrease the size of the image.

3. If you want to maintain the proportion, press [Shift] in the keyboard while dragging the sizing handle.

4. If you want to keep the center in the same place, press [Ctrl] in the keyboard while dragging the sizing handle.

5. If you want to achieve both of them, just press [Shift] + [Ctrl] at the same time while dragging the sizing handle.

How to reduce the size of a microsoft word document

Tip 2: Picture Tools

1. Select the image which you want to resize.

2. In Picture Tools, click Format tab and go to Size group.

3. Enter the measurements you prefer in the box of Height and Width.

4. If you want to resize a shape or object, click Format tab in Drawing Tools, go to Size group and enter the measurements in the box of Height and Width.

How to reduce the size of a microsoft word document

Tip 3: Layout Options

● From Ribbon Area

1. Select the image which you want to resize.

2. In Picture Tools, go to Format tab and click Position in Arrange group.

3. Click More Layout Options in the drop-down list.

4. Layout dialog box will display, go to Size tab.

5. Enter the measurements you prefer in the box of Height and Width.

6. Click OK at bottom right when you are done.

How to reduce the size of a microsoft word document

● Right-click Image

1. Right-click the image which you want to resize.

2. Select Size and Position in the dialog box.

3. Layout dialog box will display, go to Size tab.

4. Enter the measurements you prefer in the box of Height and Width.

5. Click OK at bottom right when you are done.

How to reduce the size of a microsoft word document

Tip 4: Use Shortcuts [F4]

1. Follow the above steps to resize the first image.Click another image and press [F4]. It will be modified to the same size as the previous one.

2. Select the rest of them in turn, and you can batch resize all images quickly.

3. [F4] could redo your last action , which replace the function of format painter, copy & paste.

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Scale Word documents for different page sizes without reformatting

Scale Word documents for different page sizes without reformatting

You realize that your Word document will fit in a smaller-sized sheet and doesn’t need to take up a letter-size memo. The good news is that you don’t have to reformat your Word document — simply print to scale. Here’s how.

You realize that your Word document detailing new company policies will fit in a smaller-sized sheet and doesn’t need to take up a letter-size memo. The good news is that you don’t have to reformat your Word document — you can simply print to scale. Here’s how:

  1. Open the document containing the announcement.
  2. Press [Ctrl]P.
  3. In the Zoom section, click the Scale To Paper Size drop-down arrow.
  4. Scroll to and select the desired sheet size.
  5. Enter how many copies you want and then click OK.

Note that changing the size in the Print dialog box will not reformat your original document; the new paper size will apply to this printout only.

You can scale your document to print to any paper size listed; or, if your printer supports it, you can create your own size. Click the Properties button in the Print dialog box to access your printer’s menus and create a custom paper size.

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Resize Word documents for printing, no matter what page size they started in

How to reduce the size of a microsoft word document

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What to Know

  • Go to File >Print >Paper size drop-down arrow > select paper size. The preview resizes to match.
  • Select Print.

Here’s how to change the paper size of a document you want to print in Microsoft 365, Word 2019, Word 2016, Word 2013, and Word for Mac.

How to Resize Word Documents for Printing

Follow these steps to select a specific paper size when printing a document.

Open the Word document you want to print and select the File tab.

Select Print. By default, the paper size of the document defaults to the paper size of the printed output.

How to reduce the size of a microsoft word document

Select the Paper size drop-down arrow and choose the output you prefer.

How to reduce the size of a microsoft word document

To print a letter-sized document on A5-sized paper, select Letter then choose A5. The thumbnail of the first page of the printed output resizes to match.

You cannot rescale the document to fit the paper. If the document is larger than the paper, then the document will tile on several sheets.

How to reduce the size of a microsoft word document

Select Print to print the document when you’re satisfied with the output settings.

How to reduce the size of a microsoft word document

Print Scaled Documents

To print a document to a different-sized paper while maintaining the original dimensions and ensuring it fits on one sheet, print the document to PDF. Once you have created a PDF from the Word document, print a hardcopy using the printer.

The PDF printer driver supports more resizing and restructuring output options than any word processing application does.

If you do not need a document printed in entirety but do require a section of it in print format, Word enables you to print only part of a document.

More Word Features

Organize Pages in Word
  • Remove Page Numbers in Word
  • Insert Landscape Page in Word
  • Delete Blank Page in Word
  • Split Pages in Word
  • Rearrange Pages in Word
  • Rotate Page in Word
  • Insert Page in Word
  • Change Margins in Word
Signature in Word
  • Write Signature in Word
  • Draw Signature in Word
  • Put Signature in Word
  • Insert Signature in Word Mac
  • Insert Signature in Word
  • Electronically Sign Word
  • Make Electronic Signature in Word
  • Do Electronic Signature in Word
  • Create Electronic Signature in Word
  • Digitally Sign Word
  • Add Digital Signature to Word
  • Insert Digital Signature in Word
  • Create Digital Signature in Word
Form in Word
  • Create Word Form Template
  • Create a Form in Word
  • Copy Table from Excel to Word
  • Convert Word Table to Excel
  • Split Table in Word
  • Table of Contents in Word
  • Rotate Table in Word
  • Merge Cells in Word
  • Create Fields in Word
  • Insert Field in Word
Track Changes in Word
  • Track Changes in Word Mac
  • Accept Track Changes in Word
  • Remove Track Changes in Word
  • Use Track Changes in Word
  • Turn off Track Changes in Word
Insert Files in Word
  • Insert PDF into Word
  • Insert Word Document into Word
  • Insert File into Word
  • Insert Excel into Word
Word Editors
  • Word Editors
  • Online Word Editor
  • Word Editing App
More Tips about Word
  • Merge Word Documents
  • Clear Formatting in Word
  • Reduce Space Between Lines
  • Insert Index in Word
  • Insert Roman Numerals in Word
  • Add Border in Word
  • Word Drop Down List
  • Make a Word Document Fillable
  • Add Checkbox in Word
  • Insert Citation in Word
  • Alignment in Word

How to reduce the size of a microsoft word document

How to reduce the size of a microsoft word document

Elise Williams

2022-04-29 14:42:24 • Filed to: Features of MS Word • Proven solutions

Formatting is one of the major pillars in the documentation where content writers are quite keen to build a sustained structure of the document. Various techniques can be adopted to develop a perfectly formatted document across a word processing document. One of the techniques is setting up lines across the document and amending their spacing of the lines to make the document look far more presentable and catchier. This article describes a detailed guide on how to reduce space between lines in Word.

How to Reduce Line Spacing in Word

There are several formatting features that can be utilized to make the document look impressive and attractive. One method that can be tested by users is reducing the line spacing in their document. Several documents have a huge gap between their lines, which replenishes the quality it usually infuses in itself. For this, Word provides its users with a very simple and straightforward solution with explicit options and tools. To understand the simple method of how to reduce line spacing in Word, you need to follow the steps.

Step 1. Open File and Select Text

As you launch Word, you need to open the respective file that you wish to format. With the file opened, you need to select the text that is to be spaced properly.

Step 2. Select Text and Approach Scale

From the “Home” tab, you need to navigate to the “Paragraph” section and select the option of “Line and Paragraph Spacing” to open a set of different options to select from.

Step 3. Set Line Spacing

You can set the line spacing with the options that are available in the drop-down menu. The smallest value for line spacing that is available is 1.0 in the options. You can access the “Line Spacing Options…” present in the list to set a value of your own.

How to reduce the size of a microsoft word document

The Best PDF Software

As we look over a guide on how to reduce space between words in Word, there is another file format that is frequently consumed among professionals. PDF files are regarded among the perfect file formats for reading documents. This follows the need to have a PDF editor that would offer them the options for managing the PDF files efficiently. In this case, the article presents the user with the option of Wondershare PDFelement – PDF Editor, a prolific and exemplary platform that offers its users the perfect tools to edit and convert the PDF document.

While assuring the sustenance of the quality of PDF file, it also provides you with a variety of other tools to work with. PDFelement ensures that you can review and comment across the PDF files directly without having them converted. Following this, it also provides different options to develop fillable forms that can be edited and managed with the interface of the platform. Over the question of file security, PDFelement ensures a password-protected environment with the option to redact information that would keep the files safe from illegal and unnecessary access.

How to Reduce Line Spacing in PDF

PDFelement, as stated, is a PDF editor that offers unique tools and features to work with. As you get to know the simple method of how to add hanging indent in Google Docs, you should be set aware of the simple and effective feature of text alignment offered in PDFelement. The following guide explains the steps that are required to align any text in a PDF.

Step 1. Import a PDF File

Install the platform on your desktop and launch it. Over the home window that opens up with the launch, select the option of “Open File” from the list to import the PDF from the local directory.

How to reduce the size of a microsoft word document

Step 2. Access Editing Option

Hover your cursor towards the “Edit” tab present on the top of the window. With the new sub-menu that opens up, select the icon displaying “Edit Text and Image Object.”

How to reduce the size of a microsoft word document

Step 3. Adjust Line Spacing

Following this, you need to select the text and access the option of “Paragraph Mode” on a similar menu. With the options available in the left window, select a specific number or tap the “Adjust Line Spacing” option to settle the spacing.

In this article, we show you how to make your Microsoft Word documents lighter to make them much easier to share

Depending on which elements are inserted in a Word document, it will have a larger or smaller size. For example, a file that only includes text occupies much less space than one that incorporates a multitude of graphic resources. If you have created a Word document and its size has grown considerably, the tricks we give you in this article will help you reduce it.

First of all, we explain how to know from Word how much a document weighs. Start by clicking on the File menu.

In the left sidebar, select the Info option. This section shows all the information of the document you have open. Just look at the value next to Size.

Info section

Once you know exactly how much space your document takes up, decide whether to reduce its size or not. If so, start by disabling the integration of fonts in the file. The purpose of this function is to maintain the same appearance of the document regardless of whether or not the fonts are available on the computer that opens it. To do this, go to File and click on Options. In the settings window, go to the Save section and check that the Embed fonts in the file checkbox is unchecked.

Do not save the fonts on the document

Once this is done, another recommended action is to apply compression to the images. To do this, click F12 and wait for the Save As window to appear on the screen. There, click on Tools, and in the context menu, on Compress Pictures.

Image compression

In the pop-up dialog, select the option that uses the highest compression.

Email compression option

Without leaving the current window, be sure to save the document in DOCX format. It ensures the best possible optimization.

Choose DOCX format

After taking these steps, you will see the size of your document reduced. If you want to minimize its size, even more, we recommend that you compress it in a ZIP folder or a RAR file. It is also advisable to always use small images in JPG format. Avoid PNG or SVG graphics.

Looking for an answer to the question: How do you reduce the size of a word document? On this page, we have gathered for you the most accurate and comprehensive information that will fully answer the question: How do you reduce the size of a word document?

Open the “Page Layout” tab by clicking it in the ribbon. 2. Click the “Size” button in the Page Setup group in the ribbon. A drop-down menu will appear. 3. Click the desired paper size to which you want to resize the document.

Once the button is available, just click it to shrink the text. Click Edit Document > Edit in Word Online if you haven’t done so already. Press Ctrl+A to select all the text in your document. Click Home > Shrink Font one or more times. As you click Shrink Font, Word decreases the size of every font in your document.

Do any of the following: Compress all pictures. On the File menu, click Reduce File Size. If your document is saved in the older .doc file format, the Reduce File Size option will not be available on the File menu. To use the Reduce File Size option, save your document in the newer .docx file format.

You can change a document paper size for a new file or for an existing one. Open a new or existing file in Microsoft Word. From the File menu at the top of Word, select Page Setup. When the Page Setup dialog box appears, it should be set on Page Attributes.

There are several methods to resize an image in Microsoft Word. In this exercise we will use the resize handles to make changes to an image in your document.

One common mistake when working with graphics is that the users only resize the height OR width of the image, not both. When we resize an image we want to make sure that we don’t distort the graphic so we need to ensure that when we change the width or height that the opposite sizing is automatically adjusted, this is referred to as aspect ratio.

When you maintain the aspect ratio of an image you ensure that it resizes both horizontally and vertically in order to maintain the ratio of height to width, if not graphics can often turn out squashed and distorted as shown below:

To resize a graphic, follow these steps:

  1. Open an existing document which contains an image or create a new blank document and insert an image.
  1. Click once on the picture so that the resize handles appear:
  1. The PictureTools >Format tab will now be displayed on the Ribbon, click this to display the options available.
  2. You can now use the Size group of functions to specify a precise size of either the height or width of your picture, you will see Word will automatically adjust the alternative measurement to maintain the correct height to width ratio.
  3. Use the up and down arrows adjacent to the Height or Width fields to adjust the image size to the desired size.
  1. To resize an image manually, you can use your mouse and manually click and drag the resize handles on the image either towards the middle of the image to reduce the size or towards the edge of the screen to increase the size.
  2. When manually resizing the best thing to remember is “Always use a corner resize handle” which are shown as white circles, this will ensure that both the height and width is adjusted at the same time and will maintain the height to width ratio of your image.

If you click off your image you will lose the Picture Tools > Format tab. It is a contextual tab, therefore, it is only displayed when you have an image selected.

If you have a large number of images within your document, you may like to take a look at my post which demonstrates how to compress your pictures to reduce file sizes in Word.

There are two types of indents that can be adjusted: paragraphs and bullet points. Each has a separate way of adjusting (increasing and decreasing) the indent size. Below are the different ways you can move the indentation in Microsoft Word.

  • First line indent with tab.
  • Indent paragraph with shortcut key.
  • Adjusting indents using the ruler.
  • Changing indents in the Paragraph window.
  • Adjust the indent on the Ribbon in Word 2007 and later.
  • Adjusting the bullet and numbering indentation.

First line indent with tab

The first line indent can always be created using the Tab on the keyboard. To change the first line indent size or indent the full paragraph, continue reading the below suggestions.

Pressing Tab multiple times increases the indent each time it’s pressed.

Indent paragraph with shortcut key

A complete paragraph can be indented with the keyboard shortcut Ctrl + M and pressing the keyboard shortcut more than once will indent the paragraph further.

To reverse the indent, you can also press Ctrl + Shift + M .

Adjusting indents using the ruler

To adjust a paragraph indent size, use the Ruler, which is below the menu bar and resembles the picture shown below. If this feature is not visible, see our document on how to enable the Ruler.

Towards the left side of the Ruler, look for indent markers that resemble an hourglass, like the image shown below.

The top marker (down arrow) controls the first line indent, and the middle marker (up arrow) controls the hanging indent (the indent for lines after the first line in each paragraph). The bottom marker (small box) controls the left indent. To adjust these indents, you can click-and-drag each marker to the right or left.

To change the indentation for an entire document, select all text in the document (press Ctrl + A ), then adjust the indent spacing in the ruler as detailed above.

If a large indent is created when pressing the Tab and adjusting the indent on the Ruler doesn’t work, adjust the Left Tab Stop in the Ruler.

Changing indents in the Paragraph window

Another way to adjust the indents is to view the Paragraph settings. To view this window, double-click the markers in the ruler, click Format and then Paragraph. You can also place the cursor in the paragraph, right-click with your mouse, and chose Paragraph.

As seen below in the Paragraph window, under the Indentation section, the left and right indent settings can be adjusted. You can also adjust the first line indent and hanging indent size under the Special option in the Indentation section.

How to reduce the size of a microsoft word document

At the bottom of the Paragraph settings window, you can preview the look of the indent sizes you are setting and make changes accordingly until you get it the way you want.

Adjust the indent on the Ribbon in Word 2007 and later

If you’re using a newer version of Microsoft Word that uses the Ribbon, such as Word 2007 or 2013, do the following.

  1. Click the Layout or Page Layout tab.
  2. Adjust the indent settings in the Paragraph section.

To view the Paragraph window mentioned in the above section, click the small down arrow indicated by the red arrow in the picture below.

Adjusting the bullet and numbering indentation

The easiest method of adjusting the bullets and number list in all versions of Word is to adjust the left indent through the Microsoft Word ruler bar.

To adjust the spacing between the bullet and the text in a list, you may need to adjust the Left Tab Stop in the Ruler.

How to reduce the size of a microsoft word document

Microsoft Word 2007, 2010, and later

  1. Click one of the bullets at the level you want to change in the document.
  2. Right-click the bullet and select Adjust List Indents in the pop-up menu.
  3. In the Adjust List Indents window, change the Bullet position to adjust the bullet indent size or change the Text indent to adjust the text indent size after a bullet. As shown, the Bullet position is at .25 inches and the Text indent is at .5 inches (or one-half inch).

Microsoft Word 2000 and earlier

  1. Place your cursor in a bulleted or numbered line in the document.
  2. Click the Format menu at the top of the Word program and select the Bullets and Numbering option.
  3. In the Bullets and Numbering window, click the Customize button on one of the first three tabs, depending on the type of list you are changing.
  4. In the window that opens, adjust the indent size for the bullet position and the text position. At the bottom of the window, you can preview how the indentation sizing looks and make changes accordingly until you get it the way you want.

How to reduce the size of a microsoft word document

You can also access the Bullet and Numbering window by placing your text cursor on a bulleted or numbered line and right-clicking in the Word document. In the pop-up menu, select the Bullets and Numbering option.

Sometimes, Word documents can require lots of space on our hard disk. Let us explain how to avoid excessive use of space by the word processor

Like almost any text document, Word files do not usually take up too much space, usually around 20-30KB per document. Filling a modern hard disk with such files may become a titanic task: there is room for millions of documents of that size.

However, sometimes these files are much larger, especially when using images. If your Word files take up several tens of Megabytes (MB) and you are starting to run out of space, you may be thinking about reducing the size of your files. Here is how to do it.

Reduce size by compressing and reducing images

The first option is to reduce the size of the images by improving their compression and reducing their quality. To do this, click on File.

The first step is to press File

Now, click on Options.

Press Options to change the preferences of your documents

In the new window, a menu appears on the left, click on Advanced.

On the left side menu, click on Advanced

In the right margin, scroll down until you find a section called Image Size and Quality.

Search for the Image Size and Quality section

If checked, uncheck Do not compress images on file.

Uncheck the option Do not compress images on file

Click also on Default resolution to reduce the number of pixels per inch (PPI). At 150dpi, the images will still look good, although you can go down to 96dpi and lose a little more quality to save space.

Select a lower resolution than the default

Click OK to apply the changes to the current document and all new documents you create. For previously created documents, you will have to repeat this procedure file by file.

Press OK to save the changes

Reduce size by preventing the embedding of new fonts

Although it is not common, the fonts you use may be embedded in your documents. You usually do not need to do this, unless you are sending it to someone else who does not own the font and you want them to see it exactly the same way. To prevent fonts from being embedded in your documents, click on File.

Access the File menu

Then, again, click on Options.

Access the Options menu

In the new window, click on the Save menu.

Press the Save menu on the left-hand side of the new window

Look for the Preserve fidelity section when sharing this document. Uncheck the Embed fonts in the file box.

In Preserve fidelity when share this document uncheck Embed fonts in the file

Finally, click on OK.

Press OK to save all the changes

As with the previous process, this option will be unchecked for the current and subsequent documents.

How to reduce the size of a microsoft word document

We are often asked at One Legal how to reduce the size of a PDF filing to ensure that is accepted by a court’s case management system and therefore successfully eFiled.

There’s a whole range of rules out there on file sizes depending on what back-office system the court is using to manage the filings it receives. In most eFiling courts throughout the U.S. the file must be below 35 MB., and each California court has its own limits. You can check out the maximum file size for your court on our Support Center, and find information on other local court rules, too.

In general, though, there’s very little reason for PDFs to be hundreds of megabytes large unless they contain exhibits that absolutely must be saved as very high-resolution photographs. By following just a few simple steps, even filings that are hundreds of pages long can be brought down to meet requirements.

How to determine the size of your PDF document

If you’re using Adobe Acrobat, checking the size of your PDF is simple. Just click on File , then Properties. You’ll see lots of information about your document, including its size.

How to reduce the size of a microsoft word document

Alternatively, you can navigate to the folder containing your document, right-click on it, and click Properties.

Larger files will take longer to upload, are cumbersome to share electronically (via email, for instance), and will use up your law firm’s file storage more rapidly. And even when the courts accept larger file sizes, they prefer to handle smaller, optimized files.

So, how should you set about reducing the size of your PDF documents? Here are five quick tips.

#1 Avoid scanning PDFs wherever possible

It’s a common misconception that, to create PDFs, or to combine multiple documents and exhibits into a single PDF, you need to print everything out and scan it together. Electronically converted files are generally much smaller in size than scans.

You only ever need to scan documents that exist in paper form only — all other documents can be electronically converted from the original file by saving them as PDFs. Furthermore, individual documents can be quickly combined as PDFs using software such as Adobe Acrobat, avoiding any need to print out documents to combine them.

#2 Save as “Reduced Size PDF”

If your file is still very large after you’ve created it electronically, rather than by scanning, there are still some steps you can take. The simplest is to re-save your file as a reduced-size PDF.

In the latest version of Adobe Acrobat, open the PDF you wish to re-save as a smaller file, choose File , Save as Other , and then Reduced Size PDF. You’ll be prompted to select the version compatibility you need and then you can click OK to save. We recommend setting your compatibility with at least Acrobat X, as that version is still widely used.

How to reduce the size of a microsoft word document

This method is quick and simple but be warned that it will reduce the quality of images and will remove digital signatures. If you want more control over how your PDF is compressed in Acrobat, use the optimization method described below instead.

#3 Use Adobe Acrobat’s PDF Optimizer

Sometimes you’ll want more control over which elements of your document are reduced in quality or removed. In these circumstances, you should choose the PDF optimizer tool.

Before you optimize a file, it’s a good idea to audit the file’s space usage — review which elements, such as fonts, images, and so on, are using the most data. The results of this may give you ideas about where best to reduce file size.

To begin optimization, open your PDF in Acrobat, click File, Save as Other , and then Optimized PDF. In the dialog box that appears, click on Audit space usage in the top right-hand corner. You’ll see a table of information a bit like this:

How to reduce the size of a microsoft word document

The optimizer gives you complete control over the elements of your PDF that will be compressed. Select the checkbox next to a panel (e.g. Images, Fonts), and then select options in that panel. There’s a lot of choices, so it’s worth reading through the Adobe help file to understand what each option does.

Okay, we know that not everyone uses Adobe Acrobat. What options are available to you if you’re using other software or only the basic Adobe Reader? Here are two more options for reducing the size of your PDF file if you’re not using Acrobat.

#4 Reduce the size as you save in Word

In Word, to convert a document to PDF, you use the Save As option. This option generally produces a fairly small file, depending on the number of images in your document. However, if you find that your Word-converted PDF is still too large, there is a further option in Word that will produce a significantly smaller file. Here’s how to use it:

Open the Word document you are going to convert to PDF. Click on the File button and then Save As. In the Save as type menu, select PDF and enter your preferred file name. Here’s the extra step: where it says Optimize for at the bottom of the dialog box, select Minimum size (publishing online).

How to reduce the size of a microsoft word document

#5 Use a print-to-PDF tool

Other (non-Adobe) PDF tools generally contain features that will reduce the size of your PDF. However, if you’re looking for a free option, there are some available. Currently, the most downloaded free PDF creator ( according to download.com ) is PrimoPDF.

Once you’ve installed PrimoPDF, simply open the PDF you wish to compress (in Acrobat Reader, or a web browser, for example), press C trl+P to open the print dialog, select PrimoPDF from the list of available printers, and then click Create PDF.

Note that this method, like simply saving as a reduced-size PDF in Adobe Acrobat, reduces image quality and resolution.

The Ribbon display in Touch Mode:

How to reduce the size of a microsoft word document

The Ribbon display in Mouse Mode (the habitual look of the previous versions of Microsoft Word):

How to reduce the size of a microsoft word document

To change the Ribbon mode, click on the dropdown arrow on the right side of the Quick Access Toolbar and choose the Touch/Mouse Mode command:

How to reduce the size of a microsoft word document

The Touch/Mouse Mode button was added to your Quick Access Toolbar menu (see more Adding commands to the Quick Access Toolbar):

How to reduce the size of a microsoft word document

By choosing a specific option, you can change the Ribbon mode according to your needs.

Note: This option works for all Microsoft Office applications at once. If you change the mode in Word, it changes in Microsoft Excel, PowerPoint and Outlook.

How to reduce the size of a microsoft word document

How to create automatic numbers and captions for figures: images, pictures, and other illustrations

How to reduce the size of a microsoft word document

How to use a cross-reference in Word

How to reduce the size of a microsoft word document

Hiding pictures

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Customized Paper Type in Microsoft Excel 2021 is quite similar to how custom paper settings are set in Word, and the exact same is applicable to the other applications. In the event you would rather use custom paper types from Microsoft Word, then there are two ways to do it – through the Customization Tab on the Control Panel and by setting the preferences of the Document tab. As an alternative, you can choose to utilize the font type, size, style and colour of the custom document in Microsoft Excel. You need to understand how to alter these settings, as shown here. These measures will allow you to customize your custom paper in Microsoft Excel.

Insert Custom Paper Type in Windows 10 When you open Microsoft Word, then you will realize a custom paper tab; click on the button named Customize. Then from the pop-up menu, choose the type of custom paper that you would like to use. In this case, we are considering just two custom dimensions, six by twelve and eight by sixteen. After you type anything in Microsoft Word, it will automatically size up to the appropriate custom size, so make sure that you use one of the sizes for your own document. Click OK.

Set Custom Paper Sizes on the Windows print driver After you set custom paper sizes, you need to install the print driver to your custom paper sizes. For this, you should open Windows Printing Driver Status, start looking for the print driver version number and install the proper driver. The install process will take a while, however you can just wait it out before the printing driver is totally installed. As soon as you’re done, you shouldn’t experience any difficulties with the driver.

Fixing the font size When you open Microsoft Word, you will find that it has various size tools to adjust the text. To acquire more information about the various font sizes available in Microsoft Word, then you may simply press on the keys Control, F, B, G, O, and J. These can increase or reduce the size of the text from Microsoft Word. You should always double-check your outcomes; you wouldn’t want to make changes to the custom paper sizes, only to have them reversed. To change the fonts without losing any information, choose All, Options, and deselect any font which doesn’t fit your requirements.

Shifting to new size when you’re satisfied with the results, you also need to create the required alterations to the custom preferences. Open the Page Layout window, and then scroll to the bottom of the window. Click on the scale button. Here, you’ll be able to modify the page size by clicking onto the scale buttononce you’ve done so, the custom settings will be updated accordingly.

Pictures can dramatically increase the size of your Microsoft Office file (Word, PowerPoint, Excel, Visio, Publisher, etc.). You can control file size by making choices about the resolution, quality, and compression of an image. One easy way to balance this tradeoff is to match the picture resolution to the use of the document. For example, if you are emailing a picture, you can specify a lower picture resolution to reduce the file size. On the other hand, if picture quality is more important to you than file size, you can specify that the pictures are never compressed.

To save room on your hard disk drive or reduce download times or load times on websites, you can reduce picture resolution, apply compression with no visible loss of quality, and discard unwanted information, such as the cropped parts of a picture or other picture editing information.

When you add a picture to your document, it is automatically compressed using the number specified in the Image Size and Quality options on the Advanced tab of the program options. By default, this is set for print (220 ppi), but you can change this.

Important: Compressing a picture to reduce file size changes the amount of detail retained in the source picture. This means that, after compression, the picture can look different than before it was compressed. Because of this, you should compress the picture and save the file before applying an artistic effect. If the compression plus the artistic effect is not the look you want, you can change or undo the compression, even after saving the file, as long as you have not closed the program you are working in.

On the following pages are various ways to adjust pictures to reduce file size.
Change the Resolution of a Picture in Microsoft Office FIle

When you do not need every single pixel in an image to get an acceptable version of it for your target destination, you can reduce or change the resolution. Reducing or changing the resolution can be effective with images that you have scaled to be smaller, because their dots per inch (dpi) actually increase in that case. Changing the resolution can affect image quality.

  • Click the picture or pictures that you want to change the resolution.
  • Under Picture Tools, on the Format tab, in the Adjust group, click Compress Pictures.
  • If you do not see the Picture Tools and Format tabs, be sure you selected a picture. You may have to double-click the picture to select it and then open the Format tab.
  • To change the resolution for the selected pictures only, and not all of the pictures in the document, select the Apply only to this picture check box
  • Under Target output, click the resolution that you want. Note: The Use document resolution option uses the resolution set in the Microsoft Office Backstage view. By default this is set to print or 220 ppi, but you can change this default picture resolution.

Set Default Picture Resolution for All Pictures in a Document

Important: This setting applies only to pictures in the current document or the document selected in the list next to Image Size and Quality. By default, it is set to a target of Print (220 ppi).

  • Click the File tab.
  • Click Options and then click Advanced.
  • Under Image Size and Quality, click the document that you want to set the default picture resolution for.
  • In the Set default target output to, click the resolution that you want.

Compress a Picture

Depending on how many colors are used in a picture, you can reduce the color format of the image (compress) to make its file size smaller. Compressing a picture makes the color take up fewer bits per pixel, with no loss of quality.

  • Click the picture or pictures that you want to compress.
  • Under Picture Tools, on the Format tab, in the Adjust group, click Compress Pictures.
  • If you do not see the Picture Tools and Format tabs, be sure you selected a picture. You may have to double-click the picture to select it and then open the Format tab.
  • To compress the selected pictures only, and not all of the pictures in the document, select the Apply only to this picture check box.
  • Note: Clearing the Apply only to this picture checkbox will override any previous changes you have made for other individual pictures in this document.
  • Under Target Output, click the resolution that you want.

Notes:
* The Use document resolution option uses the resolution set in the Backstage view. By default this is set to a target of Print (220 ppi), but you can change this default picture resolution.
* If you are want the highest quality picture resolution and are willing to accept a larger file size, you can turn compression off.
* Compression changes are made when you close this dialog box and the changes can be seen in your document immediately. If the results are unsatisfactory, you can undo the changes.

Delete Cropped Areas of a Picture

If you have cropped a picture, you can delete the cropped areas of the picture to reduce the file size by performing these steps:

  • Click the picture or pictures that you want to discard unwanted information from.
  • Under Picture Tools, on the Format tab, in the Adjust group, click Compress Pictures.
  • Note: If you do not see the Picture Tools and Format tabs, be sure you selected a picture. You may have to double-click the picture to select it and open the Format tab.

To remove croppings for the selected picture or pictures only, and not all of the pictures in the document, select the Apply only to this picture check box. Under Compression Options, select Delete cropped areas of pictures check box.

Delete All Picture Editing Data

If you have cropped a picture or made other changes to the picture, such as applying an artistic effector changing the brightness or contrast, information to reverse those changes is stored in your file. You can reduce the size of your file by deleting this editing data. Checking this option will reduce your document size, but if you want to undo your edits, you will need to reinsert the picture into your document if you want to undo any changes you have made.

  • Click the File tab.
  • Click Options and then click Advanced.
  • Under Image Size and Quality, click the document that you want to remove picture editing data from.
  • Under Image Size and Quality, select the Discard editing data checkbox.
  • Note: This setting applies only to pictures in the current document or the document selected in the list next to Image Size and Quality.

Symptoms

When you try to open a Word file, you receive an error:

Word cannot open this file because it is larger than 512 Megabytes

Cause

This is the maximum file size Word can open.

The maximum file size is limited to 32 MB for the total document text only and does not include graphics, regardless of how the graphics image is inserted (Link to file, Save with document, or Wrapping style) into the document. Therefore, if the file contains graphics, the maximum file size can be larger than 32 MB.

Resolution

There is a workaround to resolve this issue.

Rename the Word file to a Zip (.docx to .zip).

Open Windows Explorer, locate, and then open the saved compressed file that has a .zip file name extension.

To be able to change the ‘docx’ extension to ‘zip’, you have to have Windows Explorer’s options set to show the extensions.

Select the word folder, and then open the media folder to display the graphics.

Delete (or move to a new folder) some graphics to reduce the file size.

Rename the file back to docx and open with Word. If Word displays some errors, because it cannot find some files, click Yes to recover the contents.

There will be placeholders for the deleted (or moved images).

Right-click the image placeholder, select Change Picture and browse to the folders where the pictures are saved to select the pictures.

Click the arrow next to the Insert button and select Link to File.

Save the document.

More Information

For more information about other Word for Windows operating limits, see Operating parameter limitations and specifications in Word.

How to reduce the size of a microsoft word document

In schools and offices, the documents (assignments & reports) to be submitted are expected to follow a specific format. The specificity can be in terms of the font and font size, line and paragraph spacing, indentation, etc. Another common requirement with Word documents is the margin size on all sides of the page. To those unaware, margins are the empty white space you see before the first word and after the last word of a completed line (the space between the edge of the paper and the text). The amount of margin size maintained indicates to the reader if the author is a professional or an amateur.

Documents with small margins run the risk of printers trimming the initial and final words of every line while larger margins imply fewer words can be accommodated in the same line causing the overall number of pages in a document to increase. To avoid any mishaps while printing and provide a good reading experience, documents with 1-inch margins are considered optimal. The default margin size in Microsoft Word is set as 1 inch, although users do have the option to manually adjust the margins of every side.

How to reduce the size of a microsoft word document

How To Set Up 1 Inch Margins In Microsoft Word

Follow the below guide to change the margin size in your Word document:

1. Double-click on your word document to open it and consequently launch Word.

2. Switch to the Page Layout tab by clicking on the same.

3. Expand the Margins selection menu in the Page Setup group.

How to reduce the size of a microsoft word document

4. Microsoft Word has a number of predefined margins for various types of documents. Since a document with a 1-inch margin on all sides is the preferred format across many places, it is also included as a preset. Simply click on Normal to set 1-inch margins. The text will automatically readjust itself according to the new margins.

How to reduce the size of a microsoft word document

5. If you wish to only have 1-inch margins on some sides of the document, click on Custom Margins… at the end of the selection menu. A Page Setup dialogue box will come forth.

How to reduce the size of a microsoft word document

6. On the Margins tab, individually set the top, bottom, left, and right side margins according to your preference/requirement.

If you are going to print the document out and bind all the pages together either using a stapler or binder rings, you should also consider adding a gutter on one side. A gutter is extra empty space in addition to the page margins to ensure the text does not tuck away from the reader after bidding.

a. Click on the up arrow button to add a little gutter space and select the gutter position from the adjacent drop-down. If you set the gutter position to top, you will need to change the document orientation to landscape.

b. Also, using the Apply to option, select if you would like all pages (Whole document) to have the same margin and gutter space or only the selected text.

How to reduce the size of a microsoft word document

c. Preview the document after setting the gutter margins and once you are happy with it, click on Ok to apply the margin and gutter settings.

If your workplace or school requires you to print/submit documents with custom margins and gutter size, consider setting them as the default for every new document you create. This way you won’t have to worry about changing the margin size before printing/mailing the document. Open the Page Setup dialogue box, enter the margin and gutter size, select a gutter position, and click on the Set as Default button at the bottom-left corner. In the following pop-up, click on Yes to confirm and change the default page setup settings.

Another way to quickly adjust the margin size is by using the horizontal and vertical rulers. If you are not able to see these rulers, go to the View tab and check/tick the box next to Ruler. The shaded portion on the ends of the ruler indicates the margin size. Drag the pointer inwards or outwards to adjust the left and right side margins. Similarly, drag the shaded portion pointers on the vertical ruler to adjust the top and bottom margins.

How to reduce the size of a microsoft word document

Using the ruler one can eyeball the margins but if you need them to be accurate, use the Page Setup dialog box.

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We hope this article was helpful and you were able to set up 1 inch margins in Microsoft Word. If you have any doubt or confusion regarding this article then feel free to write it down in the comment section.

Aditya Farrad

Aditya is a self-motivated information technology professional and has been a technology writer for the last 7 years. He covers Internet services, mobile, Windows, software, and How-to guides.

Restoring the Default Page Size and Margin Settings You Used to Use

I was formatting a novel for Createspace in Microsoft Word 2007 and I had to use a custom document size (6 inches by 9 inches) for a paperback-sized book. (As it turned out, by the way, that setting didn’t even work for the Createspace book format I was using.)

I didn’t realize, when I hit the “Default” button in the “Page Size” window, that Word would offer me that size and those margin settings forever after, whenever I opened a new document.

I tried to start a new document and it opened as 6 inches across and 9 inches tall. I spent an hour trying to figure how to get it back to normal.

I searched on Google how to restore default settings, and the answers there mostly instructed people to run Regedit and delete a registry key. Regedit is technical (not for beginners), and it didn’t solve the problem.

I then tried to reinstall MS Word, but Windows only lets you uninstall all of Office (if that’s how you installed it), or “repair” it. I didn’t want to uninstall everything, so I tried “Repair” and that didn’t work either.

You Need To Go Back Into “Page Size” Setup

As it turned out, all I had to do was go back into the “Page Size” Setup window, change the paper size and margins back to what I wanted, and then click on the “Default” button.

That changed the default document settings in MS Word, so now whenever I open a new document, it’s back to the normal size (8 x11) and one-inch margins again.

Every time you open a new document in MS Word, the page begins loading with a set size and margin. This default template is designed as per a page size equivalent to a standard sheet of paper. In the United States, that’s 8-1/2-by-11 inches. In Europe, the A4 size is used.

If you change the default page margin and size every time you create a new document, then you are just wasting your time. If there is a set margin and size that you change to all the time, making that the default one makes more sense. Well, not only that, but, if you want, you can create a custom template for all pages in your document, for a specific page, and for a specific section. There’s a lot to the software than just typing words. Anyway, without making this tutorial lengthy or tremendously detailed, let’s get to work.

Here’s how you can change the default margin of a page in MS Word 2016.

  1. Open MS Word.
  2. Open an existing document or create a new one. It doesn’t matter which one it is as long as you can access the required menus.
  3. Click the Layout tab at the top.
  4. In the Layout section, click Margins option. You will see many settings to choose from the drop-down menu.
  5. Click Custom Margins at the bottom.
  6. Enter the required measurements on Top, Down, Left, and Right input fields.
  7. Click Set as Default at the bottom left corner.
  8. Click Yes on the pop-up that appears for confirming the newly made changes.

You have successfully changed the default margin of a page in MS Word.

Here’s how you can change the default size of a page in MS Word 2016.

  1. Follow steps 1 to 3 just like mentioned above.
  2. Now, instead of clicking Margins, click Size.
  3. Click More Paper Sizes.
  4. Select one from the given templates or create one of your own by entering the required measurements.
  5. Click Set as Default at the bottom left corner.
  6. Click Yes on the pop-up that appears to confirm the newly made changes.

You have successfully changed the default size of a page in MS Word.

From now on, whenever you create a new document in MS Word, it will be created with the new measurements.

Learn how to resize (enlarge or reduce) and print a pattern, stencil, template, or image that is the exact size you want. Great for patterns and fancy lettering fonts. See Block Poster Maker to convert your image into a large poster.

How to reduce the size of a microsoft word document

This document covers the following file formats and applications along with tile printing (printing an image that is larger than a standard sheet of paper)

Resize and Print PNG and JPG (JPEG) Format

  • 1. Microsoft Excel – Resize and print (with video).
  • 2. Microsoft Paint – Resize and print.
  • 3. Google Chrome Browser – Resize and print.
  • 4. Firefox Browser – Resize and print.
  • 5. Microsoft Edge Browser – Resize and print.

Resize and Print SVG (Scalable Vector Graphic) Format

  • 6. How to Print and Resize SVG Files – with video

1. Microsoft Excel – How to resize, scale patterns consistently, and tile printing.

First open a new blank Microsoft Excel workbook.
1. Select “Insert”. (SEE image below.)
2. Press “Pictures”.
3. Select the desired pattern or image.
4. Press “Link to File”. NOTE: If you wish to scale multiple patterns consistently, make sure to select “Link to File” and NOT “Insert”.

How to reduce the size of a microsoft word document Microsoft Excel [Steps 1-4]. (CLICK TO ENLARGE)

To print a single pattern or image.
5. Resize the image by selecting and dragging the resize handle.
6. Zoom out if necessary.
Press “Print”.

How to reduce the size of a microsoft word document Microsoft Excel [Steps 5-6] (CLICK TO ENLARGE)

To print multiple patterns or images scaled consistently. See video below.
7. Right Click on the image.
8. Select “Size and Properties.”
9. Enter value for “Scale Height”. Make sure to scale all patterns consistently.
Press Print.

How to reduce the size of a microsoft word document Microsoft Excel [Steps 7-9]. (CLICK TO ENLARGE)

The following video shows you how to resize, scale, and print patterns consistently. For example, these instructions should be used with the USA Patchwork Map Quilt Patterns. This will ensure that the individual states all fit perfectly together to create a quilt of the United States.

2. Microsoft Paint – How to print an image (e.g., scroll saw pattern) on multiple pages.

1. Press “File” and then select “OPEN” to open the image.
2. Zoom out (optional) to view the entire image.
3. Press “File”.
4. Place your cursor on “Print” and three options will appear.
5. Select the option “Page setup”
6. Specify the pages to “Fit to:”
In the example below, the values 2 by 2 were entered.

How to reduce the size of a microsoft word document Microsoft Paint [Steps 1-2]. (Click to enlarge) How to reduce the size of a microsoft word document Microsoft Paint [Steps 3-4]. (Click to enlarge) How to reduce the size of a microsoft word document Microsoft Paint [Step 6]. (Click to enlarge)

3. Google Chrome (browser) – How to Scale/Resize and Print an Image.

Right click on the image and select “Print” or press the menu button (three dots) and select “Print”. Under “More settings” select “Custom” next to “Scale” as shown in the red circle circle below. Increase or decrease the scale. Finally, press “Print”.

How to reduce the size of a microsoft word document Google Chrome (browser). (CLICK TO ENLARGE)

4. Firefox (browser) – How to scale/print a pattern or image.

1. Press the “Settings” icon.
2. Select the option “Print”.
3. Specify the “Scale”.
4. Optionally select either “Portrait” or “Landscape”.
5. Then press the “Print” button.

How to reduce the size of a microsoft word document FireFox browser (CLICK TO ENLARGE) How to reduce the size of a microsoft word document FireFox browser (CLICK TO ENLARGE)

5. Microsoft Edge (browser) – How to scale/print a pattern or image.

When printing a pattern or image with Microsoft Edge, simply change the value of “Scale” as shown in red below.

How to reduce the size of a microsoft word document Microsoft Edge – How to scale a pattern or an image when printing. (CLICK TO ENLARGE)

6. How to Print SVG Files.

The easiest way to print SVG (Scalable Vector Graphic) files is to view and print them directly using a web browser (Chrome, Safari, FireFox, Edge, or Internet Explorer). Simply “Right” click on the SVG image and then select “Open image in new tab”. Once opened in a new tab, resize and print the image using either Step 3, 4 or 5 above.

The video below covers resizing and printing SVG images using Google Chrome, Adobe Photoshop, and Inkscape.

You can also save SVG files to your computer or mobile device. Once saved, you can then open these files using a web browser and print them.

SVG files can also be opened using Adobe Illustrator, Adobe Photoshop, InDesign, CorelDraw, and the free programs Inkscape and Gimp.

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How to reduce the size of a microsoft word document

We had earlier covered about the steps required for changing the paper size in Word. And to this couple of readers had asked question on How to add A5 to the paper size list. So in case you don’t see A5 or any other paper size then use the custom paper size option available as Page Setup. Let us see how to add A5 paper size to the Page Setup in Word 2016, 2013 & 2010

Click File then Print menu and navigate to Settings section.

How to reduce the size of a microsoft word document

Click the drop down with value displayed as Letter. Then select the More Paper Sizes from the list.

How to reduce the size of a microsoft word document

In the Page Setup window, navigate to Page Size and set the value for the drop down to Custom Size. Then enter the Width and Height for A5 Paper Size as 5.8” and 8.3” respectively. Then click the OK button to confirm and save the changes.

Note :- If you are not sure about the Height and Width of Paper Sizes (4A0 to A10) then refer this website.

How to reduce the size of a microsoft word document

Reader Interactions

Comments

You answer does not resolve the issue, ‘Let us see how to add A5 paper size to the Page Setup’. All you have done is describe how to change the paper size without adding that size to the list.

You answer does not resolve the issue, ‘Let us see how to add A5 paper size to the Page Setup’. All you have done is describe how to change the paper size without adding that size to the list.

why a5 itself does not exist in the world and we are obliged to enter the size of it.furthermore it is possible to forget the real size number.

Annoyed to discover Word 2010 doesn’t offer A5 paper size, which as a card designer I use all the time. The proposed ‘solution’ doesn’t help at all!

All the world except USA and Canada (and patt of Mexico uses the A series paper sizes. Come on Microsoft, get international. Next time you update Office 2010 put in an A5 paper size. You send out enough updates anyway.

Its 2021 and still Microsoft can’t be ar**d to add A5 paper size

I need mixed page sizes in a word 2007 document. Some have to be letter size and some have to be legal size. How do I do this?

Submitted by Anonymous

You can have pages of all different sizes and orientation in the same Microsoft Word document. This is accomplished by creating sections and changing the paper sizes for each section.

In this example, I will pretend that I am working on a 5-page letter size (8.5″x11′) document, but the third page needs to be tabloid size with landscape orientation. By the way, this is how you create a fold-out page, which is a very common task when creating workbooks and manuals.

Creating three sections in a 5-page document

First, to follow along with this tutorial, you need a 5-page Word 2007 document. To quickly create one, press Ctrl+N to open a new file. On the first line, type the code =lorem(60,5) then press Enter.

Showing Section Breaks

When working with a Microsoft Word document that contains sections, show all formatting characters by pressing Ctrl+*. This prevents you from accidentally deleting section breaks while editing the document.

After you make the practice document, follow these steps to create three sections:

  1. Place the cursor at the beginning of the first sentence on page 3.
  2. On the Page Layout tab, click Breaks > Next Page.
  3. Place the cursor at the beginning of the first sentence on page 4 and repeat step 2.

To see your newly created sections, double-click in the footer area to open the footer. You can now see that pages 1-2 are in Section 1, page 3 is in Section 2, and pages 4-5 are in Section 3. Double-click in the body of the page to close the footer.

Changing the paper size of one page

Follow these steps to change the paper size of page 3 (and the orientation, if needed).

  1. Place your cursor anywhere in page 3.
  2. On the Page Layout tab, click Size.
  3. Select More Paper Sizes > Custom.
  4. Under Paper Size, enter width 11″ and height 17″ for a tabloid size page. (Or select Legal size from the list.)
  5. Under Apply To, select This section.
  6. Change the printer paper source settings, if needed.
  7. Click OK.

If you want to change the orientation of the page, on the Page Layout tab, click Orientation > Landscape.

Make as many sections as needed to accommodate the mixed page sizes. Keep in mind you may need to print the large pages separately if your printer cannot automatically select the paper source according to page size.

How to reduce the size of a microsoft word document

When editing documents for others, the Comments feature of Word can be useful. However, the small black-on-red text is difficult to read. The instructions in this tutorial can be used to change the appearance of the comments.

Below is an example of how small comments are in Word. Many people may find it hard to read them without zooming the document up.

How to reduce the size of a microsoft word document

Luckily, it is possible to change the font face and the size of the comments like below:

How to reduce the size of a microsoft word document

Word 2010 and 2013:

1. Launch Word and open the document that you want to change the font face and size of comments.

2. When the document is loaded, press Ctrl + Alt + Shift + S to bring up the Style window.

3. In the Style window, click the Manage Styles button at the bottom to continue.

How to reduce the size of a microsoft word document

4. In the Manage Styles window, make sure that you are viewing the Edit tab. Find the Balloon Text option in the Select a style to edit list. If you find it hard to find the option, sort the list in the alphabetical order, you will be able to find it at the very top. With the selected option, click Modify.

How to reduce the size of a microsoft word document

5. Change the font and the size of the comments in the new window. In addition to that, there are other format options like bold, italic, or underline font, as well as alignment and spacing options

How to reduce the size of a microsoft word document

6. Once you have done tweaking, click OK -> OK to save the changes and dismiss the windows. The comments in your document will be updated to reflect the changes automatically.

Older versions:
To change the Comments’ font style in Microsoft Word, use the steps below:

1. Open Word.

2. Click the Format menu.

3. Click Styles and Formatting.

4. At the bottom of the Formatting sidebar is a dropdown box. Select custom for this dropdown.

5. Check Balloon Text. (Not Comment Text)

6. Click OK.

7. Select Balloon Text in the Formatting sidebar.

8. Click Modify.

9. Now, you can select the font face, style, and color you want for your comments.

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How to reduce the size of a microsoft word document

Related

  • How to Import a PDF Into Pages
  • How to Open DOCX Pages
  • How to Find Printer Setup Wizard
  • Adjusting Paper Margins in PowerPoint
  • How to Change Margins in OSX Pages From Centimeters to Inches

There are two ways that you can control the page size of your Microsoft Word printed document. The first way requires modifying the page setup configuration. You also can scale down the size of your document in the printer dialogue box, which doesn’t adjust the document’s overall measurements but simply shrinks the output so that it fits on the paper.

Page Setup

The Page Setup dialogue provides you with a range of standard paper sizes so you can reduce your document’s dimensions. You can use this menu to also adjust your margins — which, when your paper size is smaller, helps you to maximize the available white space on the page. To launch the menu, select “Page Layout,” click “Size” and choose “More Paper Sizes.”

Printer Dialogue

If you prefer to leave your document sized at its originally established dimensions but want to scale it down to fit on a smaller piece of paper, use the printer dialogue box instead of the page setup options. To get there, select “File” and then “Print.” Use the “Sale to Paper Size” drop-down list to specify your desired paper dimensions and click “OK” to print.

  • Microsoft Office Support: “More Paper Sizes” is Under “Page Layout”
  • Word Tips: Scaling Your Output

Based in Tampa, Fla., Danielle Fernandez been writing, editing and illustrating all things technology, lifestyle and education since 1999. Her work has appeared in the Tampa Tribune, Working Mother magazine, and a variety of technical publications, including BICSI’s “Telecommunications Distribution Methods Manual.” Fernandez holds a bachelor’s degree in English from the University of South Florida.

Creating a custom paper layout is an easy undertaking. All you need to do is follow the instructions outlined in this guide. The first step is to load the document that you’re going to publish on the custom paper. To load the file, do the following: Load the printing program, pick the file to print, below”loads” click on”print.” Press”Control” +”O” to open the print dialog box and then press”Control” +”P” to open the print dialog box for the customized document.

The next step is to choose the scale from the menu. To do this, go to the scale control. To change the scale, then click the arrow button next to”scale” Then, click on”OK.” The last step is to click on”OK.” When you’re finished, you’ll notice that the custom paper has been packed into the printer and the picture was scaled to match the specified width and height.

To be able to modify the default settings of the printergo to the”Printers and Faxes” section and then click”Settings.” Under the part that says”Ink Color,” select the color you want and click on”OK.” Change the colour from the current setting to the desired color of your choice. You can change it in the options offered at the exact same location. If you do not find any colour choice, select”colour” in the drop-down menu and then change the color from the current settings.

Should you wish to change the custom page size, you’ve got two options. You can either adjust the size in the normal or custom format options. To adjust the dimensions in the standard format, click on the”page-width” tab. This will open a new dialog box with the current custom paper size as the selected value. That you can how to write an article essay either change the value in inch, percent, or both.

If you don’t see a brand new size option, select”recalculate sizing.” Then, you are able to enter a new dimension for the document you are printing. The next thing to do is to hit the”ok” button at the lower left corner of this display. When you hit the ok button, the computer will display a message which tells you that the document size you entered is already used by Microsoft Word.

To acquire the custom size, go to the”Change” menu on the printer then click on the”Customize” button. Here, you can input a brand new size for the document you want printed. Eventually, when you reach”OK,” the changes will be implemented immediately. This can be done using the same custom paper size in Microsoft Word in various installations.

How to divide a page into quarters in Microsoft Word

This is one of those tips that you don’t know you need to know until someone asks you how to do it, if you see what I mean! I’ve never needed to know this until the other day when a client asked me to print off placenames for a meeting but she wanted them on normal A4 paper printing off in Microsoft Word & then just folding into quarters. So, this quick tutorial shows you how to do just that – I hope you find it useful to know 🙂

Firstly open up a new Word document, go into Mailings on the ribbon and click on Labels in the Create section…

This opens up a new dialogue box – click on Options…

How to reduce the size of a microsoft word document

Select Microsoft as the Label vendor, and scroll down to 1/4 Letter, then click OK. You can choose whether you want portrait or landscape by looking at the dimensions on the right hand side…

How to reduce the size of a microsoft word document

This takes you back to the Envelopes & Labels dialogue box, click on New Document…

How to reduce the size of a microsoft word document

and this will open a new document divided into four quarters…

How to reduce the size of a microsoft word document

You’ll see gridlines outlining the quarters, this is because it’s set up as a table. If you click anywhere within the table the Table Tools options will be displayed at the top of the ribbon. If you can’t see any gridlines just click on Layout under Table Tools and make sure that View Gridlines is turned on…

Then just type what you want in the appropriate quarter…

How to reduce the size of a microsoft word document

And that’s it – a simple tip that might come in handy when you least expect it 🙂

Please Note: It has been brought to my attention by one of my readers that I didn’t mention the fact that by choosing the 1/4 Letter option above it therefore changes the paper size to Letter rather than A4. This was an oversight on my part & I’m sorry for any confusion 🙂 (However the example above still worked when I printed out the placenames on A4 paper).

In Microsoft Word is it possible to change the size of all fonts relatively? In other words, make all text “x” pts or percent smaller or larger? For documents to be read on screen I like a larger base text size, smaller for print.

I know I can modify the styles of each type (normal paragraph, heading, list, etc.) but that quickly turns into a lot of work for any document of more than a few styles.

How to reduce the size of a microsoft word document

How to reduce the size of a microsoft word document

3 Answers 3

There is in fact a “grow font” option command in Word 2003. To add it to your toolbar:

  1. Right-click on any of the toolbar buttons and select Customize
  2. Select the Commands tab
  3. Choose Format from the list under Categories
  4. Scroll down under Commands
  5. Drag Grow Font and Shrink font onto your taskbar where you want them to stick
  6. Click close

These buttons scale your fonts proportionally.

To re-size the text of your whole document without loosing their relative sizes is very easy in Ms-word.

Select all text with Ctrl + A in your word document or select portion of your document where you want to increase or decrease text sizes relatively

  • Ctrl + ] (GrowFontOnePoint) increases all sizes by exactly 1 pt
  • Ctrl + [ (ShrinkFontOnePoint) decrease all sizes by exactly 1 pt

or

Select text to apply re-size. Use buttons provided by Ms Word to increase font sizes relatively.