Enormous file sizes with linked objects

E

Edward

I have a Doc Management solution I've written in VBA in which the Word
documents have links to excel spreadsheets and Visio drawings.
The links work OK but the file size of the word documents seems to grow
every time I look at it.
The links are not embedded so why does it happen?

As an example a 9MB file will inexplicably expand to 47MB!! I have tried
everything I can to find a cause but without success.

Please help,

Thanks,

Ted
 
S

Shauna Kelly

Hi Ted

Here is Suzanne Barnhill's classic list of the reasons for large file sizes:
There are a number of reasons for excessive file size, including:

1. Fast Saves: Disable this at on the Save tab of Tools | Options.

2. Preview Picture: Clear the check box on the Summary tab of File |
Properties.

3. Versions (File | Versions): Make sure "Automatically save version on
close" is not turned on.

4. Revisions (Tools | Track Changes):
Highlight Changes: Make sure "Highlight changes on screen" is turned on
(or that "Final Showing Markup" is displayed).
Accept/Reject Changes: If "Accept All" or "Reject All" is available then
revisions are present; accept or reject all changes, then turn Track Changes
off.

5. Embedded True Type fonts (Tools | Options | Save); embedding fonts should
be avoided wherever possible.

6. Embedded graphics: When feasible, it is preferable to link the graphics.
That is, when you insert the graphic, click the arrow beside Insert in the
Picture dialog and choose Link to File rather than Insert or Insert and
Link.

7. Embedded objects: These are even worse than ordinary graphics saved with
the document. If you see an { EMBED } code, the graphic is an OLE object.
Unless you need to be able to edit the object in place, unlink it using
Ctrl+Shift+F9.

8. File format: Make sure you are saving as a Word document; in some cases
..rtf (Rich Text Format) files are significantly larger than .doc files.

9. Document corruption: See
http://www.mvps.org/word/FAQs/­­AppErrors/CorruptDoc.htm.


Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word
 
E

Edward

Hi Shauna,

It was very kind of you to reply. I tried all that suggested in your list
but they were already following the settings advised.

The links I have are object links to Excel and Visio files. The only area I
might be treading on is the Embed fonts but the docs without the links are a
sensible size, it just seems that Word goes crazy when objects are linked and
updated.

One interesting but confusing thing to me is that the Edit | Lnks dialogue
shows my links as automatic update selected but the "Options for selected
link" has the "Save picture in document" greyed out but ticked.
There is no way I can uncheck this box which is infuriating because it's the
one place I would expect the troble to originate.

If you can think of anything else I'd appreciate it Shauna, but I am
grateful the help you've provided.

Thanks,

Ted
 
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