Microsoft KB Archive/291476

= How to optimize Microsoft Word 2002 =

PSS ID Number: 291476

Article Last Modified on 11/2/2004

-

The information in this article applies to:


 * Microsoft Word 2002

-



This article was previously published under Q291476





For a Microsoft Word 2003 version of this article, see 827101.

For a Microsoft Word 2000 version of this article, see 239431.



For a Microsoft Word 97 version of this article, see 160068.

IN THIS TASK

 * SUMMARY
 * Requirements for Word 2002
 * Increase the RAM
 * Defragment the Hard Disk
 * Optimize Virtual Memory Use
 * Use Fewer Fonts
 * Use a Lower Screen Resolution and Color Setting
 * Store Documents on Uncompressed Drives
 * Store Documents on the Local Hard Disk
 * Turn Off the &quot;Use Printer Metrics to Lay Out Document&quot; Option
 * Use the &quot;Background Saves&quot; Option
 * Turn Off Automatic Spelling and Grammar Check
 * Use Different View Settings
 * Adjust Printer Settings to Improve Printing Speed
 * Turn Off Outlook Journal Options
 * Use a Different Windows Desktop Theme
 * Turn Off the Mouse Scheme
 * Speed Up Downloading Web Pages by Not Generating Graphics Images
 * Glossary
 * REFERENCES



SUMMARY
This step-by-step article describes how to optimize performance in Word 2002.

NOTE: If you are unfamiliar with any of the terms that are used in this article, see the Glossary section later in this article.

back to the top

Requirements for Word 2002
Make sure that your computer meets the minimum requirements to run Word. The system requirements for Word are listed at the following Microsoft Web site:

http://www.microsoft.com/office/word/evaluation/sysreq.asp

back to the top The memory that Word requires to run at optimum speed depends on a variety of factors, such as how many other programs are running at the same time and the types of operations that Word performs. Word requires 8 megabytes (MB) of memory. However, for increased performance, and if you plan to run additional programs at the same time, you can improve performance by adding more memory.

If you regularly work with large documents (50 pages or more) or use

Increase the RAM
graphics or embedded objects in your documents, adding RAM yields the most dramatic improvement to the operating speed of Word.

NOTE: To make sure that all the RAM is available for use by the operating system and programs, make sure you do not use any RAM for a RAM drive.

back to the top

Defragment the Hard Disk
Occasionally use a utility such as the Windows Disk Defragmenter to defragment the hard disk. Disk Defragmenter analyzes local volumes and consolidates fragmented files and folders so that each occupies a single, contiguous space on the volume. Because of this, the computer access speed to files and folders is increased. Disk Defragmenter and third-party disk optimization software helps to minimize the area on the disk on which Windows needs to look for information. Make sure that you create backup copies of important files before you perform the defragmentation operation.

back to the top

Optimize Virtual Memory Use
With virtual memory, a program sees a large, continuous block of primary memory (RAM) that, in reality, is a much smaller block of primary memory that is supplemented by secondary memory such as a hard disk. To temporarily free space in RAM, blocks of data (pages) are moved between RAM and a paging file that is located on the hard disk.

By default, the Windows paging file is dynamic, so it can chnage size based on available disk space and the operations that are performed on the system. The paging file can also occupy a fragmented region of the hard disk with no substantial performance penalty. A dynamic paging file is typically the most efficient use of resources. For high virtual memory performance, make sure that the disk that contains the paging file has plenty of free space, so that the paging file size can change as needed.

Because the Windows paging file is dynamic, the need to change virtual memory settings is less common. However, in some situations adjusting virtual memory settings can improve performance. If you still experience a performance issue after you free space on the hard disk by deleting unnecessary files, you may want to change the default virtual memory settings.

If you have more than one drive on the computer, you may receive better performance if you specify that Windows locate the paging file on a drive other than the default drive if either or both of the following conditions exist:
 * The default drive has little available free space, and another local drive contains more available free space.
 * Another local drive is faster and less heavily-used than the current drive.

You also may receive better performance if you specify that the minimum disk space available for virtual memory is at least two times the amount of available RAM. For example, if a computer has 64 MB of RAM, specify at least 128 MB of virtual memory.

NOTE: Unless you are an advanced user, Microsoft recommends that you let Windows manage virtual memory settings. Whenever possible, use the default virtual memory settings.

For information about virtual memory settings in Windows, see Windows Help.

back to the top

Use Fewer Fonts
When there are a large number of fonts installed on the computer, Windows and some programs may take a longer time to start because the programs must process the whole font list at startup.

Word does not process the font list at startup. However, the impact of a large number of fonts may be experienced in other situations such as when you print or preview a document for the first time. Additionally, certain dialog boxes such as the Font dialog box or the Symbol dialog box may take a longer time to appear the first time that you view them. Word may use additional memory and file resources when it needs to perform some complex actions when multiple fonts are used.

back to the top

Use a Lower Screen Resolution and Color Setting
Configure your display settings to use the correct video driver to receive the fastest screen display. You may not have to use the maximum screen resolution or color settings that are supported by your video driver. Additional color support can dramatically reduce the speed of screen updates when you scroll or update graphics.

For some operations such as writing reports and working with spreadsheets, you may want to configure your display settings to use a lower screen resolution and color setting such as 256 Colors. If there is no increase in performance or if you require additional display capabilities, you can always specify a higher resolution and color setting.

back to the top

Store Documents on Uncompressed Drives
When you compress a hard disk, you create more free space on which to store files. Although more disk space is available, disk compression can slow the performance of programs that run on that drive.

The primary reason for performance degradation when you run third-party disk compression programs is that each time a read or write operation is made to or from the hard disk, data must be decompressed or compressed. This decompression or compression operation places an additional demand on the processor in your computer. Computers with faster processors may not experience performance degradation after compression software is installed.

back to the top

Store Documents on the Local Hard Disk
Running Word from or working with files that are located on a floppy disk or a network drive may be slower than working from files that are stored on the local hard disk. Try to avoid working with files that are located on a floppy disk. Instead, copy them to your local hard disk, and then work with the local copy on your hard disk. When you are finished working with the file, save your changes, and then close the file before you copy the file back to its original location.

back to the top

Turn Off the &quot;Use Printer Metrics to Lay Out Document&quot; Option
When you are working with Microsoft Word 6.0 or Microsoft Word for Windows 95 documents, turn off the Use printer metrics to lay out document option. When you do so, Word does not check printer settings to calculate formatting and layout, so scrolling speed is increased.

NOTE: By default, this option is enabled in documents that are converted to preserve Word for Windows 95 or Word 6.0 for Windows document formatting. Turning off this option may cause minor changes in line wrapping or document pagination. To turn off the Use printer metrics to lay out document option:
 * 1) Start Word.
 * 2) On the Tools menu, click Options, and then click the Compatibility tab.
 * 3) In the Recommended options for box, click Microsoft Word 6.0/95.
 * 4) Click to clear the Use printer metrics to lay out document check box, and then click OK.

back to the top

Use &quot;Background Saves&quot; Option
By default, the Allow background saves option is enabled. This option makes it possible for you to continue working in Word while you save a document. This option uses additional system memory. If you want to conserve system resources, you may want to turn off this option. To configure the Allow background saves option:
 * 1) Start Word.
 * 2) On the Tools menu, click Options, and then click the Save tab.
 * 3) Click to select or click to clear the Allow background saves check box, and then click OK.

NOTE: When Word saves a document in the background, a pulsing disk icon appears on the status bar. If Word cannot save a document in the background. Word saves the document in the foreground. For example, this might occur if not enough free disk space is available or if you save a document to a floppy disk.

back to the top

Turn Off Automatic Spelling and Grammar Check
By default, Word automatically checks spelling and grammar as you type in your document. Spelling errors are marked by using wavy red underlines, and grammatical errors are marked by using wavy green underlines. On some computers, these options can adversely affect performance. To turn off automatic spelling and grammar checking:
 * 1) Start Word.
 * 2) On the Tools menu, click Options, and then click the Spelling & Grammar tab.
 * 3) Click to clear the Check spelling as you type and Check grammar as you type check boxes, and then click OK.

back to the top

Use Different View Settings
Use one or more of the following methods to optimize the way in which you view your document in Word:
 * Whenever you can, use Normal view instead of Print Layout view. In Print Layout view, Word takes a longer time to redraw the screen and repaginate the document. To change to Normal view, click Normal on the View menu.
 * Use picture placeholders if your document contains extensive graphics. This option displays an empty box instead of each graphic in your document. By doing so, you increase the speed at which you can scroll through and display a document that contains many graphics. To use picture placeholders:
 * Start Word.
 * On the Tools menu, click Options, and then click the View tab.
 * Under Show, click to select the Picture placeholders check box, and then click OK.
 * Enable the Draft font option to speed up screen display in documents that contain extensive formatting and graphics. This option displays most character formatting as underlined and bold, and displays graphics as empty boxes. This option is only available in Normal view. To enable the Draft font option:
 * Start Word.
 * On the View menu, click Normal.
 * On the Tools menu, click Options, and then click the View tab.
 * Under Outline and Normal options, click to select the Draft font check box, and then click OK.

back to the top

Adjust Printer Settings to Improve Printing Speed
To optimize printing:  If you print large documents, turn off any screen savers during the print job or switch to a blank screen saver. Animated screen savers use computer processor time and may take time away from the processing of your print job. For more information about how to change your screen saver settings, see Windows Help. Enable the Draft output option. When you use this option, the document prints with minimal formatting. Because of this, the document may print faster. This option is ideal for printing proofs. To enable the Draft output option:

NOTE: Some printers may not support this option.  Start Word. On the Tools menu, click Options, and then click the Print tab. Under Printing options, click to select the Draft output check box, and then click OK.</ol> </li> Use the background printing option that best fits your needs. When background printing is turned on, you can continue to work in Word while your document prints in the background. Background printing uses additional memory, so your document may print more slowly. When background printing is turned off, your document prints faster. However you cannot work in Word until the print job is complete.

If you do not have to continue working in Word while your document prints, turn off background printing to speed up printing: <ol> Start Word.</li> On the Tools menu, click Options, and then click the Print tab.</li> Click to clear the Background printing check box, and then click OK.</li></ol> </li> Change your print spooler settings. Printer speed is measured by: <ul> Return to application (RTA) speed. This is defined as the length of time from when you click Print to when you regain control of the program.</li> Printer page drop speed. This is defined as the length of time from when you click Print to when the print job is complete.</li></ul>

You can modify both the RTA and printer page drop speed by changing printer spool settings. To change printer spool settings:

NOTE: Because there are several versions of Microsoft Windows, the following steps may be different on your computer. If they are, see your product documentation to complete these steps.

<ol> Click Start, and then click Printers and Faxes.</li> Right-click the printer that you want to use, and then click Properties.</li> Click the Advanced tab.</li> Do one of the following: <ul> For a faster RTA speed, click Start printing immediately if it is not already selected.</li> For a faster printer page drop speed: <ul> Click Print directly to the printer.

NOTE: If the local printer is shared, the Print directly to the printer option is unavailable. To change this behavior, stop sharing the printer.

-or-</li> Click Start printing after last page is spooled. In some cases, this option prevents laser printer engines from turning on and off during a print job.</li></ul> </li></ul> </li> Click OK.</li></ol> </li></ul>

back to the top

Turn Off Outlook Journal Options
You can configure the Journal in Microsoft Outlook to automatically record items such as when you open, close, and save documents. On some computers, this may cause a noticeable delay during the open, close, or save operation. To turn off Outlook Journal options:
 * 1) Start Outlook.
 * 2) On the Tools menu, click Options.
 * 3) Click the Preferences tab, and then under Contacts, click Journal Options.
 * 4) Click to clear all the check boxes in the Journal Options dialog box, click OK, and then click OK.

back to the top

Use a Different Windows Desktop Theme
Changing the Windows desktop themes may increase performance on some computers. To change the desktop theme:

NOTE: Because there are several versions of Microsoft Windows, the following steps may be different on your computer. If they are, see your product documentation to complete these steps.


 * 1) Right-click an empty area of the desktop, and then click Properties.
 * 2) Click the Themes tab.
 * 3) In the Theme box, click the theme that you want to use, and then click OK.

back to the top

Turn Off the Mouse Scheme
Turning off the animated mouse scheme increases system performance. However, the increase in performance may not be noticeable on some computers. To turn off the mouse scheme:

NOTE: Because there are several versions of Microsoft Windows, the following steps may be different on your computer. If they are, see your product documentation to complete these steps.


 * 1) Click Start, and then click Control Panel.
 * 2) Click Appearance and Themes, and then click Mouse Pointers under See Also,.
 * 3) Click the Pointers tab.
 * 4) In the Scheme box, click None, and then click OK.

back to the top

Speed Up Downloading Web Pages by Not Generating Graphics Images
Use this procedure if you save your document as Web pages and view them in a Web browser, such as Microsoft Internet Explorer 5.0 or later, that supports Vector Markup Language (VML). It takes less time to download and view a Web page and uses less disk space if graphics are not downloaded each time you open the page.
 * 1) Start Word.
 * 2) On the Tools menu, click Options, and then click the General tab.
 * 3) Click Web Options, and then click the Browsers tab.
 * 4) Under Target browsers, click the browser that you want to use in the People who view this Web page will be using box.
 * 5) Under Options, click to select the Rely on VML for displaying graphics in browsers check box.
 * 6) Click OK.

back to the top

bitmap
Bitmap pictures are paint-type or raster images. Bitmaps are created from a series of small dots, much like a piece of graph paper with specific squares filled in to form an image. Bitmaps are created with and edited in paint programs, such as Microsoft Paint. All scanned graphics and photographs are bitmaps. When they are resized, they lose definition, and the individual dots that make up the picture become visible. Some file name extensions for graphics files that are bitmaps include .pcx, .tif, .bmp, and .gif.

compressed drive
A drive that has its data compressed to take up less space.

driver
A program that makes it possible for a specific device such as a video adapter or printer to communicate with the operating system. Although a device may be installed, Windows cannot use the device until you have installed and configured the appropriate driver.

pagination
The arrangement of the layout of a document, specifically where page breaks are located in a document.

RAM
Random access memory. Information that is stored in RAM is lost when you turn off the computer. This is the memory on semiconductor chips in your computer, not on the hard disk. The more RAM that is installed on the computer, the more programs you can run at the same time and the faster your programs may also run.

paging file
A hidden file on the hard disk that Windows uses to hold parts of programs and data files that do not fit in memory. The paging file and physical memory, or RAM, make up virtual memory. Windows moves data from the paging file to memory and moves data from memory to the paging file to make room for new data. &quot;Swap file&quot; is another name for a paging file.

virtual memory
Temporary storage that is used by a computer to run programs that need more memory than it has in RAM. For example, programs can have access to 4 GB of virtual memory on a computer's hard disk, even if the computer has only 32 MB of RAM. The program data that does not currently fit in the computer's memory is saved into paging files.

back to the top

<div class="references_section">