Microsoft KB Archive/95656

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How to Save Disk Space when Using Inserted Objects

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Q95656

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The information in this article applies to:


 * Microsoft Word for Windows, versions 2.0, 2.0a, 2.0a-CD, 2.0b, 2.0c, 6.0, 6.0a, 6.0c

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SUMMARY
In Word for Windows, inserted objects use up a large amount of disk space. For objects that you use repeatedly in the same type of document (such as a graphic in letterhead), you can save disk space by placing the object in a print merge data file. You can then set up your document as a print merge main document and insert a MERGEFIELD field to reference the object in the data document. To print the document, choose the Print Merge command from the File menu (instead of the Print command).

To create a letterhead template that contains a graphic at the top of the page, use the following procedure.

To create the data file:


 * 1) Create a new document based on the NORMAL template.
 * 2) Type a field name such as graphic and press the ENTER key.
 * 3) From the Insert menu, choose Picture. Select the graphic you want to appear on the letterhead and choose the OK button.
 * 4) You now have a valid data file that contains one field named &quot;graphic&quot; and one data record (the graphic). Save and close this file.

To create the main document:


 * 1) Create a new document based on the NORMAL template.
 * 2) From the File menu, choose Print Merge.
 * 3) Choose the Attach Data File button. Select the data file you created in the above section and choose the OK button.
 * 4) Choose the Insert Merge Field button on the print merge bar. Choose the OK button to insert the graphic MERGEFIELD field in your document. The graphic now appears at the top of your document.
 * 5) Type any other boilerplate text you want to appear in your document.
 * 6) From the File menu, choose Save. Select Document Template from the Save File As Type list. In the File Name box, type a filename with a .DOT extension (for example, LETHEAD.DOT) and choose the OK button.
 * 7) Close the template file.

To use the template:


 * 1) From the File menu, choose New.
 * 2) In the Use Template box, select the template you created in the section above (such as LETHEAD.DOT) and choose the OK button.
 * 3) Type the letter.
 * 4) Save the file. Notice that a MERGEFIELD field appears in place of the graphic.
 * 5) To print the letter, choose the Merge to Printer on the print merge bar.

MORE INFORMATION
Another way to save disk space when you are using inserted objects is to use the LoadSmall and SaveSmall macros from the NEWMACRO.DOC file. For information on the LoadSmall and SaveSmall macros, query on the following words in the Microsoft Knowledge Base:

"description and savesmall and loadsmall and"