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Installation and Files

1. When upgrading to a new version of Word, should I install it in a new folder or let the new version overwrite the old one?

Unless the new version of Word is a prerelease beta, there's little reason to keep two versions on your PC. Word's setup program will retain your current preferences and settings, and new versions can read existing document files with no problems. Your new edition of Word will also let you save documents in older Word formats, for compatibility with other versions.

Benefits of letting the installation overwrite your old version include conservation of valuable hard disk space and a correct update of your current Windows Registry. Beginning with the 97 edition, Word's setup program can detect and delete older installations, so there's no need to remove your old copy of Word before installing the new one.

2. I've customized Word quite a bit--everything from macros to toolbars. How can I make sure my changes aren't lost if I have a crash or move to a different computer?

Word stores all customized settings, including styles, interface changes, macros, and more, in the default document template. You can locate this file, called normal.dot, within Word by selecting Tools, Options and then clicking the File Locations tab. The folder where normal.dot is stored is shown to the right of the User Templates listing.

Copy this file to a floppy disk or other backup medium and make a new copy whenever you add macros or make changes to Word's interface. Then, if your hard disk crashes or you move to a different computer, you can restore your settings by copying the file from the floppy disk back into the User Templates folder.

3. Word seems to create huge document files, which grow every time I edit them, even if I've deleted things. Is there a way to keep documents from taking over my hard disk?

Two factors can dramatically increase the size of your documents. The first relates to graphics, the second to one of Word's default settings.

If your documents include graphics, you can minimize file sizes by doing this:

• In Word 97, when you select Insert, Picture, From File to add an image, select "Link to File" in the Insert Picture dialog box, and then deselect "Save with Document." Choose your graphics file and click OK.
  
  
• In Word 2000, select your graphics file in the Insert Picture dialog box, click the arrow next to the Insert button, and select "Link to File."
  
  

This tells Word not to include the whole graphics file inside the document. Note: Don't do this with documents you have to send to others, or graphics won't appear in the recipient's file.

Word's Fast Save option also causes file bloat. Fast Save works by including your additions in saved files without removing text you've deleted. (Though deleted sections no longer appear in the document, they're still hanging around in the now-gargantuan file.) To turn off Fast Save, select Tools, Options and click the Save tab in the Options dialog box. Remove the check mark next to "Allow fast saves," and then click OK.