Fix SharePoint Document File Size Increased by 10 MB After Comment
Question details
A user noticed that a SharePoint document's file size unexpectedly jumped by 10 MB after making a seemingly minor change, such as adding a single comment.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Collaborating on and reviewing documents stored in a SharePoint document library.
- Observed behavior
- The document's file size balloons significantly (by 10 MB or more) despite only minor edits or text comments being added by the user.
Ensure you have the necessary permissions to view and manage the version history of files within your SharePoint document library.
Analyze Version History to Identify the File Size Jump
Use SharePoint's built-in version history feature to pinpoint exactly when the 10 MB increase occurred and check if it fluctuates over time.
SharePoint documents can increase significantly in size due to versioning activity, co-authoring cache, embedded data, or temporary processing. Reviewing the version history helps isolate the specific edit that caused the inflation.
Navigate to your SharePoint Document Library, hover over the affected file, click the three-dot menu (Show actions), and select 'Version history'.
Look at the 'Size' column across the different version numbers. Identify the exact version where the 10 MB jump occurred to see who made the change and when.
Observe if newer versions show a decrease in file size, which often indicates that temporary processing data or co-authoring caches were automatically cleared.
Inspect the Document for Hidden Data or Embedded Media
A simple comment or minor edit might accidentally contain embedded images, OLE objects, or hidden metadata that drastically inflates the file size.
Avoid Document Bloat with WPS Office
If Microsoft Office and SharePoint file sizes are becoming unmanageable due to background caching and versioning, consider switching to WPS Office. It provides a lightweight, highly compatible alternative with efficient file saving mechanisms that prevent unexpected 10 MB file size jumps.
- 1. Download WPS Office: Visit the official WPS website to download and install the free WPS Office suite.
- 2. Open the Bloated File: Download your large SharePoint document and open it directly in WPS Office.
- 3. Save a Compressed Copy: Go to 'Menu' > 'Save As' and save a new copy of the file. WPS Office's optimized saving often significantly reduces bloated file sizes.
Frequently Asked Questions
Why does adding a simple text comment increase file size by 10 MB?
This can happen if the comment accidentally contains pasted images, embedded objects, or if the authoring application (like Microsoft Word) saves extensive temporary co-authoring cache, versioning data, and metadata along with the new version.
Does SharePoint version history consume storage space for each version?
Yes, SharePoint stores a complete copy or a significant delta of the document for each major and minor version. If a file is large and frequently edited, version history can quickly consume your site's storage quota.
How can I reduce the size of a bloated SharePoint document?
You can download the file, open it in your desktop Office application, remove unnecessary embedded media, use the 'Inspect Document' tool to clear hidden metadata, and use 'Save As' to create a fresh, smaller file before uploading it back to SharePoint.
Will the SharePoint file size decrease automatically over time?
Sometimes. If the sudden size increase was strictly due to temporary processing files or active co-authoring cache, subsequent saves or version history roll-ups by the server might automatically clear the cache, resulting in a decreased file size.
