Indexing error Word 2003

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Index tags must be entered only one at a time/index inserted and reviewed for errors. Otherwise, sometimes receive error msg that there is not enough memory and the save cannot be undone. Inserting/reviewing index shows a separate linear entry is made for each pg for 1 tag name that appears in several pgs instead of displaying 1 entry name followed by its compiled pg #s. Other times, no error msg but same result. I am working in a lg doc–approx 100 MG, yes, that’s “meg”. I tried to ask Microsoft what the doc size limit is now and was told there is no doc size limit. (Really?? always has been a limit in the past) Tech supp advised that my registry needed changed.

Patient status, 10, 15, 36
vs
Patient status, 10
Patient status, 15
Patient status, 36

Any ideas?

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Index tags must be entered only one at a time/index inserted and reviewed for errors. Otherwise, sometimes receive error msg that there is not enough memory and the save cannot be undone.

I don’t use the indexing feature, but based on general experience, the message that the undo buffer can’t handle an operation more often arises from a complex replace than from simply inserting one field. Does your document have track changes turned on? What do you mean by “reviewed for errors”?

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According to the http://support.microsoft.com/kb/211489 page, the maximum size of a Word 2003 document, excluding graphics, is 32MB.

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The information linked to by William does have the following footnote:

Note 1 Maximum File Size

The maximum file size is limited to 32 MB for the total document text only and does not include graphics, regardless of how the graphics image is inserted (Link to file, Save with document, or Wrapping style) into the document. Therefore, if the file contains graphics, the maximum file size can be larger than 32 MB.

– but in any case, my experience, Word starts acting flaky well below 32 MB.
What is causing the large file size? The Word 2003 Help topic “Ways to Reduce File Size” lists these things to look at (abbreviated list below):

[*]Compress pictures
[*]Turn off fast saves
[*][Avoid embedding fonts with document]
[*][Avoid using the document Versions feature]
[*]Convert embedded objects into graphics
[*]Link graphics instead of inserting them

Gary

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Thnx for the feedback.

I do not need to track changes; by “review for errors,” I mean that once the index is inserted, I check the index to make sure the new tag displays correctly, per the example I included in my original post.

Yeowie–you mean that Bill’s boyz haven’t increased Word’s size limit in 15 yrs?? Well, all I can say is that at present my file is encroaching on 80 MG and functioning fine (albeit the index feature). The doc is image heavy (png format because some think they are clearer than a jpg–excuse me??, oh, well; whaddya gonna do. I suppose compression-wise, the formats are about equal.), and all images are embedded. Embedding is the only way to deal with the images because my doc passes thru so many hands before going to print; linking is not an option. Is the size limit still the same in Word 2007? I am fighting having it loaded on my machine. Seen it; don’t like it–slows me down!

If Word is choking on overwriting the index, then, perhaps my best strategy, for now, is to remove the old index before inserting the new and improved version. It is not feasible to break up the Word doc into separate files because, then, the index feature really is worthless. It needs the entire doc to pick up a tagged reference that appears throughout the doc.

I experiienced yet another indexing anomaly yesterday as I slogged along inserting one tag at a time. When the index displayed the unwanted multiple, linear entries for the one new tag, it also went back and corrupted tags that had been inserted probably an hour earlier . One step forward, two steps back.

PS–just tested yanking old index and putting in new wo/overwrite. Nope–corrupted entries. Went back and trashed one lg set of tags I put in yesterday as well. Seems to center around one specific tag set. Tags I put in a week ago are fine for this one entry and stop at pg 219. Newer tags from pg 222 onward trashed.

Last week’s work fine:
control center, 2, 75, 92, 98, 101, 103, 106, 107, 117, 118, 152, 153, 160, 161, 162, 163, 171, 172, 174, 175, 176, 177, 179, 181, 182, 183, 184, 186, 187, 188, 190, 191, 192, 195, 196, 197, 198, 199, 201, 218, 219

Today’s attempt produced this (yesterday’s work trashed today)
control center, 222
control center, 223
control center, 225
control center, 227
control center, 227
control center, 227
control center, 228
control center, 228

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The doc is image heavy (png format because some think they are clearer than a jpg–excuse me??, oh, well; whaddya gonna do. I suppose compression-wise, the formats are about equal.), and all images are embedded. Embedding is the only way to deal with the images because my doc passes thru so many hands before going to print; linking is not an option.

PNG is optimal for images with lots of flat color, such as screen shots. JPG is optimal for images with lots of subtle gradations of color, such as photos.

You can embed the same image in a Word document in two different ways with drastically different size implications. The first is to insert a picture, which increases the overall size of a DOC file by about the same size as the image file consumes on disk. (Not sure about DOCX files.) The second is to insert the image as an OLE {EMBED} field, which consumes much more space because there is some programmatic overhead. To check whether an image is a pictures or an {EMBED} field, select it and press Shift+F9. If nothing changes, it’s a picture. If you see a field code, then you probably can convert it to a picture. First, use Save As to create a copy and preserve your original. Next, with the field code selected, press Ctrl+Shift+F9. After you save, the file size should go down.

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Is it possible that you are running into a limit on the number of times the same index entry can appear in a document. Your sample shows an index entry appearing on 41 pages. This appears to be complete overkill for someone using the index. IMHO, if your ‘control center’ appears that often, then you should either not include it in the index or break it down into sub-sections.

Is this problem only occuring when you have a massive number of hits for an index term or does it occur on terms only appearing a few times?

As an aside, you can use RD fields to build an index and TOC spanning across multiple separate documents.

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Checked the images; they are pictures, not OLE.

Multiple tag occurrences is likely the culprit. My choices were to individually tag where needed, or mass tag, then strip the overkill. The crash/trash happens with any number of occurrences of an individual tag name. I think I’ll clean out the overkills for that one tag name today and see how it goes from there.

Thnx all–really appreciate your feedback!!!

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