One of the common problems in PowerPoint is a large file size which makes it difficult to access or share your presentation. Large files also occupy too much space on your computer, and your system slows down when you open that file. Some organizations impose limitations on maximum file sizes for email attachments, which further prevents you from sending your large-sized presentations over email.
Well, this issue can be mitigated by compressing or reducing the size of your PowerPoint file! Wondering how you can do it without losing the quality? Just follow the below given simple measures.
How can compressing a PowerPoint file help?
Compressing a PowerPoint file helps you in several ways-
- Easy Sharing: Small-sized files are easy to share via email.
- Improves Accessibility: Makes your presentation accessible on all devices, including mobile, improving collaboration.
- Saves Storage Space: Compressed files occupy less space on your computer, leaving room for storing more important documents.
- Enhances Productivity: Compressed files are easy to upload and download, which reduces waiting time and improves your productivity.
Methods for Reducing the Size of Your PowerPoint File
1. Reduce the Size of Images
Images are a great way to make your presentations visually appealing; however, they may increase the size of your PowerPoint file.
You can compress image size by following these steps-
Step 1 – Select the image you want to compress.
Step 2 – Click on the ‘Picture format’ tab and choose ‘Compress pictures.’
Step 3 – Under the ‘Compression options’ menu, select the box labeled ‘Apply only to this picture,’ if you want to compress the selected image only. Uncheck the box if you want to compress all the images.
Step 4 – If you have cropped an image, check the box labeled ‘Delete cropped areas of pictures’ to remove the cropped section.
Step 5 – Select the resolution for your image from the ‘Resolution’ menu under the ‘Compression options’ menu.
Step 6 – Click ‘OK.’
2. Remove Unnecessary Elements
The PowerPoint file size can be reduced considerably by removing irrelevant videos, pictures, slides, and unused/duplicate layouts.
Follow these steps:
Step 1 – Click View > Slide Master.
Step 2 – Review your slide layouts and check if there is any media that you can compress. Right-click on unused layouts and select ‘Delete layout.’
Step 3 – Click View > Handout Master.
Step 4 – Check the handout templates and remove unwanted graphics or handout masters.
Step 5 – Click View > Notes Master.
Step 6 – Search for large or unused/irrelevant graphics and compress or delete them.
3. Use Smaller Size Image/Picture
High-resolution pictures/images increase the size of your PowerPoint file. That’s why; consider using lower resolution images (at the required quality level).
Open the high-resolution image in Adobe Photoshop or Microsoft Picture Manager or any other image editing program, and save it at a lower resolution.
Remember, like other types of images, you can’t compress 3D models. So, if file size is an issue, insert a picture instead of a 3D model.
4. Reduce the Size of Audio and Video Files
Audio and video files occupy a lot of space in a presentation, increasing its size.
You can reduce the size of audio and video files in this way-
Step 1 – Click on the File tab.
Step 2 – From the drop-down menu, select Info.
Step 3 – Click ‘Compress Media.’
Step 4 – You will get 3 options for compression in PowerPoint 2013 and 2016: Presentation Quality, Internet Quality, and Low Quality.
In PowerPoint 2019 and 365, you will get these 3 compression options: Full HD (1080p), HD (720p), and Standard (480p).
Choose any one option and then click Close.
Ensure that the compressed file meets your expected standards. If not, adjust the settings as required.
5. Instead of Copying and Pasting, Insert Pictures
Instead of dragging and dropping or copying and pasting an image or picture into the PowerPoint file, insert it following the below-given steps:
Step 1 – Choose the slide where you want to insert an image or picture.
Step 2 – Go to Insert > Pictures.
Step 3 – A dialog box will appear. Choose the location of the picture.
Step 4 – Select the picture and double-click it.
6. Compress as a ZIP File
Sending your big-sized PowerPoint presentation file to others is easier in the ZIP format. It shrinks the media files within the presentation, thereby reducing the file size without affecting the original quality.
Step 1 – Go to File > Open.
Step 2 – Right-click the PowerPoint file you want to compress. You will see additional options.
Step 3 – Choose ‘Send to.’ More options will appear.
Step 4 – Choose the option ‘Compressed (zipped) folder’ to compress the file.
7. Compress as a PDF
Follow these steps to compress a PowerPoint as a PDF for easy storage or sharing.
Step 1 – Visit the online PDF editor tool like Adobe Acrobat.
Step 2 – Upload the PowerPoint file you want to convert to PDF.
Step 3 – Download the PDF file.
8. Reduce the Character Set of Embedded Fonts
Step 1 – Go to File > Options > Save > Preserve fidelity when sharing this presentation.
Step 2 – Select the box next to ‘Embed fonts in the file.’
Step 3 – Select ‘Embed only the characters used in the presentation.’ However, if you have used custom fonts that can be edited by other people, choose ‘Embed all characters.’
9. Convert Embedded Objects or Charts to Images
Excel charts or other embedded objects can increase the file size of your presentation. However, by converting embedded objects to pictures or images, you can shrink the file size. For this, either ungroup the embedded objects or cut and paste them again into PowerPoint.
Ungrouping Shapes/Objects:
Step 1 – Select the Excel chart or embedded object.
Step 2 – In the Ribbon, click the Format tab. It will appear as a Drawing Tools Format.
Step 3 – Select Group and then Ungroup. It will open a dialog box asking if you want to convert the selected object to a PowerPoint object.
Step 4 – Click OK.
Cutting and Pasting the Object Again into a Presentation as a Picture:
Step 1 – Select the Excel chart or embedded object.
Step 2 – Cut it by pressing Ctrl+X.
Step 3 – In the Ribbon, click the Home tab.
Step 4 – Click the arrow below Paste. From the drop-down menu, choose Paste Special.
Step 5 – Select an image type (such as PNG, JPEG, GIF, etc.). Click OK.
10. Discard Editing Data for Images
Step 1 – Go to File > Options > Advanced > Image Size and Quality.
Step 2 – Select the box labeled ‘Discard editing data.’ Note that you won’t be able to restore the original image after you edit it.
Ensure that the box labeled ‘Do not compress images in file’ is not selected.
11. Save a Copy of Images with Artistic Effects
PowerPoint retains 2 copies of the image when you apply artistic effects: the original copy and a copy with artistic effects. Images with artistic effects usually remain unaffected even if you compress pictures. You can reduce the file size of such images using the following method:
Step 1 – Right-click the image on which you have applied the artistic effect. A drop-down menu will appear.
Step 2 – Select ‘Save As Picture.’ A dialog box will appear.
Step 3 – Choose the folder where you want to save the image.
Step 4 – Name it and select a file type (PNG or JPG). Click Save.
Step 5 – Delete the image with the artistic effect in the PowerPoint presentation.
Step 6 – Go to Insert > Picture(s).
Step 7 – Go to the location where you have saved the image with the artistic effect.
Step 8 – Double-click the image.
Use these methods to reduce your PowerPoint presentation size and avoid crashes!
