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How to reduce the file size of a powerpoint presentation.

Need to chip off some KB from your presentation's file size? Try some of these handy tips.

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Convert your presentation to the pptx format, insert your pictures—don’t copy and paste, do image edits in an image editor—not in powerpoint, compress all of the images in your presentation, don’t use embedded fonts, link to files instead of embedding them, don’t store a thumbnail for the presentation, remove personal and hidden information from your presentation, turn off autorecover, copy everything into a new presentation, a possibility: unzip the presentation and compress it.

Considering that Microsoft PowerPoint presentations are generally accompanied with tons of images, gifs , embedded videos , charts , graphs, and other content, it’s no surprise that you get some pretty big files. Here are a few steps you can take to reduce a presentation's file size.

Large files can be annoying. They take up loads of precious disk space, slow down playback performance, and can cause emails to bounce back due to exceeding the file size limit. You can prevent all of these things by reducing the file size of your presentation.

We’ve mentioned it before, but the first thing you’d think of when considering file size reduction is images—and for a good reason. Image files can be quite large. There are steps you can take to reduce the size, such as compressing the images in the presentation. If you suspect the reason your PowerPoint file is so large is due to images, then be sure to read the article we’ve written on how to reduce the size of Office documents that contain images .

Related: How to Reduce the Size of a Microsoft Word Document

We do have some additional tips to add if you followed these steps but still need to reduce your presentation’s file size.

Microsoft released the PPTX format in Office 2007. Still, it’s not uncommon to see PPT files floating around. So what’s the difference between a PPT and PPTX  file? The PPTX version compresses all of the content within the presentation. If you have a PPT file and convert it into a PPTX file, you’ll notice a decrease in the file size.

Converting the file is as simple as pressing a button and choosing the file type. Go ahead and open your PPT file, head over to the “File” tab, and then click “Convert.”

Convert presentation

Windows File Explorer will appear. You’ll notice the Save As type is set as "PowerPoint Presentation." This is the PPTX file type. Click “Save.”

Save as type

Your PPT file will now be converted to a PPTX file. As you can see, the size of the file has been reduced.

reduced file example

HTG Presentation 2 is our PPT file, and HTG Presentation 3 is our PPTX file. Merely converting the file type reduced the size by 335 KB.

While this isn’t a breathtaking drop in file size, we managed to reduce a Word document file size from 6,001 KB to 721 KB. It all depends on what’s inside the file. With any luck, this will be the only step you need to take. If not, keep reading.

It’s tempting to copy and paste an image in PowerPoint instead of using the insert function. This won’t be an issue if you’re not concerned about file size, but if you are, then beware of copy and paste—it may reformat your image to BMP or PNG. Why is this an issue? Both of those file formats are larger than JPG.

png to jpg conversion size difference

You can see in the above screenshot that the PNG file is 153KB compared to the 120KB JPG file of the same image. Each time you copy and paste a JPG file to PowerPoint, and it gets converted to PNG, you’re adding a bit of unnecessary file size to the presentation. Using the insert function will ensure your images are inserted as intended.

When you insert an image in PowerPoint, it’s best to make sure that it doesn’t need any edits. If it does require edits, you’re better off doing it in an image editor. Why? When you use PowerPoint to edit your image, it stores all of those edits as part of the presentation. For example, when you change an image to black and white, PowerPoint retains the full-color image as well. That’s a lot of extra bites being stored.

If you don’t have an image editor ( you do ) or you simply must use PowerPoint, be sure to tell PowerPoint to discard all of that excess data saved from the edits . It won't save you as much space as working in a dedicated editor, but it will help.

You can compress images in PowerPoint one at a time or all at once. If you’re looking to do the latter, here’s how.

Open your presentation, head over to the “File” tab, and then select “Save As” in the left-hand pane.

select save as option

Next, select “More Options,” which you'll find under the area where you would name your file and choose the file type.

More Options in Save as tab

The “Save As” window will appear—this time with a few extra options available to you. Next to the “Save” button, click “Tools.”

Tools in save as dialogue box

In the drop-down menu that appears, select “Compress Pictures.”

Compress pictures option in tools

The “Compress Pictures” window will appear. Here, you can choose the resolution type of the images (based on PPI) in the presentation. You’ll also notice that you’re not able to select the “Apply only to this picture” option in the “Compression Options” group. That’s because, due to the way we accessed this tool, this option isn’t available.

Note:  If you do want to compress a single picture, select it and then head to Picture Tools Format > Compress Pictures.

Once you’re happy with your selection, click “OK.”

compress pictures window

Be sure to save your presentation afterward.

We get why you might want to embed fonts—you might be making a Star Wars themed presentation and, as a result, anyone you may be sharing the presentation with is not likely to have those special fonts available to them. Embedding the fonts in your presentation could prevent issues down the line, but it comes at the cost of increased file sizes.

In general, unless you are sure you need to display a particular font, we recommend turning off font embedding.

Head over to the “File” tab and select “Options” at the bottom of the left-hand pane.

Options at bottom of lefthand pane

On the “Save” tab, untick the “Embed fonts in the file” checkbox and then click “OK.”

uncheck embed fonts box

We saved a copy of our presentation with all fonts embedded, without fonts embedded, and with only the fonts used in the presentation embedded. Look at the difference if file sizes:

difference in file size with embedded fonts

Convinced yet?

Consider the difference in file size if you embed an entire YouTube video in your presentation instead of linking back to it. Embedding an entire video will significantly increase the size of your presentation. There are certainly some valuable benefits when embedding a file vs. linking to it (such as when the recipient might not have internet access to play the video), but if the file size is an issue, just don’t do it.

Way back when Office let you save thumbnail images of your presentation so that you could get a sneak preview of the file when searching for it in File Explorer. Windows has grown to be more sophisticated, so it no longer requires the help of Office applications to do this. But, the option is still available.

We ran a little test to see the difference in file size with and without this option enabled. Here are the results:

don't save thumbnail

With the thumbnail option enabled, our file size was 2,660 KB. Without the option enabled, the file size was reduced to 2,662 KB, saving a total of 7 KB.

This is a pretty small save, but when we tested it with a Word document, the difference was significant, showing 721 KB without the option enabled, and 3,247 KB with the option enabled.

While this is a large gap between applications and it’s not exactly clear why the difference is so large, it’s still an option worth exploring. To disable the feature, open your presentation, head over to the “File” tab, and then select “Properties” found on the right-hand side, then “Advanced Properties.”

select properties

You’ll now be in the “Summary” tab of the “Properties” window. At the bottom of the window, uncheck the box next to “Save preview picture,” and then click “OK.”

uncheck save preview image

Microsoft Office will store your personal information (such as author name) and hidden properties within your presentation. Getting rid of this information can save you a bit of space.

Open your presentation, head over to the “File” tab, select the “Check for Issues” option, then select “Inspect Document."

Inspect Document

The “Document Inspector” window will appear. Make sure the “Document Properties and Personal Information” box is checked, and then click “Inspect."

Inspect the document

In the next window, select “Remove All.” The information will now be removed, saving you a few KB of space.

We don’t necessarily recommend this, and it should only be used as a last resort effort. AutoRecover is an essential tool in Office, and if you’ve ever lost a document before saving, then you understand precisely what we mean.

Each time Office uses AutoRecover, it adds a little to the size of the file. To turn AutoRecover off, head over to the “File” tab and select “Options” found at the bottom of the left-hand pane.

In the “Save” tab of the “Options” window, uncheck the box next to “Save AutoRecover information ever xx minutes.”

uncheck autorecover option

If you save and exit out of the presentation immediately, you won’t notice a difference. Over time though, as you continue to progress through the presentation, the AutoRecover feature will add KB to your file.

While you’re creating your presentation, PowerPoint will save various things in the background to help you out. We’ve mentioned how to turn off a lot of these features, delete data PowerPoint saves, and so on, but there’s always a chance something slipped through the cracks, and PowerPoint stored some information you don’t need. Copying your content over to a new presentation may be a good solution to the problem.

This may be a bit of a hassle though as, with PowerPoint, you’ll need to copy and paste each slide (and master slides). Once you do though, the new presentation won’t have any of the previous background saves, AutoRecover information, or previous versions of the file. As a result, you should see a change in file size.

While we can’t tell you exactly how much this will reduce your file size since each presentation will be different, it’s worth a shot.

As we mentioned earlier, a PPTX file is a compressed file (which is why the size is much smaller than an old-school PPT file). This means you can open it with a tool such as 7-Zip or WinRar, extract all the files from your PPTX, add them to a compressed archive, and then rename the archive to a PPTX file extension.

We had some issues here, though.

In Rob’s testing with his Word document, it successfully reduced the size of the file from 721 KB to 72 KB. However, it corrupted the file in the process. In my testing with my 2,614 KB file, it didn’t corrupt it, but it only reduced it to 2,594KB—a total of only 20 KB. We’re unsure what’s at play here, so if you want to give this a go, be sure to have a backup copy of your file before doing so.

That’s all the tips we've got for reducing the size of your PowerPoint presentation. We’re always looking for new and interesting ways to reduce the size of our files, so if you have any tips, let us know in the comment section, and we’ll be happy to test them out!

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How to Reduce Powerpoint File Size

Last Updated: March 29, 2022

This article was co-authored by wikiHow staff writer, Jack Lloyd . Jack Lloyd is a Technology Writer and Editor for wikiHow. He has over two years of experience writing and editing technology-related articles. He is technology enthusiast and an English teacher. This article has been viewed 973,210 times. Learn more...

This wikiHow teaches you how to lower a PowerPoint presentation file's size by compressing its images on a Windows or Mac computer, or by clearing the editing data on a Windows computer. There is currently no option to delete the editing data of PowerPoint presentations on a Mac.

Compressing Images on Windows

Step 1 Double-click an image.

  • If your PowerPoint file isn't yet open, first open it by double-clicking it.
  • It doesn't matter which picture you double-click, since all of them will open the appropriate tab.

Step 2 Click Compress Pictures.

Compressing Images on Mac

Step 1 Click File.

Removing Edit Data on Windows

Step 1 Click the File tab.

Expert Q&A

  • Using JPEG files rather than other file formats will cut down on your presentation's overall size. Thanks Helpful 0 Not Helpful 0
  • When formulating a presentation, using the default plain backgrounds in your slides will make your file smaller than if you upload detailed backgrounds. Thanks Helpful 0 Not Helpful 0
  • If you can't get your PowerPoint file to shrink down enough to send it via email, you can upload it to a cloud service (e.g., Google Drive) and send an email with a link to the file instead. Your recipient will be able to download the file from Google Drive. Thanks Helpful 0 Not Helpful 0

compress powerpoint file 2016

  • Reducing your images' quality will make a noticeable difference in your PowerPoint's overall quality. Thanks Helpful 1 Not Helpful 1

You Might Also Like

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  • ↑ https://support.office.com/en-us/article/Reduce-your-file-size-631d1d48-a56b-4fd4-ad66-091dd201db10?ui=en-US&rs=en-US&ad=US&fromAR=1#bmpp
  • ↑ http://www.isumsoft.com/it/reduce-powerpoint-file-size-in-office-2016/

About This Article

Jack Lloyd

1. Double-click an image. 2. Click Compress Pictures . 3. Remove the check mark from “Apply only to this picture.” 4. Select a lower DPI. 5. Click OK . 6. Click File . 7. Click Options . 8. Click Advanced . 9. Click Discard editing data . 10. Click OK and save the file. Did this summary help you? Yes No

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How to compress a PowerPoint file so that it loads faster and doesn't take up as much space

  • You can easily compress a PowerPoint file's size, which makes it easier to share and save.
  • When you compress your PowerPoint, you'll have to reduce the quality of any music, videos, or pictures you have in your slideshow.
  • Once you've compressed your PowerPoint, it will load faster, but the media in it may not look as good.
  • Visit Business Insider's Tech Reference library for more stories .

At some point in your slideshow-creating life, you've probably saved a PowerPoint presentation and realized that the file size is entirely too large. 

Larger file sizes make PowerPoints more difficult to send and save, and they also make each slide take longer to load.

One of the easiest ways to quickly reduce a PowerPoint presentation's file size is to compress it. When you compress a PowerPoint, you'll reduce the quality and size of every media file in the presentation. This includes videos, audio clips, animations, and photos.

If you compress them down to an appropriate size, your file size will be much smaller. However, your photos, videos, and other media probably won't look or sound as sharp.

Here's how to compress your media files in PowerPoint on a Mac or PC.

Check out the products mentioned in this article:

Apple macbook pro (from $1,299.00 at apple), acer chromebook 15 (from $179.99 at walmart), how to compress a powerpoint file on a pc.

1. In the ribbon or menu bar at the top of the screen, click "File." Make sure that "Info" is selected in the left sidebar.

2. Click "Compress Media." Depending on whether your version of PowerPoint was made before or after 2016, this button will either be next to the label "Multimedia" or "Media Size and Performance."

3. Choose one of the three options for media quality from the dropdown menu. These will differ based on which version you have as well, but they boil down to: 

  • Select the highest quality option if you want to maintain high quality media for in-person presentations. 
  • Select the middle option for quality akin to media found on the internet. 
  • Select the lowest quality option if your file needs to be as compressed as much as possible — for example, if you need to send it via email.

How to compress a PowerPoint file on a Mac

In the Mac version of PowerPoint, you can only reduce the file size of images, not videos or music.

To do this:

1. Open your PowerPoint slideshow and click "File" in the menu bar at the top of the screen. If you only want to compress specific images, select them before clicking "File."

2. In the dropdown menu, click "Compress Pictures..."

3. You'll be shown a "Compression Table," which lists all the different ways you can compress the file. You'll have three main options:

  • "Printing" will keep your pictures at the highest quality possible.
  • "Viewing on screen" will reduce the quality of your pictures by about 30 percent.
  • "Sending in an e-mail message" will compress them by another 30 percent or so.

You can also pick the fourth and last option, which will keep each picture's current resolution, but try to reduce the file size in other areas.

4. Select whether you'd like to delete parts of your pictures that have been cropped out — doing so will help reduce the file size.

5. Choose whether you'd like to compress every picture in the slideshow, or just the ones that you selected beforehand. Once you've decided, click "OK."

compress powerpoint file 2016

Related coverage from  Tech Reference :

How to add a border to slides in powerpoint, and give your slideshow a sleek design, how to embed a youtube video into your microsoft powerpoint presentations using a mac or pc, how to convert google slides to a powerpoint presentation in 4 easy steps, how to convert a powerpoint to google slides in 2 different ways, how to copy or duplicate a powerpoint slide and put it anywhere in your slideshow.

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How to compress PowerPoint files.

A woman sitting at a table compresses PowerPoint files on her laptop.

Want to save space on your computer? Learn how to compress a PowerPoint to save space and make your presentation easier to share.

Need to learn how to compress Microsoft PowerPoint files but not sure where to begin? Whether you want to save space on your device or avoid file size issues in an email, compressing your PowerPoint is a great way to keep file sizes to a minimum and make your presentation easier to store and manage.

When is compressing a PowerPoint file beneficial?

While a PowerPoint in its original quality is great for presenting, it may not always be the easiest to share and store on your computer. Compressing PowerPoint files is a great way to save space while keeping your hard work.

Here are a few reasons you may want to compress your PowerPoint:

  • Improve shareability over email. Most email platforms limit the file sizes that you can share. If your Powerpoint contains a lot of content, especially photos and videos, it may be more difficult to share over email. Compressing the PowerPoint ensures that the same content is shared, just as a smaller file size.
  • Have more storage space on your computer. By compressing your PowerPoint file, you leave room for more important documents to be stored on your computer.
  • Boost productivity. By spending less time waiting for a file to upload, you can place your attention on other important tasks.

Steps: How to compress a PowerPoint file.

There are a few different methods you can try within the PowerPoint application and outside of it to reduce your PowerPoint file size and easily be able to share and save your content.

You can reduce the size and quality of any images in the presentation, reduce audio and video content, compress the PowerPoint as a PDF, compress it as a zip file, or swap any 3D models with static images.

Compress a PowerPoint file by reducing the size and quality of your images.

While there’s no way to compress the entire file in PowerPoint, you can reduce the size and quality of all the images to reduce the whole presentation’s size.

Instead of going through your complete presentation and editing your images one by one (which you can do if you want), there’s an easy way to compress all your image files at once:

  • Open the presentation in PowerPoint.
  • Click File on the top toolbar and choose Options > Advanced.
  • Check “Discard editing data.”
  • Uncheck “Do not compress images in file.”
  • Select 150 PPI or lower in the Default resolution dropdown menu.

These steps will reduce the file size of all the images in your presentation, effectively compressing the entire PowerPoint. The more pictures you have, the more it’ll compress the file.

Compress a PowerPoint file by reducing the size of audio and video files.

Audio and video content takes up a lot of storage space in a presentation.

You can reduce the size of audio and video files by following these steps:

  • Click on the File tab in the upper-left corner.
  • Select Info from the dropdown menu.
  • Click Compress Media. There are three options for compression.
  • Choose your compression option. Click Close once the file is done compressing.

Ensure the file is compressed to your liking. If the compression does not meet your standards, adjust the settings as needed.

Compress a PowerPoint file as a PDF.

An easier way to compress a PowerPoint is to first convert the PPT to a PDF using an online PDF editor like Adobe Acrobat online services. PDF files are smaller and easier to share than PowerPoints.

To convert your PowerPoint to a PDF, follow these easy steps:

  • Visit the online PDF converter tool.
  • Upload the PowerPoint you want to convert.
  • Let the software do its magic.
  • Download your new PDF file.

The PDF file should be much smaller than the original PowerPoint, making it easy to store and share. If the file size is still too big, you can reduce it even further by compressing the PDF online .

Compress PowerPoint files as a ZIP file.

By changing the PowerPoint to a ZIP file, the whole presentation size will be reduced.

Use these steps to transform your PowerPoint into a ZIP file:

  • Click File in the upper-left corner.
  • Choose the Open option.
  • Right-click the project you wish to compress. Additional options will appear.
  • Choose “Send to” and more options will appear.
  • Find the option named “Compressed (zipped) folder.” Choose this option to compress the file.

Compressing PPT files on macOS and Windows.

In the macOS PowerPoint, you can reduce the file size of images but not music or videos.

Here are the steps to compress your PowerPoint on a Mac:

  • In PowerPoint, click File. If you only want to compress certain images, select them before you click File.
  • From the dropdown menu, click Compress Pictures.
  • Printing — highest quality.
  • Viewing on Screen — reduces image quality by 30%.
  • Sending in an email message — compresses images by another 30% or so.
  • Choose whether or not you’d like to delete portions of the photos that have been cropped out. By doing this, you can reduce the file size.
  • Decide whether you want to compress every photo in the slideshow or only the ones you already selected. Click OK when done.

For Windows, follow these instructions:

  • Click File and make sure Info is selected in the left sidebar.
  • Click Compress Media. Depending on the version of PowerPoint, the button will either say Multimedia or Media Size and Performance.
  • Choose the highest quality option if you want to maintain the presentation quality for in-person presentations.
  • Choose the middle option for a presentation best suited for the internet.
  • Choose the lowest quality option for the highest compression so you can easily share the PowerPoint over email.

Tips on how to reduce PowerPoint file size.

There are a few methods that can help reduce your PowerPoint file size.

  • Analyze image quality. Presenting high-quality images, audio files, and videos can create a more engaging experience for your audience. Each time you compress images, double-check to be sure they still look presentation-ready.
  • Replace 3D models. While 3D models are a unique component of presentations, they take up more storage space. Opting for similar static images may be the best option for sharing your presentation.
  • Convert images to JPEG. If your photos are in the PNG format, you may want to make them JPEGs. You can easily do this in PowerPoint by right-clicking the pictures and then choosing “Save as Picture.” From there, under “Save as Type:,” choose the option named JPEG. Save, and you’re done.

More resources to work with your files.

After compressing PowerPoint files, here are additional ways to work with your documents:

  • Learn two ways to convert a PDF to Google Slides for presentation.
  • Discover how to delete a slide in PowerPoint .
  • Learn how to redline documents in Word .
  • Discover how to convert a PPT to Google Slides .

Discover what more you can do with Acrobat online services to simplify editing and managing your PowerPoint and PDF files.

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How to Compress a PowerPoint

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Before you go to the effort of compressing your PowerPoint presentation, ask yourself if you even need to bother?

If you are not having trouble sharing your presentation, or you don’t need to email it to anyone (maybe you can share it on a USB instead), don’t worry about how large your presentation is.

If you’ve added lots of images, videos, graphics, and 3D models, your PowerPoint presentation might be huge. But so what?

Only follow these steps if you find that your presentation is becoming unwieldy or too big to share. And then, only do the minimum required to get to a functional state.

Table of Contents

[watch] 6 ways to compress a powerpoint presentation.

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1. Compress Images in PowerPoint

If you have lots of images in your presentation, you can save a lot of space by compressing them. This is a fast and uncomplicated way to reduce your PowerPoint file size.

You can also save a lot of file space in PowerPoint by converting your PNG images into JPEG images. To learn how to do that before you compress your images, read our guide here .

Example of how much space you can save in PowerPoint by compressing your images in PowerPoint

Notice in the picture above how much space was saved using the different compression options.

The HD (96 ppi) compressed file is 17x smaller than the original presentation. Just make sure when you compress your images that you pay attention to their quality.  The more you compress an image in PowerPoint, the more quality you will lose.

Ideally you want to use the HIGHEST quality resolution as possible, especially if you are presenting on a large overhead projector.

To compress your images in PowerPoint, follow these steps.

1. Open the Picture Format tab

Select a picture and open the Picture Format tab

Select a picture in PowerPoint to open the Picture Format tab in your Ribbon and select it.

The Picture Format tab is where all the commands and features related to working with and editing images are located.

For example, to see how to turn an image into a black and white drawing using the Artistic Effect features in PowerPoint, read our guide here .

If you do not see the Picture Format tab in your PowerPoint Ribbon, it means you have not selected an image or photo to work with. The Picture Format tab is contextual and will open only once you have selected an image or picture to work with.

2. Select the Compress Pictures command

compress powerpoint file 2016

Inside the Picture Format tab, find and select the Compress Pictures command.

Depending on your screen resolution and the size of your computer monitor, this command might appear as just an icon.

Either way, the icon should be to the right of the Transparency command.

3. Choose your compression options

Choose your compression options for your images in PowerPoint

You have two main compression options to choose from:

Apply only to this picture : This determines if the resolution you pick is applied only to the picture you have selected or to all the pictures within your presentation.

Most often, your images will require different compression resolutions. That’s why I recommend keeping the Apply only to this picture option selected and working your way through the images in your presentation one by one.

If you know that you want all of the pictures in your presentation compressed to a specific resolution, you can choose to unselect this option.

Delete cropped areas of pictures: Selecting this option removes any cropped areas in your pictures as part of the compression process. This will dramatically decrease the size of any images you have cropped.

However, please note that once you do this, you lose all the parts of the images that you cropped out. This means that you won’t be able to return to the original image and adjust the cropping.

To expand your knowledge and learn how to crop your pictures in PowerPoint to save additional space before you compress them, read our guide here .

4. Choose your resolution

compress powerpoint file 2016

Next, choose the resolution you want your image(s) compressed to. The smaller the resolution, the smaller the size of the images and the smaller the size of your presentation.

The question is, what is the best resolution to pick? This depends on how you plan to give your presentation.

If you’re presenting on a large overhead projector, I recommend choosing a higher resolution like HD (330 ppi) so that all your images are sharp and clear. If you are printing or just showing someone your presentation on your laptop, then Print (220 ppi) is fine.

I don’t recommend going much smaller than these two resolutions as the overall quality of your images will decrease rapidly.

For more help choosing the right resolution when compressing images in PowerPoint, see our guide here .

5. Click OK

compress powerpoint file 2016

Once you have made your compression choices and picked a resolution, click OK and PowerPoint will compress your image(s) for you.

Once PowerPoint finishes compressing your images, I recommend reviewing the quality of the compression to make sure everything looks okay. If you find that your image looks grainy, hit Ctrl+Z to undo and choose a higher resolution.

2. Compress Videos in PowerPoint

Videos and media files (like audio files) can be huge!

So if you have a video or other media files in your presentation, compressing them is another fast way to reduce your PowerPoint file size.  Or better yet, if you realize you are not using a specific video (or rarely use it), remove it.

Using the default video compression options in PowerPoint, I saw the following results, reducing my file size by over 6x.

Example of how much space you can save in PowerPoint by compressing your videos

To compress your videos and other media in PowerPoint, simply follow the following steps.

1. Select the File tab

Click the File tab to open the backstage view of PowerPoint.

Videos and other media are all compressed in the backstage view of PowerPoint, not in the Video Format tab like you might think.

Click the File tab in PowerPoint to open the backstage view

2. Select the Info tab

Find and click the Info tab to access the Compress Media tools.

In the backstage view click the Info tab

3. Open the Compress Media dropdown

Inside the Info tab and u nderneath Media Size and Performance, PowerPoint tells you the total size of the media files (video and audio) in your presentation.

Find and select the Compress Media command, which should be at the top of the Info tab. 

Select the Compress Media command to see your video and media compression options

If you do not see the Compress Media command, that means that you don’t have any media that PowerPoint can compress.

You can only compress videos and other media inside your current PowerPoint presentation. 

If you have narrated your presentation using PowerPoint’s built-in Record Slide Show command, your narration videos and audio do not require compression. To learn how to narrate a PowerPoint using PowerPoint’s built-in Record Slide Show command, read our guide here .

4. Choose a compression file size

In the Compress Media dropdown, choose one of the three compression options for your videos and other media:

  • Full HD (1080p)
  • Standard (480p)

Choose how much you want to compress your videos and other media files within your PowerPoint presentation

If you are not sure which compression option to choose, I recommend at least compressing using the Full HD (1080p) option. In my compression tests, the Full HD (1080p) reduced the size of my original video by half.

Full HD (1080p) works great for any overhead projector or monitor you will be presenting on. If you need to save more space, you can test out one of the smaller formats. But be careful. Just like when compressing images and photos, the more you compress your videos (or other media) the lower the quality of your video.

As a best practice when building presentations, use the highest compression rate you can without sacrificing the quality of the videos (or other media).

5. Wait as PowerPoint compresses your videos

After choosing a compression size, PowerPoint will begin compressing all the videos in your presentation. When it’s done, a dialog box will show you how much space you saved with each compressed video.

For example, for a raw video I inserted and compressed in PowerPoint, I saved 872.5 MB. That is A LOT and it allows me to share my presentation more easily.

To expand your knowledge and learn how to embed a video in PowerPoint (and learn how it is different than embedding a YouTube video), read our guide here .

Example of how much space you can save when you compress a large video file in PowerPoint

3. Clean out the Master Views in PowerPoint

Before you worry about compressing any of your images or videos, see if you can reduce your file size by removing hidden and unused elements in your presentation.

One of the culprits of a large PowerPoint file size (especially if you don’t feel like you have that many slides in your presentation), is hidden graphics on one or more of the following masters in PowerPoint:

  • Slide Master (most common)
  • Handout Master
  • Notes Master

The three master views of PowerPoint are the Slide Master, the Handout Master and the Notes Master

It’s common to find excessively large graphics or things you can eliminate to reduce file size in your different master views. That said, you do not want to just delete anything you find there. That is because someone might have set them up for a reason in the first place. Double-check before you start deleting things, but this is a common way to cut down the size of your deck

A. Slide Master - Hidden graphics

To navigate to the slide master view in PowerPoint, click the View tab and select the slide master command

To navigate to the Slide Master view to spot check your child slide layouts, simply:

  • Navigate to the  View tab
  • Select  Slide Master
  • Spot check your  Child Slide layouts

Here you want to look at your Child Slide layouts and see if there are any with extremely large pictures or media files that you are not using.

Then you can decide whether to compress them (as mentioned above) or delete them.

You might also find a lot of duplicate  Child Slide  layouts that you can simply remove. This happens when people copy and paste between presentations that don’t have a consistent or well-built PowerPoint template. To expand your knowledge and learn how to create your own custom PowerPoint template from scratch, read our guide here .

B. Handout Master - Hidden graphics

Click the View tab and select the Handout Master in PowerPoint

To navigate to the Handout Master view of your presentation, simply:

  • Select  Handout Master  in your Ribbon
  • Spot check your  Handout Master

Here you are looking for excessively large company logos or graphics that you can compress or remove.

PowerPoint shapes such as rectangles, lines and text boxes are fine. Removing them will not impact the size of your presentation.

Formatting your  Handout Master is a fantastic way to create customized slide handouts of your presentation, but if there are excessively large graphics here, compressing or removing them can help you decrease the size of your presentation.

C. Notes Master - Hidden graphics

Select the View tab, then click the Notes Master command to navigate to your Notes Master

To navigate to the Notes Master view of your presentation, simply:

  • Navigate to the  View Tab
  • Select  Notes Master  in your Ribbon
  • Spot check your Notes Master

If you find any excessively large images, or multi-media elements here, removing them will reduce your overall file size. You don’t have to worry about any shapes, lines, or text boxes (these will never increase the size of your presentation). You are looking for unnecessarily large graphics, or graphics that are placed outside of the Notes Master area (as those will never appear on your handouts anyway).

Formatting the Notes Master is a terrific way to create branded handouts for your speaker notes. However, if there are large graphics here that you are not using, compressing, or removing them can help reduce the size of your presentation.

To learn more about your Notes Master and how it affects the formatting and layout of your speaker notes in PowerPoint, read our guide here .

To expand your knowledge and learn how to professionally print your speaker notes in PowerPoint, read our guide here .

4. Swap out 3D Models and Other Media

If you have the Office 365 subscription ( check it out here ), you can now add 3D models and graphics into your presentations from the Insert Tab, 3D Models dropdown.

To insert a 3D model in PowerPoint, click the Insert Tab and use the 3D Models command

  • Click the Insert tab
  • Open the 3D Models dropdown
  • Select the location source for your 3D model

Below are examples of animated 3D models you can insert into PowerPoint. I’ve selected the rhinoceros.

Example selecting the 3D rhinoceros in PowerPoint using the new 3D models command

These 3D models can be quite large and there is currently no way to compress them. Notice in the picture below how adding just one animated 3D model adds over 26 MB to the PowerPoint file.

Example of how much space you can save by swapping out your 3D models in PowerPoint

So if you need to reduce the size of your presentation, try to replace any 3D models with a static image. For example, instead of using the 3D rhinoceros, use a picture of a rhinoceros instead.

Notice that the picture of the rhinoceros is 7x smaller than the 3D model on the left.

If you want to keep the 3D look of your model, you can also Copy ( Ctrl+C ) and Paste Special ( Ctrl+Alt+V ) your 3D model as a PNG image. That will retain the 3D look of the model in your presentation without its size. To expand your knowledge and learn more about the Paste Special shortcut (which is also the trick to pasting formatting in Excel), read our guide here .

Example of using a picture of a rhinoceros instead of the 3D model of a rhinoceros to reduce your PowerPoint file size

5. Convert PowerPoint to PDF

If you don’t need to present using PowerPoint, instead of trying to compress your presentation, you can simply convert it to the PDF file format.

That’s because the PDF conversion process automatically compresses images and removes any videos, 3D models, etc.

Use the Save As dialog box to convert your PowerPoint presentation into a PDF document

To convert your presentation to the PDF file format, simply:

  • Hit  F12  to open the  Save As dialog box
  • Change the  File Type  to PDF
  • Click  Save

Just be aware that not everything in your presentation will properly convert to the PDF file format. You will lose quite a few things, such as animations and transitions.  To learn all the ins and outs of converting a PowerPoint presentation into a PDF file format, read our guide here .

6. Compress PowerPoint as a ZIP File

As a last resort, you can also try to reduce the size of your presentation by compressing it into a ZIP file.

While this technique compresses everything in your presentation, it doesn’t always save you a ton of space.

For example, notice in the picture below how my file size has only been reduced by 4MB using this ZIP folder technique.

Example of how much space you can save by using a compressed (ZIP) folder

If you need to keep all of your videos, graphics, and 3D models as they are, this might be your best bet Just keep in mind that it might not save you a ton of space and you may be  better off using something like OneDrive, Google Drive or Dropbox.

How to create a compressed (zipped) folder

Right-click your file in the File Explorer window, select Send To and then select compressed (ZIP) folder

To compress your PowerPoint presentation into the ZIP file format, simply:

  • In File Explorer,  Right-Click  your file
  • Select  Send to
  • Choose the  Compressed (zipped) folder  option

Selecting the Compressed (zipped) folder , PowerPoint compresses your presentation as much as possible. How much room it saves depends on what is in your presentation. If you have already compressed your images and other multi-media files, then you will not save much space.

Below you can see the dialog box showing you that your presentation is being compressed.

Example of Windows compressing a file in a ZIP folder

How to extract a compressed (zipped) folder

To unzip a compressed folder simply right-click the folder and select Extract All

To decompress a zipped file, simply:

  • Right-Click the zipped folder
  • Select  Extract All…
  • Choose a  File Location  to extract your folder to
  • Click  Extract

Extracting your file turns your zip folder into a normal folder with your original PowerPoint file in it. Instead of just zipping your PowerPoint file, you can add additional files to a folder and ZIP the entire folder. In this way, you can reduce the overall file size of a number of files or documents you want to share with a client or colleague.

Compressing the different elements of your presentation is a great way to reduce your overall PowerPoint file size.

Just remember that compressing your PowerPoint presentations is an optional step. If you are not having any trouble sharing it with other people, don’t bother.

That’s because while reducing your file size can make it easier to share with others, it can also decrease the quality of the images and media.

If you enjoyed the depth of this tutorial, you can learn more about our PowerPoint training courses and resources here .

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5 Methods to Reduce the File Size of a PowerPoint Presentation

In some cases, especially when creating large presentations, the file size of your project may go up to a rather large number. This can make it difficult to share your finished presentation, especially if you’re using email services or a USB to store it on.

To help combat this issue, PowerPoint comes with options to compress various elements and reduce the file size or projects. You can compress images, videos, convert 3D objects to static images or even use the PPTX or ZIP formats to further optimize file size.

Our article focuses on all the methods to help you compress PowerPoint files and create more shareable presentations.

Jump to Solution

Method 1: compress images in powerpoint, method 2: compress videos in powerpoint, method 3: swap 3d models with static images, method 4: convert your presentation to pptx format, method 5: compress powerpoint presentations as a zip file.

how to reduce file size in powerpoint

The first way to reduce the file size of your presentations is definitely compressing the images used in your slides. Images with large resolution can quickly start generating large file sizes.

Oftentimes when making a presentation, there’s no need for large images to be displayed on the screen, so compressing your images won’t harm the final outcome. According to our tests, correctly compressed images can help you reduce the file size of your presentation by 17 times.

  • Select the picture you want to compress. This will open up the Pictures Tools Format tab in the ribbon on top of your screen.
  • Click on the Compress Pictures  button.
  • Select the desired picture quality and options. The lower the PPI number, the more compressed your image will be.
  • Make sure to check “ Delete cropped areas of pictures ” and choose whether you want to apply the compression to all pictures in your presentation, or selected pictures only.
  • Click the OK button. You should immediately see the changes in quality and notice the reduced file size.

It’s not a secret that video files can be huge. If you have videos embedded into your presentations, it’s not uncommon that you’ll end up with a large file size that’s hard to transfer between devices, USB’s and email. To make sure your presentation doesn’t exceed file size limits, you can try to compress the videos in it.

  • Open your presentation in PowerPoint, then navigate to the File tab and go to the Info page within the backstage view.
  • When video files are detected in your presentation, you'll be able to see the Compress Media button. Simply click on it, then choose the desired quality. In most cases, compressing to 1080p or 720p will significantly reduce the file size of your presentation.
  • A new window will open up showing the progress of the compression and determining how much space was saved. Wait for the process to finish.
  • Check your video and make sure you’re happy with the quality. If you want to undo the compression, navigate back to File > Info > Compress Media , and choose to Undo the last compression.

3D model images

(Source: Nuts & Bolts)

While 3D models are definitely useful and give your presentations more visual interest, they definitely increase the file size of the finished product. If you’re working with a limited amount of space, we recommend swapping 3D models with static images. You can use images from the internet, or even take a screenshot of the model and insert it manually.

  • If you want to replace the 3D model entirely, simply select it and press the Delete button on your keyboard. This will remove all traces of the model from your presentation as soon as you save it, and significantly reduce the file size.
  • Insert an image in place of the 3D model by using the Insert > Image menu. You may choose one from your computer, or look for one online within PowerPoint.

If you want to replace the 3D model with a static image of the model itself, follow these steps.

  • Create a new, blank slide with a white background.
  • Insert the 3D model you want to use and position it in any way you want to.
  • Take a screenshot using the Windows + Shift + S keyboard shortcut. This shortcut allows you to select a region of the screen instead of screenshotting the entire desktop. Select your 3D model on a white background.
  • On Mac, you can use the Command + Shift + 4 shortcut to do the same.
  • Delete the 3D model and the blank slide, then insert the screenshot of your model in place of the original.
  • If needed, select the screenshot and click on Picture Format > Remove Background . This will get rid of the white background, creating a transparent static image of your 3D model.

convert your presentation to PPTX format

Your presentation might be saved in the PPT format. This format is quite large compared to PPTX, which is the format used in files created post-2007, alongside the release of PowerPoint 2007. The optimized format aims to reduce the file size of presentations, making transfer much less of a hassle.

If you saved your presentation in the PPT format, don’t worry. There are plenty of free, online tools you can use to convert a PowerPoint presentation into the PPTX format. Here’s how.

  • Open the Convertio PPT Converter in your web browser. This is an entirely free-to-use website that allows you to convert a PPT file into PPTX online.
  • If your file is over 100 MB, click on the Sign Up button and create a free account. Otherwise, proceed to the next step.
  • Click on the Choose Files button and select your PPT presentation.
  • Make sure to select PPT to PPTX using the drop-down menus for file types.
  • Follow on-screen instructions and convert your presentation into the PPTX format. You should immediately see a decrease in file size.

compress powerpoint

As a last resort, you can save some space by sharing your presentation as a ZIP file. These compressed files are handy if you want to keep all of your original images, videos, models, and other elements, but still need to reduce the file size.

Here’s how you can convert a PowerPoint presentation into a ZIP on Windows 10 . Make sure to scroll to the next section if you’re on a Mac system!

  • Open the File Explorer and navigate to the location of your saved presentation.
  • Right-click on the presentation file and hover over the Send to option.
  • Choose the Compressed (zipped) folder option.
  • Wait for Windows to finish compressing your file. When finished, you’ll be left with a ZIP file that has a reduced file size and provides better shareability.

The instructions for Mac systems are as follows.

  • Open the Finder and navigate to the location of your presentation.
  • Right-click on the presentation and select Compress “(Presentation name)”
  • Wait for the process to finish. You should see a smaller ZIP file with the same name as your original presentation created.

We hope that this article helped you compress PowerPoint presentations and reduce the file size for easier sharing. Show your world the hard work you put into your presentations without having to sacrifice quality!

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How do I compress a presentation in PowerPoint 2016?

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Steve Rindsberg

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You can have PPT automatically compress images on a per-presentation basis:

File | Options | Advanced | Scroll to "Image Size and Quality"

Put a check next to "Discard editing data" and choose an appropriate target ppi value. 

PPT will downsample any images you add thereafter to the ppi value you've selected. 

Or you can select any picture, go to the Format tab and in the Adjust group, click "Compress Pictures".  This'll let you compress just the current picture or all pictures and select the same set of options as in the Advanced dialog box (only with better descriptions of the meaning of each option.)

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compress powerpoint file 2016

Compress your media files

You can improve playback performance and save disk space by compressing your media files.

(This feature is available in PowerPoint for Windows, but not on PowerPoint for Mac or PowerPoint for the web.)

Open the presentation that contains the audio or video files.

On the File tab, select Info , and then in the Multimedia section, select Compress Media *.

* Embedded subtitles and alternate audio tracks are lost in this compression process.

compress powerpoint file 2016

To specify the quality of the video, which in turn, determines the size of the video, select one of the following:

Full HD (1080p)      Save space while maintaining overall audio and video quality.

HD (720p)      Quality will be comparable to media which is streamed over the Internet.

Standard (480p)      Use when space is limited, such as when you are sending presentations via e-mail.

Media compression is in progress

Figure: Media compression in progress

On the File tab, select Info , and then in the Media Size and Performance section, select Compress Media *.

Click Compress Media

Presentation Quality      Save space while maintaining overall audio and video quality.

Internet Quality     Quality will be comparable to media which is streamed over the Internet.

Low Quality      Use when space is limited, such as when you are sending presentations via e-mail.

Media compression is in progress

Important:  Certain older video file formats may not compress or export properly in Office on a Windows RT PC. Instead, use modern media formats such as H.264 and Advanced Audio Coding (AAC), which PowerPoint 2013 RT supports. Want to know what version of Office you’re using?

The following are article that you might also find helpful:

Tips for improving audio and video playback and compatibility

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How to Reduce PowerPoint File Size in Office 2019 / 2016

How can I reduce the size of my PowerPoint presentation and make it easier to upload or share? Embedded pictures are the common cause for large PowerPoint files. In this tutorial we’ll show you an easy way to compress the embedded images and reduce the PowerPoint file size in Office 2019 / 2016.

compress powerpoint file 2016

  • When you come back to the Save As dialog, click on Save . You’ll get a smaller PowerPoint file with all the embedded images compressed. It’s as simple as that to reduce PowerPoint file size in Office 2019 / 2016.

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How to Compress Images in PowerPoint to Reduce File Size (10 Strategies)

Compress images in PowerPoint to reduce file size and with pictures made smaller.

10 Strategies to Compress Images in Large PowerPoint Presentations

by Avantix Learning Team | Updated July 21, 2020

Applies to: Microsoft® PowerPoint® 2010, 2013, 2016, 2019 and 365 (Windows)

There are many strategies you can use to compress images in PowerPoint presentations to reduce file size. It's common to use built-in compression features in PowerPoint to make large files smaller but you can also reduce image size before you insert pictures on your slides. If you're using 365, 3D models can cause a significant increase in file size.

The following are 10 ways to compress images in PowerPoint presentations:

  • Compress pictures using Compress Pictures on the Ribbon
  • Compress pictures when saving a PowerPoint file
  • Change default compression settings in PowerPoint Options
  • Insert pictures instead of copying and pasting
  • Use image files at a lower resolution
  • Convert images to a different file type
  • Replace 3D models with 2D alternatives
  • Save a copy of images with picture effects
  • Discard editing data
  • Link to images

Note: Buttons and Ribbon tabs may display in a different way (with or without text) depending on your version of PowerPoint, the size of your screen and your Control Panel settings. For PowerPoint 365 users, Ribbon tabs may appear with different names. For example, the Picture Tools Format tab may appear as Picture Format.

To view file size in PowerPoint:

  • Click the File tab in the Ribbon.
  • Click Info. In the Properties area, file size is listed beside Size.

Once you've completed the following strategies, close and save the PowerPoint file, reopen it and check the file size again. You can also view file size in Windows 10 File Explorer or Windows Explorer in older versions of Windows.

Recommended article : PowerPoint Slide Show Shortcuts (50+ Shortcuts)

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1. Compress pictures using Compress Pictures on the Ribbon

One of the most common ways to reduce file size is to compress one or all of the pictures in your PowerPoint file using Compress Pictures. You may want to try this with one picture at a time to be sure you are satisfied with the result after compression.

To compress a picture:

  • In Normal View, display the slide with the image or picture you want to compress. You can't compress shapes that draw in PowerPoint.
  • Select the image or picture on the slide. You can Shift-click multiple images if they are on the same slide.
  • Click the Picture Tools Format or Picture Format tab in the Ribbon.
  • In the Adjust group, click Compress Pictures. A dialog box appears.
  • Select the check box to Apply only to this picture if you want to compress only the current picture or uncheck this option if you want to compress all pictures in the presentation.
  • Select the check box to Delete cropped areas of pictures if you have cropped images and want to permanently delete the areas you have removed by cropping.
  • Choose the desired document resolution.

PowerPoint compress pictures dialog box to compress one or more images on a slide.

Select the target output resolution that is most appropriate for the way you want to use the file. Select E-mail (96 ppi) for maximum compression. Use Web (150 ppi) if you plan to post your presentation online or project it. Choose Print (220 ppi) if you intend to print. HD options (such as 330 ppi) are available in newer versions for high-definition displays.

If a picture has already been compressed, higher-resolution compression options may not be available. For example, if you've saved a presentation and the default 220 ppi compression in PowerPoint options is set, you won't be able to compress an image again using 330 ppi (HD). Use Document Resolution refers to the resolution specified the Set Up Slide Show settings on the Slide Show tab . Normally, this resolution is the same as your computer screen.

Images that are downloaded from the internet may already be compressed so higher-resolution compression options may not be available for an image. Also, although PowerPoint will allow you specify compression settings for CMYK images, it won't actually compress them.

Don't forget to check pictures in Slide Master View (click the View tab in the Ribbon and then click Slide Master) as you may want to compress those images as well.

2. Compress pictures when saving a PowerPoint file

You can also compress all images when you save a PowerPoint file.

To save a PowerPoint file and compress images:

  • Choose Save As. If necessary, click Options or More Options. A dialog box appears.
  • Navigate to the desired location and name the file with a different name (such as OurServices2).
  • Click Tools. A drop-down menu appears.
  • Click Compress Pictures. A dialog box appears.
  • Select the desired resolution.
  • Click Save.

3. Change default compression settings in PowerPoint Options

PowerPoint compresses pictures by default based on settings in PowerPoint Options. If you set the default to a lower resolution, this should reduce file size. It's important to note that the compression settings are applied when you save the PowerPoint presentation and only for the current file.

To change automatic compression settings:

  • Click Options. A dialog box appears.
  • In the categories on the left, click Advanced.
  • In the Image Size and Quality settings, choose an option for Default resolution. If you turn off compression completely, your file size would not be compressed.

Below is the PowerPoint Options dialog box with resolution settings in 365 (resolutions are different depending on version):

PowerPoint Options dialog box for selecting image resolution to compress pictures.

Higher resolution options are not available in older versions of PowerPoint. You can change the automatic picture compression for the current file only so it's best to change compression settings when you first create a PowerPoint file.

4. Insert pictures instead of copying and pasting

It's best to insert pictures, rather than copying and pasting (or dragging and dropping) into the PowerPoint file. When you copy and paste (or drag and drop) an image into a presentation, it can lose compression, change file type and also bring in other data that can increase file size.

To insert a picture onto a PowerPoint slide:

  • In Normal View, display the slide where you want to insert a picture.
  • Click the Insert tab in the Ribbon and click Pictures (2013 and later versions) or Picture (2010). You can also click the Pictures or Picture icon in a placeholder on a slide. A dialog box appears.
  • Navigate to the location of the picture.
  • Select the picture and click Insert or double-click the picture.

You also have the option of linking to a picture file by clicking the arrow beside Insert in the Insert Picture dialog box and then choosing Link to File. However, the picture is not actually "in" the file (which reduces file size) and if you email the document, the pictures will not be included. If you use this strategy, it's best to copy the picture to the same folder as the PowerPoint presentation and be sure to bring the entire folder with you when you deliver the presentation.

5. Use image files at a lower resolution

It's best to insert pictures in smaller sizes to reduce the size of your PowerPoint files. For example, if you are inserting pictures from a stock photo site, select the lowest resolution possible at the quality level you require. It you're taking pictures with a phone, save or send images at a lower resolution and insert the lower resolution images into your PowerPoint decks

You can also open an image in an image editing program (such as Microsoft Picture Manager or Adobe Photoshop) and then save it at a lower resolution.

6. Convert images to a different file type

You can save pictures in PowerPoint, delete them, and reinsert them into the PowerPoint file. For example, you could save a TIFF (Tagged Image File Format) image as a JPG (Joint Photographic Experts Group) or PNG (Portable Network Graphics) and reduce the size of the image.

To save an image in a different format and reinsert it into PowerPoint:

  • Right-click the picture. A drop-down menu appears.
  • Select Save As Picture. A dialog box appears.
  • Navigate to the folder where you want to save the image.
  • Enter a name for the file and select a format such as JPG or PNG (PNG supports transparent backgrounds).
  • In the PowerPoint presentation, delete the original image.
  • Click Insert and then click Picture(s).
  • Navigate to the location with the image you saved.
  • Double-click the image.

7. Save a copy of images with picture effects

When you apply picture effects, including artistic effects, to an image, PowerPoint retains two copies of the image (the original and a copy with the picture effects). This allows the user to reset the image but can significantly increase file size. Compressing pictures also doesn't normally have any effect on images where you have applied artistic effects.

If you have applied picture effects  (such as blur ) to an image, you can reduce file size using the following method:

  • Right-click the image with the picture effect(s). A drop-down menu appears.
  • Enter a name and select a file type (such as JPG or PNG).
  • In the PowerPoint presentation, delete the image with the picture effect(s).
  • Navigate to the location with the image you saved with the artistic effect.

8. Replace 3D models with 2D alternatives

In PowerPoint 365, you can insert 3D models which can be very large in size. Although 3D models are not inserted as pictures but rather as 3D models, they are images. One model we inserted took 17 MB of space. You can't compress 3D models like other types of images so you may need to delete them or use a picture instead if file size is an issue.

To replace a 3D model with a 2D picture:

  • Right-click the 3D model. A drop-down menu appears.
  • In the PowerPoint presentation, delete the 3D model.

Below is an example of a 3D image saved as a picture:

Compress pictures in PowerPoint by converting 3d models to 2d images.

The 3D model is on the left and the image on the right has been saved as a PNG file and then inserted back into PowerPoint.

You also have the alternative of cutting the 3D model and pasting it back onto the slide as a picture.

To replace a 3D model with a 2D picture by cutting and pasting:

  • Click the 3D model.
  • Press Ctrl + X to cut it.
  • Press Ctrl + Alt + V. The Paste Special dialog box appears.
  • Click a picture format (such as JPG, PNG or Enhanced Metafile).

If you use either method, you will lose the 3D functionality so you may want to store a copy of the 3D model in another file (or a copy of the file).

9. Discard editing data

You can also discard the copy of images that PowerPoint retains if you want to reset an image.

To discard editing data:

  • In the Image Size and Quality settings, select Discard editing data.

This setting is applied only to the current presentation.

Below is the PowerPoint Options dialog box with Discard editing data selected:

PowerPoint Options dialog box with Discard editing data checked to compress pictures.

10. Link to images

If you are creating presentations for a conference, large company event or a social event (such as a graduation) with hundreds of pictures, you can link to the picture files instead of copying them into your presentation. If you copy hundreds of images into a presentation, PowerPoint may crash if it hits the memory limit for Office so consider linking instead.

To link pictures:

  • Click the Insert tab in the Ribbon.
  • Click Picture(s).
  • Click the picture. A dialog box appears.
  • On the bottom right of the dialog box, click the arrow beside Insert.
  • Select Link to File.
  • Repeat for other pictures.

If you choose to link to images, it's a good idea to keep the images in a folder in the same folder as the presentation and then copy the entire folder if you are going to present on another device.

For more ways to reduce presentation size, check out How to Compress PowerPoint Presentations to Reduce File Size (10 Ways).

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How to Compress Images in PowerPoint to Reduce File Size (10 Strategies)

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How to reduce powerpoint file size in office 2016 for windows or mac.

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To increase the view of a PowerPoint presentation, a large number of pictures are usually added to slides, which makes the entire PowerPoint file very large in size. However, it is not so convenient to store, share, send, or upload a large file. Then is there any way to make a large PowerPoint file smaller? Yes. Now, this post will show you how to reduce PowerPoint file size in Office 2016 for Windows or Mac.

The pictures may be an indispensable part of your presentation. You can’t remove them, but you can compress them to a smaller size, which not only will not affect picture viewing effect but also can reduce the PowerPoint 2016 file size . Following is how to compress pictures in PowerPoint 2016 for Windows and Mac.

  • Part 1: in PowerPoint 2016 for Windows
  • Part 2: in PowerPoint 2016 for Mac

Part 1: Compress pictures to reduce PowerPoint file size in Office 2016 for Windows

Step 1: Open the PowerPoint presentation.

Step 2: Double-click on one picture, and then you will see the Picture Tools appear in the menu bar. On the Format tab, click the Compress Pictures .

Click Compress Pictures

Step 3: In the Compress Pictures dialog, under Resolution section, select E-mail (96 ppi): minimize document size for sharing , untick Apply only to this picture if you want to compress all pictures in this PowerPoint presentation, keep Delete cropped areas of pictures checked, and click OK .

Choose compress options

Step 4: Press Ctrl + S to re-save this presentation to save the changes. Then you will find the PowerPoint file size is reduced much more.

Part 2: Compress pictures to reduce PowerPoint file size in Office 2016 for Mac

Step 2: Click File and then in the File menu select Reduce File Size .

Select Reduce file size

Step 3: In the Picture Quality box, select Best for sending in e-mail (96 ppi) , check Delete cropped areas of pictures, select All pictures in this file or select Selected pictures only based on your own needs, and then click OK .

Compression options

Step 4: Re-save this presentation. You will find the PowerPoint file size is reduced much more.

Additional two tips:

Tip 1: Recommend you to use pictures in .jpg, .gif format rather than .bmp format because images in the .bmp format are usually very huge in size.

Tip 2: In some cases, re-saving a PowerPoint file with a new name can reduce the file size by up to 50%.

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Video Compression Options in PowerPoint 2016 for Windows

Learn how to trim video clips in PowerPoint 2016 for Windows. You can choose from several compression qualities.

Author: Geetesh Bajaj

Product/Version: PowerPoint 2016 for Windows

OS: Microsoft Windows 7 and higher

Date Created: June 12, 2017 Last Updated: April 7, 2022

Learn PowerPoint

Explore Timelines that are Different – 04.

Recent versions of PowerPoint accept more video file formats than previous versions, and can do a lot more with videos, including trimming video clips . However, these newer versions also embed all inserted video clips by default, and this can result in huge presentations that contain large video files. This ultimately occupies oodles of disk space and may also make PowerPoint work a wee bit slower. To tackle this problem, you can explore media compression abilities built right inside PowerPoint. You no longer need any third-party media compression tool since PowerPoint's native Media Compression options make this task very easy indeed.

Video or Audio Compression?

Although the techniques explained in this tutorial pertain to video compression, they work for audio files too.

Follow these steps to learn more about video compression options in PowerPoint 2016 for Windows :

  • Open a presentation where you have already inserted a video clip that you want to compress. Optionally, save your presentation as a new file if you also want to have an original, uncompressed version of the presentation.
  • Now, access the File menu, and choose the Info Pane , as shown in Figure 1 , below. Thereafter, click the Compress Media button, as shown highlighted in red within Figure 1 .

Compress Media button within the Info pane

Missing Compress Media Button?

  • Do not see any Compress Media button? This option shows up only if you have video or audio clips inserted within PowerPoint. There are exceptions too. You will not see the Compress Media button if you used an online video . Also, if you choose to link a video clip rather than embedding it, this button will be visible, but grayed out. To learn how to link a video rather than embed it within a presentation, look at step 3 in our Insert Video (Movie) Clips in PowerPoint 2016 tutorial.
  • Doing so brings up the Compress Media drop-down menu, as shown in Figure 2 , below.

Compress Media drop-down menu

  • The top three options within the Compress Media drop-down menu are explained below:

Presentation Quality

  • Helps save space and also at the same time maintains the overall audio and video quality.

Internet Quality

  • Video quality post compression is comparable to video typically streamed over the internet.

Low Quality

  • Produces video of very low quality hence can be used when file size is more important than quality.
  • Click to choose any one of the compression quality levels.
  • Doing so opens the Compress Media window which shows the compression process. Once the compression is done, you can see the disk space you saved at the bottom of the Compress Media window, as shown in Figure 3 , below.

Compress Media window

  • Click the Close button to get back to Backstage view .
  • Preview your video after compression, if you are unhappy with the compression result you can undo the compression. To do so, click the Compress Media button again, and select the Undo option from the resultant drop-down menu, as shown in Figure 4 , below.

Undo option to revert compression

Choose Undo Before Closing the Presentation

Compress, trim, and reset.

  • Compression of any type will finalize any Trim Video options you chose. After compression, all parts of the video that were trimmed away will no longer be available. Also, the Reset options will only reset the appearance of the video.
  • Make sure to save your presentation often.

14 04 02 - Video in PowerPoint - Advanced: Video Compression Options in PowerPoint (Glossary Page)

Video Compression Options in PowerPoint 2013 for Windows Video Compression Options in PowerPoint 2010 for Windows

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  1. Reduce the file size of your PowerPoint presentations

    Reduce the character set of embedded fonts. To make your presentation more sharable with others who don't have the same fonts in their system, it's typical to embed the fonts you use. However, embedded fonts will increase your file size. To minimize the file increase, embed only those characters used in the presentation. Go to File > Options ...

  2. How to Reduce the File Size of a PowerPoint Presentation

    Turn Off AutoRecover Copy Everything Into a New Presentation A Possibility: Unzip the Presentation and Compress It Considering that Microsoft PowerPoint presentations are generally accompanied with tons of images, gifs, embedded videos, charts, graphs, and other content, it's no surprise that you get some pretty big files.

  3. 10 Ways to Compress PowerPoint Presentations to Reduce File Size

    1. Compress pictures One of the most common ways to reduce file size is to compress one or all of the pictures in your PowerPoint file. You may want to try this with one picture at a time to be sure you are satisfied with the result after compression. To compress a picture: In Normal View, select a picture on image on a slide.

  4. 3 Ways to Reduce Powerpoint File Size

    1 Double-click an image. Doing so will open the Format tab at the top of the PowerPoint window. If your PowerPoint file isn't yet open, first open it by double-clicking it. It doesn't matter which picture you double-click, since all of them will open the appropriate tab. 2 Click Compress Pictures.

  5. How to Reduce Your PowerPoint File Size Way Down (+ Video)

    Then, click on it to select it. Next, find the Insert dropdown in the Tools section. This is in the lower right corner of the Insert Video browser. On the dropdown, click Link to File. Choose Link to File to link to a video file, instead of embedding it directly inside the PPT deck.

  6. Zip a presentation file

    Right-click the presentation, and select Send to > Compressed (zipped) folder. Windows creates a new zip file and gives it an identical name as the PowerPoint file. Send the compressed file to your intended recipient, who can then decompress the file just by clicking it. Compressing media files in presentations

  7. How to Compress a PowerPoint File on a PC or Mac

    1. In the ribbon or menu bar at the top of the screen, click "File." Make sure that "Info" is selected in the left sidebar. 2. Click "Compress Media." Depending on whether your version of...

  8. Compress PowerPoint Files, Online PPT Compressor

    100% Free for Anyone You can use our online file compressor for free, please share our website with your friends. Compress PowerPoint files online for free, reduce file size of PPT/PPTX/PPTM documents online, compress Microsoft PowerPoint files online, free PPT compressor. No registration, no watermarks, free to use for anyone.

  9. How to compress PowerPoint files: Compressing PPT

    Click File on the top toolbar and choose Options > Advanced. Under the Image Size and Quality heading, choose these settings: Check "Discard editing data." Uncheck "Do not compress images in file." Select 150 PPI or lower in the Default resolution dropdown menu. Click OK.

  10. How to Compress a PowerPoint Presentation

    To compress your PowerPoint document just follow these steps: a. Go to File > Info. b. Choose the Compress Media option. Just like with images, it will give you quality options, and pick the one that fits better your needs. c. A new window will pop up to show you the compressing progress.

  11. How to Compress a PowerPoint

    To compress your videos and other media in PowerPoint, simply follow the following steps. 1. Select the File tab. Click the File tab to open the backstage view of PowerPoint. Videos and other media are all compressed in the backstage view of PowerPoint, not in the Video Format tab like you might think. 2.

  12. 5 Methods to Reduce File Size of a PowerPoint Presentation

    Our article focuses on all the methods to help you compress PowerPoint files and create more shareable presentations. Method 1: Compress images in PowerPoint. Method 2: Compress videos in PowerPoint. Method 3: Swap 3D models with static images. Method 4: Convert your presentation to PPTX Format. Method 5: Compress PowerPoint presentations as a ...

  13. Reduce the file size of your PowerPoint presentations

    Go to File > Options > Save. Under Preserve fidelity when sharing this presentation, select Embed fonts in the file, and then select Embed only the characters used in the presentation. Note: If you've used custom fonts and want others to edit the presentation, select Embed all characters. See Also Reduce the file size of your Excel spreadsheets

  14. Compress PowerPoint Files (PPT, PPTX, ODG) Online for Free

    Totally Free to Use You don't have to pay a single cent (or penny?) to compress files online with our service. Here you can compress PowerPoint PPT, PPTX, PPTM and ODG files online and reduce their file size of up to 90% the original size. Just select the PowerPoint file (max 50MB) to compress and wait.

  15. How do I compress a presentation in PowerPoint 2016?

    How do I compress a presentation in PowerPoint 2016? Help shows "Media Size and Performance" option under File - Info, but I see no such option -- only Protect Presentation, Inspect Presentation and Manage Presentation. This thread is locked. You can vote as helpful, but you cannot reply or subscribe to this thread. I have the same question (95)

  16. Compress your media files

    Newer versions Office 2013 - 2016 Open the presentation that contains the audio or video files. On the File tab, select Info, and then in the Multimedia section, select Compress Media *. * Embedded subtitles and alternate audio tracks are lost in this compression process.

  17. How to Reduce PowerPoint File Size in Office 2019 / 2016

    Open the PowerPoint file you want to compress with Office 2019 / 2016 application. Click the File tab in the upper-left corner. In the new window, select the Save As tab on the left side and then click on the Browse icon. You'll then need to choose where to save the compressed PowerPoint file and give it a new file name.

  18. How to Compress Video and Audio Media in PowerPoint to Reduce File Size

    Open the copy of the presentation. Click the File tab in the Ribbon. Select Info. In the Media Size and Performance area, select Compress Media. A drop-down menu appears. Select a video quality. Options in 2019 and 365 include HD choices. Full HD (1080p) will save space while maintaining overall audio and video quality.

  19. How to Compress Images in PowerPoint to Reduce File Size (10 Strategies)

    To save a PowerPoint file and compress images: Click the File tab in the Ribbon. Choose Save As. If necessary, click Options or More Options. A dialog box appears. Navigate to the desired location and name the file with a different name (such as OurServices2). Click Tools.

  20. How to Reduce PowerPoint File Size in Office 2016 for ...

    Part 1: Compress pictures to reduce PowerPoint file size in Office 2016 for Windows. Step 1: Open the PowerPoint presentation. Step 2: Double-click on one picture, and then you will see the Picture Tools appear in the menu bar. On the Format tab, click the Compress Pictures. Step 3: In the Compress Pictures dialog, under Resolution section ...

  21. Compress Pictures in PowerPoint 2016 for Windows

    To reduce the resolution and compress images within PowerPoint 2016 for Windows, follow these steps: Open the presentation, navigate to any slide that contains a picture and select it. This brings up the Picture Tools Format contextual tab on the Ribbon as shown in Figure 1 (highlighted in blue ). Figure 1: Picture Tools Format tab

  22. Video Compression Options in PowerPoint 2016 for Windows

    Video Compression Options in PowerPoint 2016 for Windows Learn how to trim video clips in PowerPoint 2016 for Windows. You can choose from several compression qualities. Author: Geetesh Bajaj Product/Version: PowerPoint 2016 for Windows OS: Microsoft Windows 7 and higher Date Created: June 12, 2017 Last Updated: April 7, 2022 Learn PowerPoint