Reduce the file size of your PowerPoint presentations
If the file size of your presentation is too large, try the following tips to make it more manageable.
Compress pictures in your presentation
Select a picture in your document. The Picture Format tab appears.
On the Picture Format tab, in the Adjust group, select Compress Pictures .
Under Compression options , do any of the following:
Make sure that Apply only to this picture is not selected so that the changes you make here will apply to all pictures in the document.
Select Delete cropped areas of pictures . This option removes the cropped picture data but note that if you delete the cropped picture data, you won't be able to restore it.
Under Resolution , select Use default resolution .
Under Compression options , do either of the following:
Select Delete cropped areas of pictures . This option removes the cropped picture data but note that if you delete the cropped picture data, you won't be able to restore it.
Delete image editing data and lower default resolution
By default, when you edit an image, the data from the original is retained (to ensure the image can be restored). Discarding it means that you can't restore the changes you make, but it will reduce your file size. Lowering the default resolution for images also reduces your overall file size.
Go to File > Options > Advanced .
Under Image Size and Quality , do the following:
Select Discard editing data . This option removes stored data that's used to restore the image to its original state after it's been edited. Note that if you discard editing data, you won't be able to restore the image after you edit it.
Make sure that Do not compress images in file is not selected.
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 > Save .
Note: If you've used custom fonts and want others to edit the presentation, select Embed all characters .
Reduce the file size of your Excel spreadsheets
Reduce the file size of your Word documents
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How-To Geek
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.
Quick Links
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.”
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.”
Your PPT file will now be converted to a PPTX file. As you can see, the size of the file has been reduced.
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.
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.
Next, select “More Options,” which you'll find under the area where you would name your file and choose the file type.
The “Save As” window will appear—this time with a few extra options available to you. Next to the “Save” button, click “Tools.”
In the drop-down menu that appears, select “Compress Pictures.”
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.”
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.
On the “Save” tab, untick the “Embed fonts in the file” checkbox and then click “OK.”
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:
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:
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.”
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.”
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."
The “Document Inspector” window will appear. Make sure the “Document Properties and Personal Information” box is checked, and then click “Inspect."
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.”
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 975,001 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
- 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.
Compressing Images on Mac
Removing Edit Data on Windows
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
- 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
- ↑ 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
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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10 Ways to Compress PowerPoint Presentations to Reduce File Size
10 Strategies to Compress or Reduce the Size of Large PowerPoint Presentations
by Avantix Learning Team | Updated September 21, 2023
Applies to: Microsoft ® PowerPoint ® 2013, 2016, 2019 and 365 (Windows)
You can compress or reduce the size of large PowerPoint presentations in several ways. The most common strategy to reduce the size of a PowerPoint file is to compress pictures, video and audio. However, you can also use other methods to make files smaller including saving media and PowerPoint files in other formats and converting or removing embedded objects.
In this article, we'll look at 10 ways to compress or reduce the size of a PowerPoint presentation:
- Compress pictures
- Insert pictures instead of copying and pasting
- Use smaller image files
- Convert images to a different file type
- Save a copy of images with artistic effects
- Compress audio and video
- Link to audio or video files
- Convert Excel charts and other embedded objects
- Save a copy of large PowerPoint files
- Save a copy in PDF format
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 : How to Embed a YouTube Video in PowerPoint
Do you want to learn more about PowerPoint? Check out our virtual classroom or live classroom PowerPoint courses >
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.
- Click the Picture Tools Format or Format Picture 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 wish 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.
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 or delete those images as well.
Also, be sure to check image(s) after you compress them to be sure to are satisfied with the quality of the image(s). If you create a copy of the presentation before compressing the image(s), you can revert to the original if necessary.
2. 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.
3. Use smaller image files
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 phone taken at a high resolution, this will result in larger PowerPoint decks. Create, save or send images at a lower resolution and insert the lower resolution images into your PowerPoint files.
If you're using stock images, select images at the lowest resolution (at the quality level you require). 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.
In PowerPoint 365, one of the biggest culprits causing inflated file size is 3D models. Although 3D models are not inserted as pictures but rather as 3D models, they are images. One 3D model we inserted took up 17 MB of space. You can't compress 3D models like other types of images so you may need to delete 3D models or use a picture instead of a 3D model if file size is an issue.
4. Convert images to a different file type
Prior to inserting an image in PowerPoint, you can open it in an image editing program (such as Microsoft Picture Manager or Adobe Photoshop) and then use Save As to save the image in another format.
The format that will result in the smallest size is usually JPEG (Joint Photographic Experts Group format) or JPG. The JPEG compression algorithm significantly reduces the file size of images.
You can also save images in PowerPoint in different formats:
- 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.
- Click Save.
- 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.
5. Save a copy of images with artistic effects
When you apply an artistic effect to an image, PowerPoint retains two copies of the image (the original and a copy with the artistic 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 an artistic effect (such as blur) to an image, you can reduce file size using the following method:
- Right-click the image with the artistic effect. A drop-down menu appears.
- Enter a name and select a file type (usually JPG or PNG).
- In the PowerPoint presentation, delete the image with the artistic effect.
- Navigate to the location with the image you saved with the artistic effect.
6. Compress audio and video
In 2010 and later versions of PowerPoint, audio and video files are copied into presentations rather than linked to the original files. You can improve playback performance and reduce PowerPoint file size by compressing audio and video files in your presentation.
Files can be compressed at different quality levels.
In PowerPoint 2013 and 2016, you can compress to the following quality levels:
- Presentation Quality – select this option to save space but maintain overall audio and video quality.
- Internet Quality – select this option and quality will be comparable to media which is streamed over the web.
- Low Quality – select this option if space is limited, such as when you are sending presentations via e-mail.
In PowerPoint 2019 and 365, you can compress to the following quality levels:
- Full HD (1080p) – select this option to save space while maintaining overall audio and video quality.
- HD (720p) – select this option to save space and the quality will be comparable to media which is streamed over the Internet.
- Standard (480p) – select this option when space is limited, such as when you are sending presentations via e-mail.
The following compression options appear in PowerPoint 2019 or 365:
Note: Some older video file formats may not compress or export properly. Embedded subtitles and alternate audio tracks will be lost in the compression process.
To compress media in PowerPoint:
- Open the presentation that contains the audio or video files you want to compress.
- Save a copy of the presentation so you can retain a copy of the file with the original media.
- In the copy, click the File tab in the Ribbon.
- Click Info.
- In the Media Size and Performance area, click Compress Media. A dialog box appears.
- Select the desired compression option. A dialog box appears indicating that media compression is in progress. PowerPoint will indicate how much space is saved.
- When compression is complete, click Close.
7. Link to audio or video files
You also have the option of linking to audio or video files. When you insert an audio or video file, click the arrow beside Insert in the Insert dialog box and then choose Link to File. Linked audio or video is not actually "in" the presentation (which reduces file size) and if you email the presentation, the media files will not be included if you have linked to audio or video files. Linking was the default behavior in PowerPoint 2007 and earlier versions for video and larger audio files.
If you choose to link to audio or video files, t's best to copy the media files to the same folder as the PowerPoint presentation and be sure to bring the entire folder with you when you deliver the presentation.
Note: You cannot apply certain types of formatting to linked video files.
8. Convert Excel charts and other embedded objects
Embedded objects such as Excel charts or worksheets can also increase file size. If you convert embedded objects to images, it can impact the size or your presentation. You can also reduce file size by breaking links to Excel files.
If you want to convert embedded objects into pictures, you can ungroup them or cut and paste them back into PowerPoint.
To ungroup an object:
- Select the chart or embedded object.
- Click the Format tab in the Ribbon. This tab may appear as Drawing Tools Format, Drawing Format or Shape Format.
- Select Group and then Ungroup. A dialog box appears asking if you want to convert the object to a PowerPoint object.
To cut an object and paste it back into a presentation as a picture:
- Select the embedded chart or object.
- Press Ctrl + X to cut it.
- Click the Home tab in the Ribbon.
- Click the arrow below Paste to display the drop-down menu and then choose Paste Special.
- Select an image type (such as JPEG) and click OK.
If you have links to Excel files, you can reduce file size using Edit Links to Files. Check out How to Break, Update or Change Links to Excel Charts or Worksheets in PowerPoint for more information on how to break links.
9. Save a copy of large PowerPoint files
It's a good idea to save a copy of a large PowerPoint files periodically using Save As and give the file a different name (i.e. Sales Presentation and the date). If you save a copy using Save As, version history and some editing data is removed during the process and this will reduce file size. This can also help avoid corrupted files.
To save a copy of a PowerPoint presentation:
- Choose Save As. If necessary, click Options or More Options. A dialog box appears.
- Navigate to the desired location.
- Enter a new name for the presentation.
10. Save a copy in PDF format
It's also common to save a copy of a presentation as a PDF (portable document format) file to reduce the size and then share it with others. You can compress images during the process.
To save a PowerPoint presentation as a PDF (and compress images):
- Choose Save As and then click Options or More Options if necessary. A dialog box appears.
- Navigate to the desired location and enter a name for the file. You can use the same name since the extension will be different (PDF).
- Under File Type, select PDF.
- Click Tools on the bottom right of the dialog box. A drop-down menu appears.
- Select Compress Pictures. A dialog box appears.
- Click the desired compression option.
Large file size is a common problem in PowerPoint and you can use these strategies to reduce the size of your PowerPoint presentations. Compressing the size of your decks should also help to improve speed and avoid crashes.
This article was originally published on November 6, 2016 and has been updated for clarity and content.
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PPT also goes by the name of PowerPoint Presentation and are used in all walks of life including the home, school and at work. PPT files can range in size depending on the content of the presentation. If a presentation contains a lot of images or videos then the file size can be especially large. Even just one high resolution image - such as a BMP - can increase the size of a PPT file tenfold. When a user complains that they have run out of space in their mailbox it is typically because they've been sent one too many large presentations. It is not surprising then that there is such a need to compress PPT files so that they do not take up as much storage and can be more easily shared. Using the Zamzar PPT compression tool, individual (and sizeable) elements - such as pictures and videos - are compressed bringing the overall file size down. Once compressed, the PPT (including the images and video within it) does not suffer from any noticeable loss in quality despite the file size being shrunk. It's worth remembering that if you receive a PPT file and need to send it on you can always put it through the Zamzar compression tool before you do so.
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Compress PPT Presentations Online
May 8, 2023 by Hung Nguyen
Learn how to reduce the size of your PPT files significantly, at no cost, using Smallpdf. No watermark, no registration, and no installation.
We’ve come across many large PPT files in our years of compressing digital documents, from sales pitches to lecture material and business proposals. Usually, the need to reduce the size of these files comes from having to share them via email, where the file size cap is around 20 MB. Compressing PowerPoint files also comes in handy to save storage space, be it on your local computer or an otherwise pricey cloud service such as Dropbox. You can use our online compress tool to shrink your PPT down significantly and thus make your life easier and save some money.
How to Compress a PPT File for Free
Upload your ppt to the compress tool ., choose “basic compression.”, click on “export as” and choose powerpoint..
Convert, compress, and download your PPT using Smallpdf
You can get started with compressing your PowerPoint presentation for free right away. You don’t need a Smallpdf account—just go to the tool and drop your file in!
Will the Document’s Formatting Remain the Same?
We aim to maintain the layout and quality of your document as close to the original PPT as possible. We actually first turn your PowerPoint into a PDF document; then, our compressor looks for repeating patterns in the data and replaces them with unique identifiers. This is actually what makes your file smaller. This process doesn’t touch attributes like fonts and the layout of your PPT, so they should stay just as they are.
Smallpdf caters to millions of users every month and uses the most reliable software on the internet to convert, edit, and compress files. So, you can trust that we’ll produce only the absolute best conversion quality.
There are extra measures that you can take to be absolutely sure that the final content resembles its original form. You can “embed” the fonts of the text in your PowerPoint presentation. You’ll find this option under “Preferences” in PowerPoint. Doing this will ensure that the fonts remain the same, even when we don’t have the same ones on our servers.
You can repeat the above process for each file if you need to compress multiple PowerPoint files or want to compress images and other formats. Smallpdf accepts all Microsoft Office files and JPG images. If you go Pro, you can also compress files in batches, and we’ll conveniently store them in a zip file for you. Why not sign up for a 7-day free Pro trial before fully committing?
And that’s all there is to it! Enjoy compressing your PPT and be sure to explore the many other tools we offer.
Hurray for smaller presentations!
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How to Compress PowerPoint to Reduce File Size
PowerPoint presentations can be quite large, and if you’re trying to email them or upload them to the web, you may need to compress them first. There are several ways to do this. In this article, we’ll show you different ways to compress PowerPoint files and reduce their file size.
1. Make Sure the Presentation is Saved in PPTX Format
2. compress the pictures in your powerpoint presentation, 3. compress the videos in your powerpoint presentation, 4. insert pictures instead of copy-pasting, 5. compress the multimedia files before inserting them into powerpoint, 6. link audio or videos instead of uploading.
If you want to make your PowerPoint Presentation files smaller, make sure that it’s saved in the PPTX format. The PPTX format is a more optimized version of the PPT format and uses better compression to make files smaller. As a result, your presentation will be smaller in size while still retaining all its features and formatting.
1. Go to File > Save As.
2. Then select the preferred location to save your presentation.
3. Change the “Save as” drop-down menu to PowerPoint Presentation (*.pptx). Finally, click Save .
One of the biggest culprits of large PowerPoint files is the images that are used in them. If you have a lot of high-resolution photos or images, they can really bloat the file size. The good news is there’s an easy way to compress all the pictures in your presentation at once. Here’s how:
1. Open your PowerPoint presentation.
2. Double-click on one of the images to open the Picture Format pane.
3. In the pane, click on Compress Pictures .
4. In the Compress Pictures dialogue box, ensure that “Apply only to this picture” is unchecked. Also, pick lower PPI values to make the file size smaller.
5. Click OK , and all the pictures in your presentation will be compressed.
Another common cause of large PowerPoint files is the videos that are used in them. If you have video clips in your presentation, they can also take up a lot of space. Fortunately, there’s an easy way to compress all the videos in your presentation at once. Here’s how:
1. Open your PowerPoint presentation that includes videos.
2. Click File from the top ribbon and then click on Info .Then click on Compress Media .
3. In the Compress Media dialogue box, select a lower resolution. The lower the resolution, the smaller the file size.
4. Now, the videos will start compressing. Close the window once it’s done. Done!
When you copy and paste an image into PowerPoint, it actually embeds a copy of that image into your presentation file. As a result, it can lose compression and brings additional data that can make the file size larger.
Instead of copy-pasting, try inserting your images into PowerPoint. Here’s how:
1. Go to the Insert tab on the ribbon and click on Pictures.
2. Select the image you want to insert from your preferred source and click Insert.
That’s it; the image will now be inserted into your presentation.
If you’re planning on inserting multimedia files (like videos, audio, infographics, and any other variation) into your PowerPoint presentation, it’s best to compress them first. That way, you can avoid having a large file size when you insert them into your presentation.
To compress multimedia files, you can use a free online tool like Compress2go . The tool will enable you to compress your files without losing quality. Once you’ve compressed the multimedia files, you can then insert them into PowerPoint like normal.
If you want to include video files on the PowerPoint that are already on the web, you can avoid uploading or embedding them into your presentation by simply linking to them. This way, you won’t need to worry about file size restrictions.
1. To insert videos from a link, go to the Insert tab on the ribbon and click on Vi deo > Online Videos under the Media group at the top-right.
2. In the dialogue box, paste the link to the video you want to insert from one of the supported video providers and click Insert. That’s it!
Your video will now be inserted into your presentation without taking up any extra space.
Now you know how to compress PowerPoint files without losing quality. By following the tips in this article, you can easily reduce the file size of your presentations while still retaining all the features and formatting that you need. If you have any questions, feel free to leave a comment below.
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Blog > Compress PowerPoint to reduce the file size
Compress PowerPoint to reduce the file size
02.12.20 • #powerpointtips.
Sometimes, the file size of your PowerPoint presentation can get very big. In some cases, that can be annoying, e.g. when trying to send the slides via email, but not being able to do so because the file is too large. Usually, pictures and videos are the reason why presentations become too big. The good news are that you can easily compress pictures and embedded media files by following the steps listed below.
Compress images
Compress videos and audios.
- Convert PPT into a PDF file
- Get rid of 3D-models
Compress PPT as ZIP- file
PowerPoint offers the option to compress all images at once or choose single pictures to reduce their file size. Keep in mind, that compressing an image will automatically reduce its quality as well. If you don't need to reduce the file size, better use the highest quality resolution as possible.
There are two ways to compress images within your PPT file which nearly work the same way:
Compress selected pictures
- Select the image you want to compress or any picture if you wish to reduce the size of all graphics
- Navigate to the Picture Tools Format tab and select Compress Pictures
- A new menu pops up. Choose your compression options and make sure to check "Delete cropped areas of pictures" and uncheck "Apply only to this picture" (if you want to compress all images)
- High fidelity: preserves quality of the original picture
- HD (330 ppi): good quality for high-definition (HD) displays
- Print (220 ppi): excellent quality on most printers and screens
- Web (150 ppi): good for web pages and projectors
- E-mail (96 ppi): minimize document size for sharing
- Use default resolution
Compress all images while saving the PPT file
- Open your presentation. Go to File in the PowerPoint menu
- Click Save as and then Browse
- In the window that opens, click on Tools (right beside Save )
- Select Compress Pictures and choose the resolution you need To save even more space, you can additionally choose Delete cropped areas of pictures to remove the parts of pictures which you cropped in PowerPoint.
- Click OK and then Save
Video and audio files can increase your PPT size a lot. It's a good idea to compress those if you want to make some space. Some PowerPoint versions make it possible to decrease the media size in PPT but if this option is missing in your program, online video compressors are the solution.
Compress videos and audios in PPT
- Go to File in the PowerPoint menu
- Open the Compress media drop down
- Choose a compression file size. Don't reduce the quality too much and check if the appearance of your media doesn't look too grainy on the actual projector you will be presenting on
Online video compressor
There are plenty of online video compressors which you can use to reduce the video size in advance. For example, the website FreeConvert makes it easy to decrease the file size without having to download anything. This way you can integrate a smaller media file into PPT.
Links instead of videos
Instead of importing a video to your PPT slides, including a link to your PowerPoint presentation can save a lot of space. If your video is somewhere on YouTube or other online video-sharing platforms, include a link and use it when you're presenting. But notice: a link can only be used, if you're connected with wifi. Watching videos online, can take time and a bad connection might give you some unwanted breaks during your presentation. In this case, saving the video on your disk and opening it separately can save time and still reduce the size of the PPT.
Convert PPT to PDF
By converting a PowerPoint file into a PDF, the size will reduce automatically. During the process, images get compressed and some media (audio, videos, 3D models..) get removed. If you want to change the PowerPoint slides at all time, this method might not be the right one for you, as PDF files can't get edited the way a PowerPoint can. Hence, converting PPT into PDF only makes sense if your presentation will work as a handout and if the PDF files options are enough for you.
- Click Export
- Hit the Create PDF/XPS button
- Choose a location in which you want to save your PDF file
- Click Publish
Get rid of 3D models
The Office 365 subscription makes it possible to add 3D models to your PowerPoint slides. Nevertheless, those media require much space since they transport a lot of information. In order to minimize the PPT file, exchanging the 3D model with a normal image will easily reduce the size of your PowerPoint file.
If you need to share your PPT with someone, a ZIP- file format might help you to reduce the size of the PowerPoint. Even though, this method can save some place temporally, it might not be enough to send it via email. Uploading it to file-sharing platforms, such as GoogleDrive, DropBox, OneDrive or other websites and sharing its link to download the PPT, can be the better option. (Using an USB for sharing the presentation without the need to decompress anything would be the best solution)
Here's how to convert a PPT into a ZIP- file format:
- Select the file you want to minimize in the File Explorer
- Right-Click the file and hit Send to
- Choose the Compressed (zipped) folder option
If you want to decompress a ZIP- file into its original PowerPoint format:
- Right-Click on your ZIP- folder
- Select Extract All... or the similar operation of your program
- Choose a File Location to extract your file to, or extract it at the place you are currently at
How can I reduce the size of a PowerPoint file?
There are several ways to reduce the file size of a PowerPoint. You can compress images, videos and audios, convert your presentation into a PDF file, get rid of 3D models or compress the PowerPoint as a ZIP-file. We explained for you how all of this works in our blog.
How do I compress a video in PowerPoint?
To compress videos in PowerPoint, go to "File" in the PowerPoint menu and then click on "Info". Then open the drop-down menu "Compress media" and select the size of the compression file. Be careful not to reduce the quality too much and check that the quality of your video on the projector you will be presenting on is not too bad.
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About the author.
Pia Lehner-Mittermaier
Pia works in Marketing as a graphic designer and writer at SlideLizard. She uses her vivid imagination and creativity to produce good content.
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Discarding it means that you can't restore the changes you make, but it will reduce your file size. Lowering the default resolution for images also reduces your overall file size. Go to File > Options > Advanced. Under Image Size and Quality, do the following: Select Discard editing data . This option removes stored data that's used to restore ...
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.”. 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.”.
Click Reduce File Size. It's toward the bottom of the drop-down menu. 3. Click Picture Quality. Doing so will invoke a drop-down menu. 4. Click Best for sending in e-mail. This option will reduce the quality of all images in your PowerPoint file to 96 ppi, which is a generally lower resolution than most images' defaults. 5.
10. Save a copy in PDF format. It's also common to save a copy of a presentation as a PDF (portable document format) file to reduce the size and then share it with others. You can compress images during the process. To save a PowerPoint presentation as a PDF (and compress images): Click the File tab in the Ribbon.
PPT also goes by the name of PowerPoint Presentation and are used in all walks of life including the home, school and at work. PPT files can range in size depending on the content of the presentation. If a presentation contains a lot of images or videos then the file size can be especially large.
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.
How to Compress a PPT File for Free. Upload your PPT to the compress tool. Choose “Basic Compression.”. Click on “Export As” and choose PowerPoint. All done! You can get started with compressing your PowerPoint presentation for free right away. You don’t need a Smallpdf account—just go to the tool and drop your file in!
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.
Open your PowerPoint presentation that includes videos. 2. Click File from the top ribbon and then click on Info .Then click on Compress Media. 3. In the Compress Media dialogue box, select a lower resolution. The lower the resolution, the smaller the file size. 4. Now, the videos will start compressing.
Compress all images while saving the PPT file. Open your presentation. Go to File in the PowerPoint menu. Click Save as and then Browse. In the window that opens, click on Tools (right beside Save) Select Compress Pictures and choose the resolution you need.