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PowerPoint - How to compress/reduce file size
In this article, we'll look at several ways in which you can compress or reduce the size of your PowerPoint presentation.
You can compress or reduce the size of large PowerPoint presentations in several ways. The most common way to reduce the size of a PowerPoint file is to compress audio, video, and/or images. However, there are also other ways to compress or reduce the size of a PowerPoint file.
In this article, we'll go over the following file size reduction methods:
- Compress pictures
- Insert pictures instead of copying and pasting
- Use smaller image files
- Convert images to a different file type
- Compress audio and video
- Link to audio or video files
- Save a copy in PDF format
Note: To view a PowerPoint file's Size, click on the File tab in the Ribbon > click Info. The file Size is listed in the Properties area.
PowerPoint File Size Reduction Methods
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 on 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.
- Click OK.
Insert pictures instead of copying and pasting
It's best to insert pictures, rather than copying and pasting them. 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 on the Ribbon and click Pictures. 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.
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.
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 or JPG. Note: The JPEG compression algorithm significantly reduces the file size of images.
To 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.
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. Compress media options in PowerPoint older versions to reduce file size.
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: Compress media options PowerPoint 2019 or 365 to reduce file size. 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 on 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.
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.
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 on the Ribbon.
- 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.
- Click OK.
- Click Save.
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.