how to reduce powerpoint presentation size

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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 975,102 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

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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

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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How to compress PowerPoint files.

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 Reduce the Size of a PowerPoint Presentation

Sometimes, after creating a presentation, you come to realize that its size is bigger than what you expected and, thus, you need a way to reduce the space it takes up on your drive or storage device.  In this Slidesgo School tutorial, we are going to give you some hints on how to decrease the size of a PowerPoint file . 

Reducing the size of the images

Changing the resolution, lowering the amount of characters from embedded fonts, exporting the presentation as a pdf.

• Open your PowerPoint presentation.
• Select an image.
• The Format tab will appear at the top of the screen. Go to that tab and click Compress Pictures.

A dialog box will appear, where you can choose whether to:  

• Apply the changes only to the selected picture or all of them.
• Delete all cropped areas (please note that if you choose this option, these areas will be deleted and you will not be able to restore the image to its original state).
• Under “Resolution”, we recommend that you select “Use default resolution”.
• Open your PowerPoint presentation, go to the File tab and click Options. Then, select the Advanced tab.
• Under “Image Size and Quality”, check “Discard editing data” and uncheck “Do not compress images in file”.

There’s an option that allows you to set the default resolution (measured in ppi). We recommend that you choose one that suits your presentation mode. 

To minimize even more the size of the file, you should embed only the characters used in the presentation. This, however, will limit some editing capabilities for other users who do not have the same font already installed on their computers. To do this, go to: 

• File tab > Options > Save.

Under “Preserve fidelity when sharing this presentation”, check the following boxes: 

• Embed fonts in the file.
• Embed only the characters used in the presentation.

Pro Tip: If you have used fonts that you would like to keep or you think other users will need when editing this presentation, check “Embed all characters” instead of “Embed only the characters used in the presentation”. 

If you want to reduce the size of the file even more, you can convert it to PDF. This will generate another file with the same contents, but lighter. It’s a good solution, especially if you need to send the file to other people. 

To do this, go to: 

• File tab > Save as Adobe PDF.
• If you do not have Adobe PDF installed, this option will not appear. In that case, go to the File Tab, click Save as and select “PDF” from the “Save as type” drop-down list.

For more information on how to set up the different options for exporting as a PDF, please refer to our How to Export Your Presentation as a PDF File tutorial.  All the GIFs for this tutorial show our Cool Birthday Party template. If you like it and you want to use it to organize a nice party, just click on the title and you will be able to download it.  Note: Regarding the instructions listed on this tutorial, we are assuming you are using the PowerPoint version included within Office 365. If you have a different version, some of the options might change. Please visit Microsoft Support for more information if that is the case. 

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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 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."

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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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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How to Reduce the File Size of Your PowerPoint Presentation

Learn how to reduce the file size of a PowerPoint presentation without making any major difference to the person viewing it.

A PowerPoint Presentation is a great way to get an idea across. Whether you're pitching a product or teaching kids, you'll find slideshows helpful.

However, if your presentation is long, or you have many visuals, you might find that your PowerPoint file has become too large. That makes it difficult to attach it as an attachment. And it could even take too long to download for your clients.

To solve this problem, here are seven tips to reduce your presentation file size.

1. Use Insert Picture—Don't Drag and Drop

When you want to add a photograph from your hard drive to your presentation, the easiest and most common way is to copy it off File Explorer and paste it onto PowerPoint. Alternatively, you can also drag and drop it from your folder to your slideshow.

However, doing this potentially increases your presentation's file size. That's because when you copy-paste or drag-and-drop a file directly into PowerPoint, it converts your image to either a BMP or PNG file type.

Although these file types allow you to retain transparent backgrounds, like the ones you find in icons, they also increase your photo's file size. But if you use the Insert Picture function, PowerPoint will add your image without changing its file type, thus avoiding larger file sizes.

2. Crop Photos With an Image Editor

There are times when you don't have to use the entire image you just added. You may want to remove a section to make it more impactful. But if you do that, don't crop it using PowerPoint's built-in cropping tool.

When you crop an image inside PowerPoint, the app will simply hide the part of the image you cut out. Although this is helpful if you want to undo the crop you made in the future, if you're final with the cut you made, this just adds to your presentation's file size.

Instead of cropping images in PowerPoint, you can use dedicated image editors. You can use Microsoft's built-in Paint app for simple crops, or you can use free online tools, like Canva. Once you've cropped your photo to your liking, you can then use the Insert Picture tool to add it to your presentation.

Related: How to Use the Canva App: A Beginner's Guide

Remember to save your file as JPG or JPEG, not PNG or BMP. JPG files provide the most compression on your images while retaining reasonable quality. This way, you get to save a few more kilobytes per photo. This adds up to a lot of space when you have many pictures.

3. Edit Images Outside PowerPoint

Building upon the previous point, you should edit your photos using an image editor instead of PowerPoint. While the app does provide relatively advanced photo editing tools, it's still not as powerful as dedicated photo editing software.

You can use Microsoft's built-in basic photo editing function to edit your image. Alternatively, there are several easy-to-use photo editing software to give you advanced edits while remaining simple to use.

You should do this because PowerPoint retains all your photo's information. For example, if you convert an image from colored to black and white, the app will still keep all the color information of your file, thus making it larger. But if you convert it using an image editor, all color information is lost once you save the file, thus making it smaller.

4. Compress Your Pictures

Even if you've done all the above, there is still a way to reduce your presentation's file size further. You can do that by optimizing all your slideshow images for the screen size you expect to show your presentation.

This is because PowerPoint tends to keep your images at the maximum allowable quality. After all, the app is preparing your slideshow for all types of display sizes. It's even considering that you're going to print it. That's why it keeps your photos at the best possible quality.

And while this is a good thing, it does add a lot of size to your presentation. That's why you need to optimize your file for your intended audience.

To do that, click on any image in your slideshow. Then, in the menu ribbon, select Picture Format . Press the Compress Pictures button, and a Compress Pictures window will pop up. Under Compression options: remove the tick mark for Apply only to this picture to compress all images.

Under Resolution: , pick the appropriate points per inch (PPI) for your application. If your presentation is for personal consumption—i.e., for viewing on smartphones, tablets, and computer monitors only—then a 96 PPI resolution is enough.

But if you plan to display it on a medium-sized projector or a screen larger than 50 inches, then you should choose 150 PPI. If you're planning to print your presentation as a handout, then go for 220 PPI. Finally, if you're going to use a large-format projector or LED screen board, go for 330 PPI.

5. Link Videos

Videos are the most significant items in your presentation that will bloat its file size. A typical 1-minute full HD video has an approximate 124MB file size. So instead of embedding your videos into your PowerPoint file, you can link them instead.

Upload your videos on a video hosting website like YouTube, then just link it into your slideshow. Once you've uploaded the video, don't forget to copy its web address to add it to your presentation.

To add it to your slideshow, go to Insert on the menu ribbon, click on Video , and in the dropdown menu, choose Online Videos… . A new window will pop up and in the Enter the address for the online video bar, paste your video link.

Once your selected video has loaded, you'll see a preview of it on the main screen. If you're satisfied that it's the correct video, click on Insert . You will now find your video embedded into your slideshow.

You have to note, though, that your viewer or audience must have an active internet connection for them to see your embedded video. Otherwise, they won't be able to see it.

6. Use the Latest Formats

If you're using the latest version of Microsoft Office, it's best to use the latest file formats. The old file format called PPT, designed for Microsoft Office 2003 and older, uses up more space than the newer PPTX file format.

While older versions of PowerPoint may not be able to open your file, the smaller file size means your presentation would fit in your email as an attachment. Furthermore, those who don't have the latest version of PowerPoint can instead use Microsoft Office Online, or even Google Slides, to view your presentation.

As a last resort, you can compress your presentation's file to reduce its size. You can use several free tools to do just that . They're also widely popular, so your recipient won't have much trouble decompressing your file.

Save on Space

If your PowerPoint presentation is too large to attach to your email, you can reduce its size by following the above steps. They're simple, quick, and easy to do. And if in case you find your presentation's file size bigger than your allocated limits, you still have a couple more solutions.

The first one is to upload it onto the cloud and just share the file's link with your recipient. The second is to cut your presentation into two and then send them in two separate emails. Be sure to add a slide to your first file indicating there's a part two!

But no matter what you choose, reducing your file's size should be the last thing on your mind. Focus on your content and make it your best presentation ever first. All the other things you need to do will soon fall into place once you've finalized your output.

Home Blog PowerPoint Tutorials How to Compress PowerPoint Presentations

How to Compress PowerPoint Presentations

Many users, when sharing PowerPoint files via email, can end up realizing that the file is too big to be sent via their email service provider because of its excessive file size. While there are many third-party apps that enable sending large files via sharing links, not only can they be less secure to use for confidential documents, but the files might take a while to download by the recipient due to the heavy file size. therefore, Compressing a PowerPoint presentation can help you avoid such issues.

Compress a PowerPoint Presentation File

There are different methods by which you can compress a PowerPoint file and elements within the file to reduce the file size and make your slide deck more manageable.

1.  Compress Images in PowerPoint

The most common method to reduce the file size of a PowerPoint presentation is to compress slide images. This method is also quite useful if you’re wondering how to compress a ppt file for email since it provides the option to reduce the images down to a very low resolution of 96 PPI, which is usually sufficient to make the presentation small enough for an email attachment.

To compress one or more images in PowerPoint, select an image from the presentation, go to the Picture Format tab, and select Compress Picture from the Adjust menu.

From the dialog box that appears, you can choose various compression options. If you want only to compress the selected image, check Apply only to this picture checkbox. The compression options available from the given dialog box can be used to reduce the size of the current or all images in the presentation file for print (220 PPI), web (150 PPI), and email (96 PPI), or you can choose the default resolution.

2. Compress Video and Audio in PowerPoint

Video and audio files can take up a lot of space and make PowerPoint presentations difficult to manage due to their large file size. If you have media files added to PowerPoint that are heavy, your presentation might also lag in SlideShow mode. To compress video and audio files in PowerPoint, go to File > Info > Compress Media . Select a lower resolution of the media files from the drop-down menu to reduce their file size.

This will reduce the file size for video and audio files, with information regarding how much the files were compressed.

You can play to preview the media files to ensure the quality of the converted media files is satisfactory. Suppose you aren’t satisfied with the compression quality and reduced file size. In that case, you can also compress the media files using third-party tools, including online converters like CloudConvert and ZamZar or media file conversion apps like HandBrake, Xilisoft audio/video converter, Freemake audio/video converter, etc.

3. Remove Heavy Graphics and Slide Elements

Another easy method to compress PowerPoint is to remove unwanted elements to reduce the file size. You can either do this directly from slides or edit the layouts of the deck via View > Slide Master .

4. Replace Media Files with Links and Embedded Content

You can also replace certain files that might be making your slides heavy. Embedding the media files directly via online sources like YouTube or by adding links to media instead of embedding files in your presentation will significantly reduce file size.

5. Convert PowerPoint File to Compress File Size

If you don’t need to present your slides as a PowerPoint file, Converting PowerPoint presentations to a different format, such as PDF, can compress the file size. This will also remove media files such as audio and video files that you can instead add as a clickable link for the recipient prior to conversion.

6. Compress a PowerPoint File using a File Compression Format

To share a PowerPoint file online in a compressed format, you can convert it to a ZIP file or use a number of formats supported by your operating system or third-party apps such as RAR, 7z, GZIP, TAR, XZ, WIM, etc. The compression feature is often integrated via the right-click context menu or long tap for mobile operating systems.

Some of the most famous tools known to provide a high file compression ratio and various security features for file compression include 7-Zip, WinRAR, WinZIP, PeaZip, etc.

Compressing PowerPoint files can have pros and cons, including loss of media quality or inability of the recipient to open the file if it’s in a compression format that requires a specific app that he/she might not have. Therefore, you should pick a mode of compression that is convenient enough for you and the recipient of the file.

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Optimize PowerPoint File Size: 5 Tips for Reducing the Size of Your Files!

It is still a common issue in offices today: employees from your company’s overseas branches send you the “latest presentation” via email. However, what arrives in your inbox is a 30-megabyte attachment that not only clogs your email but also slows down your computer when opened.

Furthermore, many companies still impose fixed maximum sizes for email attachments. As a result, there are instances where you may not receive the presentation at all. However, this scenario can be prevented with a few simple measures. Today, we’ll share 5 tips on how to optimize file sizes.

File Size Optimization: Here’s How!

Aim for a target size of approximately 5 megabytes or less for your presentations. This ensures that your PowerPoint file will reach the recipient as an email attachment. Follow these simple tips to reduce the file size of your PowerPoint files:

1. Remove Unused Slides, Pictures, and Videos

This is especially relevant for presentations that are edited by multiple people over an extended period. Often, there are numerous hidden old slides that may still contain images and videos, which can significantly impact the file size.

In such cases, delete all irrelevant slides and content from the presentation and save a new version. This can noticeably reduce the file size.

2. Compress Inserted Images

PowerPoint provides an integrated function to compress images in a presentation. To do this, open the presentation and go to “File,” then select “Save As.” Click on “Browse” in the newly opened window, then click on “Tools” at the bottom and choose “Compress Pictures.”

Select the option “Delete cropped areas of pictures” and set the target output to 150 or 96 ppi. If your recipient plans to print the presentation, leave the target output at 220 ppi. For more information on compressing images in PowerPoint, check our article on the subject.

You can find more information in our articel “ Compress Images “.

3. Discard Editing Data for Images

This option can further reduce the size of presentations. Go to the “File” tab, then select “Options. ” Under “Advanced,” check the box next to “Discard editing data” under “Image Size and Quality.” Keep in mind that after enabling this option, changes made to images cannot be undone.

4. Avoid Creating Image Effects with PowerPoint

Avoid using PowerPoint’s image tools to edit your graphics and photos. For example, the image tools offer the option to apply “Artistic Effects” to your images. However, PowerPoint creates two image files – one for the original and one for the edited image with the artistic effect.

As a result, the overall file size increases with more images attached to the presentation. Instead, use a separate image editing program for effects and other adjustments. Insert the finished edited images into your presentation.

5. Check the Master Slide

When copying a slide from one presentation to another, it’s possible to unintentionally include the master slide from the source presentation in the target presentation, thus increasing its file size. To avoid this unnecessary increase in file size, always paste copied slides into the target presentation using the right-click option “Use Destination Theme.”

After completing your presentation, it’s always a good idea to check the master slide view. There, you can verify if any unnecessary master slides have been inadvertently included through copying and delete them if necessary.

Extra Tip: Use File Size Optimization Tools

There are various tools available that allow you to reduce the size of PowerPoint and other Office files. A popular tool is for example PowerShrink . Both software options allow you to shrink file sizes without any loss of quality. If you want to try out these tools, you can download and test their free trial versions.

Conclusion: Easily and Quickly Optimize Your File Size with Our Tips!

In presentations, file sizes can quickly become too large. To ensure that you and your colleagues can edit and send the presentation without any issues, it’s important to keep the file size below 5 MB. With our tips, you can easily and quickly optimize your file size! Give it a try!

If you have any questions about optimizing file sizes or general questions about PowerPoint, feel free to contact us at [email protected] . We’re here to help!

Are you looking for professionally designed slide templates to support your key message ? Visit our shop for a wide range of slides on various (business) topics available for download. Explore our shop today! ► Go to Shop

You may also be interested in other articles:

• Compressing PowerPoint Images
• Standardizing Image Sizes

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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.

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.

(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.

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.

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!

Keep Learning 

»  What Is PowerPoint Viewer? How Can I Use It? (Part 1) »  What Is PowerPoint Viewer? How Can I Use It? (Part 2) »  What Is PowerPoint Viewer? How Can I Use It? (Part 3) »  How To Use PowerPoint Design Ideas: A Complete Guide »  7 Useful Tips to Build More Creative MS PowerPoint Templates

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Introduction:

PowerPoint presentations are an essential tool for business professionals, students, and educators alike. However, large file sizes can cause issues when it comes to sharing, uploading, or emailing these vital documents. In this article, we will explore three effective ways to reduce the size of your PowerPoint files without sacrificing the quality of your presentation.

1. Compress Images and Media

One of the primary contributors to a large PowerPoint file size is high-resolution images and media files. While these visual elements can greatly enhance your presentation, they can also significantly increase the overall file size. To compress these elements, follow these simple steps:

a. Click on an image or media file within your PowerPoint presentation.

b. Select the ‘Format’ tab on the toolbar.

c. In the ‘Adjust’ group, click on ‘Compress Pictures.’

d. Choose the appropriate resolution – 96 dpi for online use, 150 dpi for high-quality printouts, or 220 dpi for higher-quality printouts with more detail.

e. Click ‘OK’ to apply the compression settings.

By compressing images and media files, you will notice a substantial decrease in your PowerPoint file size without negatively impacting its appearance.

2. Use ‘Save As’ Instead of ‘Save’

Whenever you make changes to a PowerPoint file and click ‘Save’, additional data is added to your file which gradually increases its size over time. Instead of using ‘Save’, try using the ‘Save As’ function to save a fresh copy of your presentation as follows:

a. Click on ‘File’ in the top left-hand corner.

b. Instead of clicking ‘Save,’ click on ‘Save As.’

c. Choose a location to save your PowerPoint file.

d. Click on ‘Save.’

By saving a new copy of your presentation, you will potentially decrease its size as the new file will not store the additional data gathered from previous edits.

3. Remove Unnecessary Slide Elements

Another means to reduce the file size of your PowerPoint presentation is by removing unnecessary slide elements, such as text boxes, animations, or unused designs. To remove any unnecessary objects on your slides, follow these steps:

a. Click on the element you wish to remove.

b. Press ‘Delete’ or ‘Backspace’ on your keyboard to delete the selected item.

By removing unnecessary slide elements, you minimize the amount of data stored in your PowerPoint file. This will consequently decrease both its size and complexity.

Conclusion:

Large PowerPoint files can create challenges when sharing, uploading, or emailing presentations. However, with these three easy-to-implement strategies—compressing images and media files, using ‘Save As’ instead of ‘Save,’ and removing unnecessary slide elements—you can effectively reduce your PowerPoint file size without sacrificing the quality of your presentation content. Give these tips a try today to enjoy smoother and more efficient sharing of all your essential presentations!

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Useful Tips to Reduce a PowerPoint Presentation File Size

PowerPoint presentations generally contain a large number of images, videos, gifs, charts, and other visual content. This makes the files very large and difficult to work with.

Large files take up a considerable amount of disk space, and they push the limits of the data you are allowed to send via email. Even if you put your file in cloud storage, the file can be slow to respond when the recipient uses it.

To get the best performance from a PowerPoint file, you need to keep the document size under control. There are many different ways you can keep the extra, and mostly unnecessary, information from blowing up the size of your presentation.

Also read: 8 Alternatives to Microsoft PowerPoint You Need to Try

Edit Images in an Image Editor

Although PowerPoint gives you the option of editing the images in your presentation within the program, it adds extra bites of information. For example, if you change the color of an image to black and white, the file still contains the color image. If you edit many images in PowerPoint, you can add quite a bit of extra data.

Instead, use an external image editor to make the changes to the image before inserting it into the presentation. There are image editors available online to make these edits. If you add all the pictures before you make any changes, you can tell PowerPoint to discard all the extra data created during the edits.

1. Click on File -> Info.

2. Click “Check for issues.”

3. Select “Inspect Document.”

4. In the Inspect Document window, check at the following boxes at the very minimum:

• Comments, Revisions, Versions, and Annotations
• Document Properties and Personal Information
• Invisible Content
• Hidden Text

5. Click Inspect.

6. After the inspection finishes, click “Remove all” to remove the extra information added through editing the images.

Also read: 14 Useful PowerPoint Templates to Set Up a Digital Planner

Compress Images

Because the images take up a large amount of space in a PowerPoint presentation, you want to make sure they are as small (in data) as possible. To do this, either compress all the images or only the largest ones.

1. Click on the File tab and select “Save As.”

2. Click on “More options” under the File type drop-down box.

3. In the Save as window that appears, click the word Tools next to the Save button.

4. Select “Compress Pictures.”

5. In the Compress Pictures box, choose the resolution you prefer. (150 ppi is best for presenting.) Make sure the box for “Delete cropped areas of pictures” is checked (unless there is a chance you may want to recover the cropped portions from your images..

6. Click OK.

To compress only specific images in the presentation:

1. Click on the image you want to compress.

2. On the menu ribbon click the “Picture Tools -> Format” tab. Click “Compress pictures.”

3. In the window that appears, select your preferred resolution from the low end of the options.

4. Make sure “Delete cropped areas of pictures” is checked.

5. Click OK.

Insert Images

If you copy and paste images into your slide show by using Ctrl + C and Ctrl + V or by dragging and dropping them, PowerPoint may change the format of those pictures to either a PNG or a BMP. These formats are larger than a JPG of the same image.

Tip: Learn more PowerPoint keyboard shortcuts to speed up your workflows.

Insert your images using the Insert image option on the PowerPoint menu.

The image will remain in its original format, possibly saving you some extra data.

Don’t Embed Fonts

Embedding fonts includes special fonts in the presentation as part of the document. Unless the font is of particular importance to the theme of the presentation, consider using standard fonts and turn off the option to embed them.

1. Click on the File tab and click Options at the bottom.

2. In the options box click on the Save tab. Untick the box that says “Embed fonts in the file.”

3. Click OK.

Link to Videos

If you are not sending the presentation to someone else, you can save a large amount of data by linking to videos instead of embedding them. Click on the Insert tab and on the Video button to see your options.

Compress media

Lastly, to reduce the size of the presentation as much as possible, compress the media files using the file menu.

1. Click on “File -> Info.”

2. Click on Media Size and Performance.

3. Select the quality you want from the choices. Internet Quality is usually enough for most presentations.

4. Once you select the quality you want, the compression begins.

The next time you need to create a PowerPoint presentation to share with others, take some or all of these steps to ensure a smaller file size. It will run more smoothly and be easier to send electronically.

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How to Reduce PowerPoint File Size

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What to Know

• Crop images or compress them to reduce file size. To compress photos, go to Picture Tools Format >  Compress Pictures .
• To compress media files, select File > Info > Compress Media .
• If some of your slides are content-heavy,  turn a slide into a single image . Then, insert that image onto a slide.

Sometimes PowerPoint presentation files become too large to handle. These large files are difficult to email because many email providers limit the size of email attachments. And, large presentation files may not play properly on older computers. To keep your PowerPoint files in hand, follow these tips and make your PowerPoint presentations as small as possible.

Crop Pictures

Cropping pictures in PowerPoint has two bonuses for your presentation. First, stuff in the picture that's not necessary to make your point is removed. Second, the overall file size of your presentation is reduced. 

• Right-click the image you want to crop and select Crop .
• Drag the cropping handles to select the area you want to crop.
• Select a blank area of the presentation slide to view the cropped photo.

Compress Photos

Compress the photos after they are inserted to reduce their file size.

• Select a photo in the slideshow.
• Go to Picture Tools Format .
• Select Compress Pictures in the Adjust group.
• Clear the Apply only to this picture check box to compress all photos in the presentation.
• Place a check next to Delete cropped areas of pictures .
• Select OK .

Compress Media Files

In PowerPoint for Windows, compress audio or video files in a presentation to make them smaller. When you make media files smaller, you may also lower the quality. When compressing media files, you have these options:

• Full HD (1080p) reduces the file size and maintains overall quality.
• HD (720p)  saves more space and provides quality comparable to media streamed over the internet.
• Standard (480p)  creates a small file that is perfect to attach to an email, but may diminish overall quality.

To compress media files:

• Go to File .
• Select Info .
• Select Compress Media .
• Choose the option you wish to use.

Create a Picture from a Slide

If some of your slides are content-heavy, turn a slide into a single image . Then, insert that image onto a slide.

If you turn an image into a slide and then use that image to make a new slide, you will no longer be able to animate separate objects.

Make Multiple Slideshows

Consider breaking your presentation into more than one file. Create a hyperlink from the last slide in Show 1 to the first slide in Show 2 and then close Show 1. This approach may be cumbersome when you're in the middle of the presentation, but it frees up system resources if you only have Show 2 open.

If the whole slideshow is in one file, your RAM is constantly in use retaining the images of previous slides, even though you are many slides forward. By closing off Show 1 you'll free up these resources.

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How to reduce the file size of your PowerPoint Presentation

Home > All Tutorials >  PowerPoint Tips > PowerPoint File Size

Let me ask you as question…

Why do you want to reduce the file size of your PowerPoint slide deck?

I am sure, the issue is not ‘lack of space’ in your hard disk. You can always buy space in the cloud for a negligible price these days.

The real reasons why you may want to reduce file size of your PowerPoint presentations could be the following:

• Your file is too big to be emailed as an attachment
• The file is so big that every time you hit the ‘save’ button – it takes forever to save
• The file is so big that the laptop struggles to process the file and hence your computer slows down

Before I show you simple tricks that will solve your problem, it is important to know the reasons that cause your PowerPoint file to bulk up.

There are two main culprits that cause the trouble. They are:

• The large images you stick on your slides
• The fonts you embed in your presentation

Here are 4 simple tips you can follow to solve the problem:

#1 Save your PowerPoint file as a PDF document

If you want to email your file to people, you may consider saving the file as a PDF document. This drastically reduces the file size. The added benefits are –

• Your fancy fonts will remain unaltered
• Your document can’t be edited by people – so you retain control over the content
• Your file can be viewed by people even if they don’t have PowerPoint installed on their computers.

This is usually my preferred way to email my presentations.

To do this in PowerPoint…

Go to File > Save As…and select the File Type as PDF

The screenshot below shows the steps.

#2 Save and insert your pictures instead of pasting them directly on your slides

Instead of cutting and pasting images from computer, save the pictures on your desktop and insert them back as pictures. The reason is – when you paste an image on your slide, you also get a metafile that can’t be compressed by your software. By saving and inserting the pictures – you avoid this issue. So, the file size reduces a lot.

#3 Compress pictures in your presentation

To compress a picture, first select the picture. Go to the ‘Format’ tab in PowerPoint ribbon. In the ‘Adjust’ group in the far left of the ribbon, you’d find an option called ‘Compress pictures’.

When you click on it, a dialog box pops out. You can select your compression options (i.e. you can choose whether you want to compress just the one picture you selected or all the pictures in the presentation) and your Target output options (i.e. the resolution of the output).

Compressing pictures reduces the file size of your presentation because – the weight of the cropped portion is removed. The quality of the original picture is reduced to match the dimensions of your slide size. You can’t see any difference in the way your pictures look on your slides. But, the file size reduces drastically.

#4 Embed only the characters used in your presentation

When you save your presentation with embedded fonts, choose the option called ‘Embed only the characters used in the presentation’, instead of ‘Embed all characters’ option. This reduces the file size dramatically.

To do this in PowerPoint, go to File > Options and Scroll down in the Menu to find the Font Embed option. The screenshot below shows the menu:

These simple tips should help you reduce the file size of your PowerPoint presentations significantly. So, go ahead and try them in your existing presentation and see the difference it makes.

Did you like the tips?

Do you want to find more such unknown capabilities of PowerPoint to take full advantage of the software?

Then, I highly recommend you take a look at our ‘ Ramgopal’s PowerPoint Mastery Program ’. It is the most comprehensive and creative PowerPoint training online for business presenters. ( The link will take you to my training site  – PrezoTraining.com)

I especially invite you to take a look at our ‘ PowerPoint set up mastery ’ section to learn some truly creative techniques to save time, workaround common issues in PowerPoint and more.

In fact, Ramgopal’s PowerPoint Mastery program is the only program you need to create professional quality slides that get you results.

Please click on the link here to know more about the program.

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How To Compress A PowerPoint

Compressing a PowerPoint presentation improves its accessibility, and makes it easier to share, transfer, and store.

There are many reasons why compressing your PowerPoint presentation is a good idea.

It can load faster (especially if it contains a lot of images or other media), and be easily shared and viewed by others.

Also, if you have limited storage space on your computer or server, compressing your PowerPoint presentation can help free up space . Let’s get into it:

How To Compress A PowerPoint 🤔

Some tips to reduce your presentation file size 🧐, frequently asked questions 🙋.

Important disclosure: we're proud affiliates of some tools mentioned in this guide. If you click an affiliate link and subsequently make a purchase, we will earn a small commission at no additional cost to you (you pay nothing extra). For more information, read our affiliate disclosure .

To compress a PowerPoint presentation, follow these steps:

• Open your PowerPoint presentation and click on the "File" tab in the ribbon at the top of the screen.

2. Click on "Info" in the left-hand menu, and then click on "Compress Media" in the middle of the screen.

3. In the Compress Media menu, you can choose to compress all pictures and media in the presentation, or only selected media. You can also choose the level of compression you want to apply.

4. Once you've chosen your desired compression level, click "OK" to start the compression process.

5. Once the compression process is complete, your PowerPoint presentation will have a smaller file size, making it easier to share and transfer.

If your presentation's file size is too large, you can try the following to make it more manageable:

• Minimize the size of images in your presentation.
• To minimize image sizes, once you have selected the image you’d like to compress, click on the “Picture Format” tab.
• Head to the “Adjust” group and click on “Compress Pictures” .
• In the “Compression options" section, make sure that “Apply only to this picture” is unticked, so that any changes will apply to all images.
• Next, select the option for “Delete cropped areas of pictures” . This will remove any cropped picture data.

5. And finally, under “Resolution” , opt for “Use default resolution” .

• Reduce the default image resolution
• To reduce the default image resolution, navigate to File > Options > Advanced . Under the Image Size and Quality section, check the box for “Discard editing data” .

2. Make sure that the option for “Do not compress images in file” is not selected.

3. Choose a resolution that is 150ppi or less from the “Default resolution” list.

Why should I compress my PowerPoint presentation? As mentioned above, compressing a PowerPoint presentation reduces the file size, making it easier to share and transfer. It's particularly helpful when working with large presentations that may take up significant storage space or when sending presentations via email.

Can I compress only specific images or media in my PowerPoint presentation? Yes, you can choose to compress all media or select specific images or media to compress. This gives you more control over the compression process and helps to ensure that critical content is not degraded during compression.

Will compressing my PowerPoint presentation affect the quality of the content? Unfortunately, compressing images and media may result in some loss of quality . However, the degree of quality loss depends on the compression options you select. Refer to the compression options above to help minimize any loss of quality.

Can I preview my compressed PowerPoint presentation before saving it? Sure, in fact, we recommend this step to ensure that the compressed file has not compromised the quality of your content and you are happy with the end result.

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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.

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.

Figure: Media compression in progress

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

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?

Check the following article to know more about Tips for improving audio and video playback and compatibility .

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How-To Geek

How to compress images in microsoft powerpoint.

If you want to reduce the file size of your PowerPoint presentation and save disk space, compress the images in the slideshow. Here's how.

Quick Links

Compress images in powerpoint for windows, compress images in powerpoint for mac.

Compressing images in your Microsoft PowerPoint presentation can help reduce the overall file size of the presentation and save disk space on the device it’s stored on. Here’s how to compress images in Microsoft PowerPoint.

Note that this feature is only available for desktop versions of Office and not Office for the web.

Open the PowerPoint presentation that contains the images you’d like to compress and then select a photo.

Once selected, you’ll automatically be in the “Picture Format” tab. Here, click the “Compress Pictures” button in the “Adjust” group.

The “Compress Pictures” window will appear. In the “Compression Options” group, you can choose if the compression applies only to the selected picture. If you uncheck this option, PowerPoint will compress all of the images in the presentation, which overrides any changes you may have made to those images.

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

In the “Resolution” group, choose which resolution you would like to use. Once ready, click “OK.”

The image or images will now be compressed.

Open the PowerPoint presentation that contains the images you’d like to compress and then select a photo. Once selected, click “Compress Pictures” in the “Picture Format” tab.

The “Compress Pictures” window will appear. Select the picture quality you’d like to use, then select if you’d like to apply the compression to all images in the presentation or only the selected image. Also, if you want to delete the cropped areas of the pictures, check the box next to that option.

When ready, click “OK.”

How to Change Slide Size in PowerPoint?

Table of Contents

Sometimes, when you often create presentations, you might find yourself in a situation where you need to prepare your slides on one device but present them on another. This can cause your slides to look different depending on the device.

It’s a good idea to learn how to adjust the slide size or aspect ratio in PowerPoint to avoid any issues during your presentation. You’ve put in a lot of effort into your project, from researching to practicing your speech, so it’s frustrating to encounter problems like mismatched slide sizes that could have easily been avoided.

Understanding PowerPoint Slide Dimensions

When you’re putting together a presentation in PowerPoint, one of the main things to think about is picking the right slide dimensions. These dimensions matter because they affect how your content looks on different screens and devices. Let’s talk about the standard aspect ratios.

1. Modern Widescreen (16:9 & 16:10):  These are the most popular choices for presentations today. Selecting a 16:9 or 16:10 aspect ratio ensures your slides will fit perfectly on most modern projectors and screens, making them ideal for contemporary presentations.

2. Standard Format (4:3):  This traditional aspect ratio might still be relevant for presentations intended for older projectors or screens that are better suited to a square format. Choosing 4:3 can prevent your slides from appearing stretched or distorted on such devices, ensuring your content remains clear and well-organized.

3. Custom Orientation:  For situations where standard options don’t meet your specific needs, PowerPoint offers the flexibility of custom orientation. This feature allows you to tailor the slide size to create unique dimensions that perfectly match your unique scenario.

How to Change the Size of a PPT Slide?

Having the right size for your presentation can make all the difference. Luckily, PowerPoint makes it easy to adjust your slides to fit any screen perfectly. Here’s a straightforward guide to resizing your slides:

Step 1: Finding the Design Tab

First, open your presentation and locate the  Design  tab on the ribbon at the top of the window. This tab holds all the tools you need to customize the look of your slides, including their size.

Step 2: Choosing Your Slide Size

On the  Design  tab, find the button labeled  Slide Size . Clicking this button will open a menu with different size options for your slides:

• Standard (4:3):  This is a traditional layout that works well with older projectors and screens.
• Widescreen (16:9):  This is the default and most popular option, perfect for modern displays and projectors.
• Widescreen (16:10):  This is another widescreen option (used in MacBooks) with a slightly different aspect ratio, also suitable for modern screens.
• Custom Slide Size:  If you have specific size requirements, choose this option. It will open a separate window where you can enter your desired width and height for the slides. Click  OK  to confirm.

Step 3: Adjusting Your Content

Once you change the slide size, PowerPoint might ask you how you want to handle your existing content. This ensures everything fits well within the new dimensions. You’ll typically have two options:

• Maximize:  This option enlarges your content to fill the new size, which is useful if you’re switching to a larger slide format.
• Ensure Fit:  This option shrinks your content to make sure everything fits on the new slides, ideal for reducing slide size without losing information.

Important Note:  PowerPoint doesn’t allow resizing individual slides within a presentation. All slides will have the same dimensions.

Closing Thoughts

Taking a few minutes to adjust your PowerPoint slide size can prevent major headaches down the road. By understanding the common aspect ratios and following these simple steps, you can ensure your presentation looks its best on any screen, leaving a lasting impression on your audience.

Frequently Asked Questions

Can i change the orientation of individual slides.

No, PowerPoint currently doesn’t allow changing the orientation of individual slides within the same presentation.

What happens to my existing content when I change the slide size?

PowerPoint will attempt to scale your content to fit the new size. However, you might need to adjust the layout, text boxes, and images to ensure everything displays correctly.

How do I avoid pixelation when resizing images in PowerPoint?  

To avoid pixelation, use high-resolution images, hold Ctrl while resizing to maintain proportions, choose High fidelity image quality (be mindful of file size), or crop the image instead of resizing. For advanced editing, consider using dedicated photo editing software before inserting the image.

What are some things to consider before changing the slide size?

• Compatibility : Ensure your chosen size is compatible with your presentation equipment (projector, screen).
• Content scaling : Consider how well your existing content adapts to the new size without distortion.
• Audience viewing : Choose a size that allows for clear and comfortable viewing for your audience.

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