How to reduce the file size of a powerpoint presentation

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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:

1. Your file is too big to be emailed as an attachment
2. The file is so big that every time you hit the ‘save’ button – it takes forever to save
3. 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:

1. The large images you stick on your slides
2. 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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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.

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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.

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.”

If the file size of your presentation is too large, try the following tips to make it more manageable.

Compress pictures in your presentation

Select a picture in your document. The Picture Format tab appears.

On the Picture Format tab, in the Adjust group, select Compress Pictures.

Under Compression options, do any of the following:

Make sure that Apply only to this picture is not selected so that the changes you make here will apply to all pictures in the document.

Select Delete cropped areas of pictures. This option removes the cropped picture data but note that if you delete the cropped picture data, you won’t be able to restore it.

Under Resolution, select Use default resolution.

Compress pictures in your presentation

Select a picture in your document. The Picture Format tab appears.

On the Picture Format tab, in the Adjust group, select Compress Pictures.

Under Compression options, do either of the following:

Make sure that Apply only to this picture is not selected so that the changes you make here will apply to all pictures in the document.

Select Delete cropped areas of pictures. This option removes the cropped picture data but note that if you delete the cropped picture data, you won’t be able to restore it.

Under Resolution, select Use default resolution.

​​

Delete image editing data and lower default resolution

By default, when you edit an image, the data from the original is retained (to ensure the image can be restored). Discarding it means that you can’t restore the changes you make, but it will reduce your file size. Lowering the default resolution for images also reduces your overall file size.

Go to File > Options > Advanced.

Under Image Size and Quality, do the following:

Select Discard editing data. This option removes stored data that’s used to restore the image to its original state after it’s been edited. Note that if you discard editing data, you won’t be able to restore the image after you edit it.

Make sure that Do not compress images in file is not selected.

In the Default resolution list, select a resolution that is 150ppi or lower.

Reduce the character set of embedded fonts

To make your presentation more sharable with others who don’t have the same fonts in their system, it’s typical to embed the fonts you use. However, embedded fonts will increase your file size. To minimize the file increase, embed only those characters used in the presentation.

Go to File > Options > Save.

Under Preserve fidelity when sharing this presentation, select Embed fonts in the file, and then select Embed only the characters used in the presentation.

Note: If you’ve used custom fonts and want others to edit the presentation, select Embed all characters.

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

• 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”.

Compressing the pictures

Changing the 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.

Advanced options

Lowering the amount of characters from embedded fonts

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.

Embedding the characters

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”.

Exporting the presentation as a PDF

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.

Exporting as a PDF

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.

Insert Your Pictures. Don’t Copy/Paste them.

It’s easy to simply copy images from sources and paste them directly into your PowerPoint presentation, rather than saving the images to the hard drive and then inserting them into the presentation. However, by pasting the images into the presentation there is a chance that the system will save that image as a BMP or PNG, rather than a JPG.

Why does this matter? Well, as you can see in the example below, the BMP and PNG files are much larger than a JPG file. If you’re concerned about file size and you have a lot of images in your presentation, this default setting may drastically increase your overall file size. Using the insert function will ensure your images are inserted as intended.

Do Image Edits in an Image Editor—Not in PowerPoint

When you insert an image in PowerPoint, it’s best to make sure that it doesn’t need any edits. If it does require edits, you’re better off doing it in an image editor.

Why? When you use PowerPoint to edit your image, it remembers all of those as part of the presentation. Thus, that memory of the image editing takes up additional space and will increase the overall file size. For example, when you change an image to black and white, PowerPoint retains the full-color image as well. That’s a lot of extra bites being stored!

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

Compress Images in PowerPoint

If you have lots of images in your presentation, you can save a lot of space by compressing them. This is a fast and easy way to reduce your PowerPoint file size. The HD (96 ppi) compressed file is 17x smaller than the original presentations. The more you compress an image in PowerPoint, the more image quality you will lose. *Just be sure that when you compress your images, you pay attention to the quality of the images.

To compress an image in PowerPoint, select the image you want to compress then:

1. Navigate to the Pictures Tools Format Tab
2. Select Compress Pictures
3. Choose your Compression options (Beware of unchecking Apply only to this picture)
4. Choose your Resolution
5. Hit OK

Note: Unchecking Apply only to this picture (#3 above) tells PowerPoint to sweep through your entire presentation and compress ALL of your images.

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 Videos in PowerPoint

Videos and media files can be huge!

So, if you have a video or other media file in your presentation, try compressing it. Compressing media is another fast way to reduce your PowerPoint file size.

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

When choosing a compression size, at a minimum compress into the Full HD (1080p). Notice that the FULL HD (1080p) reduced the original file size by half from my raw video footage. Full HD (1080p) is high quality for any overhead projects or monitor. If you need to save more file size, you can use the smaller formats, just double check your video quality on the actual projector you will be presenting on to make sure it doesn’t appear too grainy for you.

To compress videos and/or media files in PowerPoint, simply:

1. Navigate to the File tab
2. Select the Info tab
3. Open the Compress Media drop down
4. Choose a compression file size (Full HD 1080p, HD 720p or Standard 480p)

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

Bolts, Nuts &. “How to Compress PowerPoint: 6 Ways to Reduce PowerPoint File Size.” Nuts & Bolts Speed Training, 22 Apr. 2019,

Gunnell, Marshall. “How to Reduce the File Size of a PowerPoint Presentation.” How-To Geek, 12 June 2019,

Rosenberger, Tracey. “Useful Tips to Reduce a PowerPoint Presentation File Size.” Make Tech Easier, 30 June 2019,

Our mission is to support WesternU employees in their development as effective teachers, mentors, leaders and community members who create effective, engaging and innovative learning environments.

If the file size of your presentation is too large, try the following tips to make it more manageable.

Compress pictures in your presentation

Select a picture in your document. The Picture Format tab appears.

On the Picture Format tab, in the Adjust group, select Compress Pictures.

Under Compression options, do any of the following:

Make sure that Apply only to this picture is not selected so that the changes you make here will apply to all pictures in the document.

Select Delete cropped areas of pictures. This option removes the cropped picture data but note that if you delete the cropped picture data, you won’t be able to restore it.

Under Resolution, select Use default resolution.

Compress pictures in your presentation

Select a picture in your document. The Picture Format tab appears.

On the Picture Format tab, in the Adjust group, select Compress Pictures.

Under Compression options, do either of the following:

Make sure that Apply only to this picture is not selected so that the changes you make here will apply to all pictures in the document.

Select Delete cropped areas of pictures. This option removes the cropped picture data but note that if you delete the cropped picture data, you won’t be able to restore it.

Under Resolution, select Use default resolution.

​​

Delete image editing data and lower default resolution

By default, when you edit an image, the data from the original is retained (to ensure the image can be restored). Discarding it means that you can’t restore the changes you make, but it will reduce your file size. Lowering the default resolution for images also reduces your overall file size.

Go to File > Options > Advanced.

Under Image Size and Quality, do the following:

Select Discard editing data. This option removes stored data that’s used to restore the image to its original state after it’s been edited. Note that if you discard editing data, you won’t be able to restore the image after you edit it.

Make sure that Do not compress images in file is not selected.

In the Default resolution list, select a resolution that is 150ppi or lower.

Reduce the character set of embedded fonts

To make your presentation more sharable with others who don’t have the same fonts in their system, it’s typical to embed the fonts you use. However, embedded fonts will increase your file size. To minimize the file increase, embed only those characters used in the presentation.

Go to File > Options > Save.

Under Preserve fidelity when sharing this presentation, select Embed fonts in the file, and then select Embed only the characters used in the presentation.

Note: If you’ve used custom fonts and want others to edit the presentation, select Embed all characters.

We’ve all been there. Your overseas colleague sends you an email with the updated presentation. Next thing you know, your inbox is full and your computer freezes as you try to open the 100+MB attachment.

You can avoid this hassle by following our simple tips to reduce the size of your PowerPoint files.

1. Remove Unused Slides, Pictures, and Videos

Presentations that have been updated by many different people often have several outdated slides containing pictures and videos, upping the file size considerably. An easy fix is to delete all irrelevant slides and content.

2. Compress Images

PowerPoint has an integrated function for compressing images in a presentation. To do this in PowerPoint 2007 or later, open the presentation and click on the first picture. Go to Picture Tools/Format > Compress Pictures, and uncheck the box for Apply only to this picture. This will apply your compression settings to all images in the presentation. Click OK to close the window.

Check Delete cropped areas of pictures and choose 150ppi or 96 ppi. If the presentation is going to be printed, 220ppi is your best option.

3. Discard Edit Data

Here’s another way to reduce the size of a presentation. Go to File > Options. Go to Advanced and under Image Size and Quality, check the Discard editing data box. Don’t forget to save your presentation again. FYI: These changes cannot be undone.

To make sure others can open your PowerPoint file hassle-free, aim for a presentation size of 5MB or less.

4. Don’t Use PowerPoint to Edit Images

Try to avoid using PowerPoint picture tools to edit your graphics and images. PowerPoint creates two image files – one for the original, and one for the edited version – which increases file size. To keep your file size as small as possible, use a separate editing tool and insert the finished images into your presentation.

5. Check Your Slide Master

When copying a slide from one presentation to another, it’s easy to accidentally include the slide master from the source presentation. To avoid this and keep your file size down, always right-click the slide you want to copy and paste by clicking Use Destination Theme. When you’ve finished creating your presentation, take one last look at the master view and make sure you haven’t copied an unnecessary master.

To make sure others can open your PowerPoint file hassle-free, aim for a presentation size of 5MB or less.

One last thing: There are a lot of tools you can use to reduce the size of PowerPoint and Office files. Two of the more popular tools are PowerShrink and FILEminimizer. Both these options ensure file size reduction without compromising quality. Download a free version and try them out.

PowerPoint is one of the most popular browser slide software. PowerPoint slides with lots of slides can be unusually heavy due to a lot of extra information and images.

• Tips to reduce the size of PowerPoint files should be known
• How to reduce the size of PDF files effectively

Coming to this article, TipsMake will guide you how to reduce the size of PowerPoint files effectively.

1. Save the PowerPoint file as the latest version

PowerPoint is the product of software publisher Microsoft and over the years they have released the most advanced versions of Office including PowerPoint. In order for PowerPoint to be stored as the least capacity file, you need to keep it in the least version of PowerPoint.

To do that, first you need to click open the File ribbon on the toolbar.

Next, click Save As in the list of File options .

Or you can use the keyboard shortcut F12 to perform this Save As function .

When saving a new PowerPoint file, select Save as type as PowerPoint Presentation to be able to export the latest PowerPoint file that your computer has.

Finally click Save to save the file.

As you can see, the old PowerPoint file has a .ppt extension with a capacity of up to 781KB, but the latest PowerPoint file has the .pptx extension, only has the capacity of 355KB.

2. Note when creating more photos in PowerPoint slides

Adding images to PowerPoint will make your slides more illustrative, which is not to be missed. But having lots of pictures is also a reason for your PowerPoint files to work.

Image insertion cannot be ignored, we need to find a way to insert the photos with the least capacity.

There are many different ways to insert pictures into PowerPoint files, but the method of Copy images and paste directly into slides will cause the inserted images to be automatically converted into .PNG files. While the two most popular image formats are .PNG and .JPG, the .JPG extension will have less capacity because of the use of color point storage.

So, when you want to insert the image, you should not paste it directly via the clipboard, but do it through the image storage operation and then insert the image in the Insert ribbon , select Pictures in the Pictures group .

3. Compress image file in PowerPoint

As mentioned in part two, inserting images into PowerPoint files is a necessity but if you want to reduce the size, we can also compress image files in Powerpoint.

To do this, we need to Save As saving the PowerPoint file as another file. To be able Saves As other files you choose on the ribbon File and select Save As or press F12 on the keyboard.

After opening Save As , click on Tools and select Compress Pictures .

After Compress Pictures displays, you select Web (150 ppi): good for web pages and projectors to be able to reduce the minimum size of PowerPoint files. Click OK to define the settings.

Finally, remember to name (different from the old file name) and click Save to save the file.

As you can see, the file that TipsMake has just saved has a smaller file size than the old PowerPoint file but because the file does not have too many images, the file size is not significantly reduced.

If your file is inserted many images, the file size will be reduced significantly more.

4. Turn off the AutoRecover feature

Another way to reduce the size of your PowerPoint file is to turn off the AutoRecover feature of PowerPoint to avoid burdensome files when you don’t need the advanced self-saving functions.

This function is very convenient when the slide is making the computer disconnected, it will automatically store, but if not necessary, you can turn it off to reduce the file size.

To turn AutoRecover off, click the File ribbon in the toolbar.

Next, click on Options in the File list of options .

After the PowerPoint Options panel appears, switch to the Save tab .

Next, uncheck the Save AutoRecover information every line in the Save presentation section and uncheck the Embed fonts in the file line in the Preserve fidelity when sharing this presentation section .

Then click OK to confirm the installation.

Compress Video and Audio Media in PowerPoint

by Avantix Learning Team | Updated April 6, 2021

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

You can compress video and audio media in a PowerPoint presentation to reduce file size. Since video and audio inserted into a PowerPoint file is embedded or copied into the presentation by default (starting in 2010), video and audio media can increase file size significantly. If you compress media, both video and audio media will be compressed.

When you compress media in PowerPoint, embedded subtitles and alternate audio tracks will be removed in the compression process. If you have trimmed media in PowerPoint, the trimmed portions will also be removed during compression.

Do you want to learn more about PowerPoint? Check out our virtual classroom or live classroom PowerPoint courses >

Compressing video and audio media in PowerPoint

To compress video and audio media in a PowerPoint file:

1. Save a copy of the presentation that contains the video and / or audio you want to compress. The media files must be embedded, not linked. Online videos (such as YouTube videos) will not be compressed.
2. Open the copy of the presentation.
3. Click the File tab in the Ribbon.
4. Select Info.
5. In the Media Size and Performance area, select Compress Media. A drop-down menu appears.
6. Select a video quality. Options in 2019 and 365 include HD choices. Full HD (1080p) will save space while maintaining overall audio and video quality. HD (720p) will save space and the quality will be comparable to media streamed over the Internet. Standard (480p) will save the most space and may be used when sending presentations via email. In 2013 or 2016, the options are slightly different. Presentation Quality will save space and maintain the highest quality. Internet Quality will be comparable to media streamed over the internet. Low Quality is the lowest quality typically suited to email.
7. Once you select a compression quality, a dialog box appears automatically. PowerPoint will begin the compression process and displays the status as well as the amount of space saved when completed. This process may take a while depending on media size and number of video and or audio files to compress.
8. Click Close when compression is complete.

You will not be able to access Compress Media unless embedded media has been inserted into the presentation.

In PowerPoint 2019 or 365, the following drop-down menu appears when you click Compress Media:

In PowerPoint 2013 and 2016, the following drop-down menu appears when you click Compress Media:

After you select a compression option, the following dialog box appears with the status of the compression(s):

You can save a significant amount of space and reduce the file size of a PowerPoint presentation by compressing media in PowerPoint.

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This PowerPoint tutorial explains how to reduce powerpoint file size. Business presentations contain a huge number of slides filled with graphics, audios, videos, etc. making it bulky and taxing on disk space. If you try to E-mail such a presentation over the internet or to store it in a small pen drive, it will be impossible to do so. The biggest contributors to high disk space consumption, are graphics, images, videos, and audios. We have found some best methods to compress the powerpoint, to solve this problem. Use the following methods to significantly reduce powerpoint file size.

To compress image sizes-

• Select any image in your presentation.
• Click on the Format ribbon, and click on Compress Pictures in the Adjust section.
• A pop-up window will appear. If you want to apply compression to only that particular image, select “Apply only to this picture.” If you uncheck this option, the compression will be applied to all the images in the presentation.

• Check the “Delete cropped areas of pictures”. The cropped areas remain in the memory of PowerPoint, in case you need to readjust the pictures. But if you are sure you need no more adjustments, you can delete these areas.
• In the target output, select the desired resolution. Click on “OK”.
• Before saving, make a copy of the existing presentation. If the resolution of images gets too low, you will need the copy to reset the changes.
• Save the presentation. You will see that this will reduce powerpoint file size.

To compress media files –

• Go to the “File” tab. Click on info.
• Click on “Compress Media”. In the drop-down menu, click on the quality of media you desire.

• PowerPoint will compress the videos and audios in the presentation to the desired quality.

• Save the presentation. The size of the media will be reduced.

Watch this stepwise video tutorial to get a detailed idea:

Learn More PowerPoint Tips and Tricks, Click on the following Links:

• How To Add Sections And Summary Zooms
• How To Play Video Over Multiple Slides
• How To Add Annotations During A Presentation
• How To Print Presentation Handouts For The Audience
• Microsoft PowerPoint Shortcuts That You Didn’t Know
• Use Hidden Slides To Back Up Your Business PowerPoint Presentations

Check out a few of our PowerPoint Themes to get started on your next presentation. Here is an example of a Business Review Presentation.

Business Review Presentation

Now you don’t have to scour the web to find out the right templates. Download our PowerPoint Templates from within PowerPoint. See how?

Elise Williams

2022-04-29 14:42:24 • Filed to: PowerPoint Tips and Tricks • Proven solutions

Because of the many slides you need to create a complete PowerPoint presentation and all the images, graphs, and other icons you may use, presentations tend to be bulky files. This can cause problems when you need to share them with other people as they may be too large to attach to an email. If this is the current problem you find yourself in, what you need is to compress the PowerPoint file. So this article will share with you two ways to compress a PowerPoint. This way, you can make the file a lot smaller and, therefore, easily sharable across all media.

How to Reduce a PowerPoint File Size

The best way to reduce the overall size of a PowerPoint file is to compress all the images in the document. Follow these simple steps to do that:

Step 1. Open the Presentation

Open the PowerPoint presentation and then click on on any image on any slide. Then click the “Format” > “Compress Pictures” option.

Step 2. Compress the Pictures

Now, a dialogue box will pop up. To apply the compression to all images, uncheck the “Apply only to this picture” option. Besides, you can click on the “Email (96 ppi)” or “Web(150 ppi)” option depending on what you need, and finally click “OK”.

The PowerPoint file will now be much smaller and easily shareable.

The Best PDF Software

Another way to reduce the size of a PowerPoint file is to use Wondershare PDFelement – PDF Editor. This is a feature-rich PDF editing program that you can use to create, convert, and edit PDF in numerous ways, including optimizing a PowerPoint document. Before we share with you how you can optimize a PowerPoint document, we thought we’d share with you some of the program’s features so that you can get a clear idea of how the program works. These features include the following:

• It allows users to edit PDF documents very easily and in numerous ways. With its user-friendly interface, you can edit pages, images, links, and watermarks in addition to text and images.
• The OCR function that the program comes with enables you to transform scanned PDF files into editable PDF documents.
• PDFelement for Mac also allows you to easily annotate the document in numerous ways, including being able to draw, fill comment, stamp, and even highlight PDF documents.
• You can also easily protect your PDF documents by adding a signature or setting up password-protection to require anyone reading the document to enter a password.
• Create forms, manage them easily, and even extract data from them easily with PDFelement.
• It also makes the conversion of PDF documents to other formats like Word, Excel, PowerPoint, and EPUB very easy.

How to Reduce PowerPoint File Size with PDFelement

Step 1. Import PowerPoint into PDFelement

Drag and drop the PowerPoint presentation into PDFelement to open. Alternatively, you can also click on “Open File” to select the presentation.

Step 2. Optimize PDF

To reduce the overall size of the presentation, click on “File” > “Optimize” and then choose the level of optimization you would like to use.

Step 3. Convert to PowerPoint

Save the changes you have made and then click “Convert” > “To PPT.” Choose the output folder in the dialogue box that opens, and then click “Save.”

Keep in mind that you can use PDFelement to edit the document in many ways before conversion. You may therefore want to take advantage of the wide array of editing features to add and remove the content as needed before optimizing the file.

If you make a PowerPoint presentation that contains a lot of images, the file might end up being quite large in size, particularly if the images you used were very large to begin with. (TIP: You can resize images in Preview on a Mac and in Paint on a Windows PC.)

If the file size is too large to upload to Google Docs or to send by email, try reducing the file size, following the steps below. These steps should work for PowerPoint 2007 and newer on a Mac or PC. (For older versions, use Google to search for how to reduce file size.)

(1) Check the presentation’s current file size. (See steps below.)

(2) Open the presentation in PowerPoint. (If you’re worried about losing any data, you might want to save a copy of the presentation and work on that instead of the original.)

(3) From the File menu, select Reduce File Size.

(4) From the options, choose “Best for viewing on screen.”

(5) Save the presentation and then check the file size again, to see how much it was reduced.

HOW TO CHECK FILE SIZE

If you’re not sure how to check the size of a file, follow these steps:

Windows Users:
Locate the file in the Windows Explorer and right click on it. Select Properties and take note of the file size there.

Mac users:
Locate the file in the Finder and right click on it (on a laptop, you can enact the right click options by holding down the Control key when you click). From the drop down menu that appears, select Get Info.

The file size appears at the top of the Get Info window, next to the file name.

ALTERNATIVE: Another way to check file size is to view your Finder window in list format rather than icon format. To switch the view, click on the List View button in the top portion of the Finder window.

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This article will show you how to reduce the file size of a PowerPoint presentation file. Reducing the file size may be necessary to upload your file to Moodle or to make the file more easily shared. Smaller file sizes will also help ensure that participants can quickly download and view the presentation.

You will need Microsoft PowerPoint 2013 or newer, or Office 365 PowerPoint to follow along with these instructions.

These instructions show two main steps in compressing a PowerPoint file: (1) compressing video/audio media, and (2) compressing images.

Before compressing a PowerPoint file it’s recommended that you make a copy of your original file in case you need to go back to the original and try different compression options. Always save a copy of your original.

If the PowerPoint file does not have any video or audio in it (only text and images) you may want to try saving it as a PDF file first to see how small the file size is. This may be a quick solution to creating a smaller file. In PowerPoint, to save the PowerPoint as a PDF go to File, Save-As, and select PDF. If the PowerPoint does contain audio or audio, you want to keep it as a pptx file, or the PDF isn’t small enough then read on.

In PowerPoint with the file opened that you want to compress, select the File tab at the top left.

Then select Info just below the top left.

Select the Compress Media button next to Media Size and Performance and select the desired setting. The names of the settings will vary depending on the version of PowerPoint, but it’s suggested to start with the lowest options first, which is Standard (480p), in this example.

Once you’ve selected a compression option it will immediately compress all media in the PowerPoint. The Compress Media dialog box will display the initial size of the media and how much size was saved for each media. In the example below the media went from 45.4 MB to 4.3 MB, resulting in a 41.1 MB or 91% savings! Select the Close button to close the Compress Media dialog box.

Now that you’ve compressed media in the PowerPoint you will want to review the media to ensure that the quality is acceptable. If the decrease in quality is not acceptable return to the Compress Media button shown above and select Undo, and then repeat the process but select a higher quality option. If there are any issues using undo close the PowerPoint and re-open it.

When you’re satisfied with the results of the media compression save the PowerPoint (do not overwrite your original, just in case you need to go back to it).

In PowerPoint with the file opened that you want to compress, select File at the top left and then Options at the bottom left. In the PowerPoint Options dialog that appears select the Advanced tab on the left. Below Image Size and Quality select Discard editing data, unselect Do not compress images in file, and set Default resolution to 96 ppi. Select the OK button at the bottom to return to the PowerPoint.

In the PowerPoint presentation, select an image (any image) and the ribbon at the top should automatically change to the Picture Tools toolbar. In the Picture Tools toolbar select the Format tab. Next, select the Compress Pictures button that appears around the middle of the image below.

In the Compress Pictures dialog unselect Apply only to this picture, select Delete cropped areas of pictures, and select Use default resolutions. Select the OK button to process all images in the PowerPoint.

Now that you’ve compressed the images in the PowerPoint you will want to review the images to ensure that the quality is acceptable. If the decrease in quality is not acceptable you can either use control-z to undo the image compression and repeat this process but use a higher quality resolution. If there are any issues using undo either close the PowerPoint and re-open it or return to the original copy of the document.

When you’re satisfied with the results of the image compression save the PowerPoint (do not overwrite your original, just in case you need to go back to it).

Hopefully the PowerPoint has a much smaller file size!

While working through these steps with a sample presentation file the reduction in quality was only slightly noticeable and the file size was reduced by 89%:

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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.

1. Right-click the image you want to crop and select Crop.
2. Drag the cropping handles to select the area you want to crop.
3. 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.

1. Select a photo in the slideshow.
2. Go to Picture Tools Format.
3. Select Compress Pictures in the Adjust group.
4. Clear the Apply only to this picture check box to compress all photos in the presentation.
5. Place a check next to Delete cropped areas of pictures.
6. 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:

1. Go to File.
2. Select Info.
3. Select Compress Media.
4. Choose the option you wish to use.

Problem:
You have a big PowerPoint file of over 20 MB. The presentation file contains a good many of pictures. You need to make it smaller for both slim memory on your PC and easier emailing to others.

Solution:
To reduce the file size of a big PowerPoint presentation, you can follow these 6 tips:

1. Compress images in the PowerPoint file. First thing comes first: reducing size of slide images. Images, esp. photos larger than 1024 Г— 768 pixels, may take up a lot of space in PowerPoint. To slim your PowerPoint presentation generally means to compress images in the slides. To reduce image size in your presentation, do the following:
In PowerPoint 2002 and later, use the Compress Pictures tool bar within to reduce the image size of a presentation. Click on the picture for compression to enable the Picture Tools tab. Choose Compress Pictures under the toolbar. Under the Format tab, select Compress Pictures option.

To customize compression settings of your slide pictures, click on the Options button at the bottom left of the dialog box.

• Under Compression options, you can tick “Automatically perform basic compression on save “and/or” Delete cropped areas of pictures”.
• From Target Output, choose a proper output resolution from the listed 3 options (Resolution for Print, Screen, and Email) for your slide pictures.
• Then, click OK to save your compression settings.

To apply the compression settings, click OK in the bottom middle of the Compress Pictures dialog box.

For PowerPoint 2000 or earlier, follow these steps to compress a picture:

• Click on the picture you want to compress. Click Copy on the Edit menu.
• On the Edit menu, first click Copy, then Paste Special. Select JPG for photos and scans. Alternatively, click PNG for images with large areas of flat color or pictures that contain text or fine details.

Note: It is recommended that you save pictures as a compressed graphic format like JPG, GIF,TIF, WMF before inserting to PowerPoint. Avoid fat graphic formats like BMP.

2. Turn off Fast-saves & Re-save the PowerPoint file

If you use PowerPoint 2000/2002/2003, turn off Fast-saves when enabled in your presentation. Go to the Tools menu -> Options -> Save to uncheck the Allow fast saves check box. This will help remove excess data (e.g. earlier drafts, used images) from your presentation each time you click the Save button.
Furthermore, resave the presentation to reduce the redundant data by fast-saves. Go to File (PowerPoint 2003 or earlier)/Office Button (PowerPoint 2007) -> Save As, and save it again under a new name. Next, click OK.

3. Insert Pictures by hyperlinking to PowerPoint

To use a picture in your PowerPoint presentation, you can insert either by the Hyperlink or the Embed method. For a slim PowerPoint file, you’d better insert a link of a picture rather than the picture itself to your presentation. Coz inserting a picture as linked makes it independent from the presentation file. Do the following to link a picture to PowerPoint:

• Go to the slide you want to add in a picture, go to Insert -> Picture.
• In the prompt Insert Picture interface, click on the picture you want to use, click the little down arrow beside the Insert button, and select Link to File.

Note: Always ensure that linked picture files and the PowerPoint presentation are placed in the same folder. Otherwise, the hyperlinked picture will not work when you move to another computer.

4. Avoid big fonts like Unicode in PowerPoint

Font files, especially some new fonts like Unicode, may also increase the size of your PowerPoint presentation. Check the size of font file before you embed it to PowerPoint. Do not embed fonts with big size in your presentation.

5. Do not save your PowerPoint file to a earlier version

Generally, a PowerPoint file is smaller when saved in a later version than an earlier one. When you save your PowerPoint presentation in 2007 (.pptx) to a 97-2003 version (.ppt), it grows in file size.
Meanwhile, if you use PowerPoint 97 or later, do not save the presentation file to PowerPoint 1995 version or earlier. Coz PowerPoint 95 doesn’t compresses images. В PowerPoint 97 and later with image compression feature have to uncompress images to make them compatible with PowerPoint 95.

6. Convert the PowerPoint file to smaller flash video

If you are still in trouble after the above trials, you can try to convert the PowerPoint presentation to video that is smaller and easier for distribution and playback across platforms. For easy and efficient video creation out of PowerPoint, you can take a solid conversion app like Moyea PPT to Video Converter. The dedicated PowerPoint to video tool is able to reduce the size of the selected presentation by 10%.
You don’t need to attach the loose PowerPoint file to email. Instead, you email your presentation work with an embed code after uploading it to video hosting sites like YouTube. Then, any recipient, with or without PowerPoint, can have full access to you video slideshow with a media player.

MS PowerPoint is great for authoring a project. However, it has limitations that degrade its magic. Big PowerPoint files are not friendly to web distribution. Following the tips above, you can reduce the size of your presentation to some extent and send your ideas hassle-free.

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Table of Contents

Can you compress a PPT file?

In PowerPoint with the file opened that you want to compress, select the File tab at the top left. Then select Info just below the top left. Select the Compress Media button next to Media Size and Performance and select the desired setting.

How do I email a PowerPoint that is too large?

If converting a PPT file to another format is not what you want, but the presentation is too big to email as an attachment, you can always compress it into a . zip file before sending it.

How do I save a PowerPoint as a lower resolution?

Compress pictures in your presentation

1. Select a picture in your document. The Picture Format tab appears.
2. On the Picture Format tab, in the Adjust group, select Compress Pictures.
3. Under Compression options, do either of the following:
4. Under Resolution, select Use default resolution.

How do I reduce the MB size of a PowerPoint presentation online?

Compress PPT Presentations Online

1. Upload your PPT to the compress tool, then choose “Basic Compression.”
2. Download the file and go to our PDF to PPT converter.
3. Drag the downloaded file into the orange toolbar.
4. Once the tool has converted the file, go ahead and hit “Download.”

How do I compress a PowerPoint presentation for email?

In PowerPoint with the file opened that you want to compress, select the File tab at the top left.

1. Then select Info just below the top left.
2. Select the Compress Media button next to Media Size and Performance and select the desired setting.

How do I resize an image in PowerPoint without distortion?

Resizing Images in Office without distorting (Word, Excel, and PowerPoint)

1. To maintain proportions, press and hold SHIFT while you drag the corner sizing handle.
2. To keep the center in the same place, press and hold CTRL while you drag the sizing handle.

How to compress a picture?

Open up Nvidia Control Panel and click “Manage 3D settings”.

How to reduce size of PPT?

Reducing the size of the images. Open your PowerPoint presentation.

How to compress Pictures in the presentation?

Select any picture,and the Picture Tools Format tab appears:

How to compress images before sending email in outlook?

Make a copy of your image (unless you don’t mind losing the original).

In the following paragraphs, you will find tips and techniques for reducing the size of your files without losing the integrity (look) of your file.

If your PowerPoint or Word documents are larger than 10Mb, you should try compressing (reducing) its file size. Compressing a file’s size can be done in a number of ways.

NOTE: Do not scan a document as a .TIF file and import it into a document. This will result in a huge file size.

Compressing Pictures
In Microsoft Office 2013, there are several ways to use the “Compress Pictures” feature. Double click on the picture to bring up the Picture Format ribbon:

• Click the “Compress Pictures” button (It is typically the top button in the second column). If you do not see the Picture Format ribbon after double clicking on the image, right click on the ribbon and select “Customize the Ribbon”. Change the “Customize the Ribbon” drop down to “All Tabs”. Then ensure the “Format” box is checked under the “Pictures” tab.
• To compress all pictures in the document, uncheck “Apply only to this picture”. To further reduce the file size, select the “Delete cropped areas of pictures” checkbox.
• Under “Target Output:”, select how you intend to use your presentation by selecting one of the options available. Some may be unavailable due to the original size of the image. Selecting one option, does not mean that it cannot be used for another purpose. It is simply optimized for the purpose selected.

If you compress pictures or delete the cropped areas, you won’t be able to restore your pictures to their original resolution or size. It is a good idea to save the newly compressed version as a different file name, retaining the original file as a backup.

Embedded Objects
When objects are embedded in a Power Point Presentation, they are displayed as a Windows Metafile (.WMF) of the original object. WMFs can include bitmap images, but only as uncompressed BMPs. So, if an embedded object’s WMF includes any bitmap data, the PPT file drastically increases in size. Dealing with embedded objects is actually quite easy.

• Right click on the EO, and select “Save as Picture…”. Save the picture, delete the object, and then browse to the new file you’ve just created and drag it into the document. At this point, you may also wish to compress the new image (see Compressing Pictures).
• You may also try right clicking on the EO and selecting, “Image ObjectàConvert”. Select any standard image format if one is available; although, depending on the source, this might not work. If it is successful, you should be able to compress the image by following the Compressing Pictures guide.

Raster Graphics (Scans, photos, screen shots, and similar images)
When creating presentations that’ll be viewed as a slide show, images should be sized to match the resolution of the computer on which they’ll be shown. In other words, if the PPT is going to be shown on a laptop with an 1024×768 resolution, the full-screen images should be 1024×768 pixels; anything bigger than that will make the PPT file needlessly large, will slow down the slideshow, or won’t add to the image quality (in most cases). Images that take up less than the full screen can be proportionally smaller in size. Speaking of size, “pixels” is all you really need to know. Ignore DPIs, inch size, and the size at which Power Point inserts images. Simply size your graphics correctly in pixels before importing them. After that, you can scale them to full screen in your presentation, if need be.

Slide Masters
When you check your presentation for oversized images and embedded OLE objects as explained above, check the “Slide and Title Master” and “Notes and Handouts Master”, as well as the individual slides. Also check each Notes page in Notes view (graphics on the Notes pages don’t appear in the Notes pane in Tri-Pane view in Power Point 2000 and later).

Disabling Fast Saves
PowerPoint’s Fast Save and AutoRecover features work by saving a lot of change data as part of the file, which adds weight. Disabling these features releases the extra baggage. To disable these features:

• Choose File → Options →Save, and uncheck “Save AutoRecover information every _ minutes”. You can also uncheck, “Keep the last autosaved version if I close without saving”.

Remove Fonts from the File
PowerPoint gives you the option to include .ttf font families within the document. This is useful when you are using fonts that are not native to most systems. To disable this feature:

• Choose File →Options →Save, and uncheck “Embed fonts in the file”.
• If you do need this option to be enabled, but still wish to reduce the file size, you can check both “Embed fonts in the file”, and “Embed only the characters used in the document”.

Pasted or Drag/Dropped Graphics
If you paste or drag & drop graphics into PowerPoint, you will get a metafile or embedded OLE object in Power Point. Power Point can’t compress these, and in fact, it may have to expand the graphics to their full uncompressed size. Instead, you should save your images as .JPEGs, .JPGs, .PNGs, or other file types. Then use Insert/Picture/From File to import the image into PowerPoint. Once the image is in PowerPoint, it’s ok to copy and paste it to other slides within the same or other presentations. In fact, doing this can help keep the file size down.

Unseen Elements
On the Slide or Master there may be something causing the file size to increase. Simply press “Ctrl+A” to select all. Then you can de-select the elements you want to leave alone with “Ctrl+LeftClick”. Press “Delete” to remove anything that’s left selected; visible or not.

It’s not unusual for a PowerPoint file to be somewhat large. Yet many email providers have a file size limitation for attachments. Since Microsoft PowerPoint files are often shared via email or online, you may need to compress the file down so that it fits as an attachment.

Let’s learn how to compress PowerPoint files and reduce the file size.

Before we jump into the steps for this tutorial, we also have a helpful resource to complement this tutorial. Download our FREE eBook: The Complete Guide to Making Great Presentations. Grab it now before you read on.

How to Compress PowerPoint Files Quickly

Note: Watch this short tutorial screencast or follow the quick steps below that complement this video.

1. Select an Image to Compress

The first step is to click on any image in your presentation that you want to compress.

Select the PPT image you want to compress.

2. How to Compress PowerPoint Images

Images usually add the most weight to a PowerPoint file size. Let’s come up to the Picture Tools Format menu and choose Compress Pictures.

Setting the resolution of an image in PPT.

I’m going to leave the top two boxes checked, and then choose Use the default resolution for now, and press OK. This will reduce the resolution of an image and the space used by them in the presentation file.

3. How to Change the Default Resolution

Now we’ll go to the File > Save As menu and the choose Save Options. I’m going to go to the Advanced option, check Discard editing data and then we’ll change the Default resolution to a lower resolution to save some serious space. Now we’ll go back and just save the presentation as a new file.

Save space by changing the default resolution and creating a separate PPT presentation.

This creates a separate PowerPoint presentation that will save some space versus the original space and be easier to send and share.

Finishing Up!

Now you know how to compress PowerPoint files and reduce the file size. This will help you as you share or email your presentation files to others.

More Helpful PowerPoint Tutorials on Envato Tuts+

Find comprehensive PowerPoint tutorials on Envato Tuts+ to help you learn to use PowerPoint better. We also have a quick-start in 60 seconds PowerPoint video series to help you master PowerPoint fast.

Here are a few helpful PowerPoint tutorials to jump into right now:

Make Great Presentations (Free PDF eBook Download)

If you like this tutorial you should check out this additional resource, which will walk you through the complete presentation process. Learn how to write your presentation, design it like a pro, and prepare it to present powerfully.

Download our new eBook: The Complete Guide to Making Great Presentations. It’s available for free with a subscription to the Tuts+ Business Newsletter.

To compress all output files in a ZIP file, click “ ” icon on the right, then click “Add to ZIP”. To download one single file, simply right-click on file link and click “Save link as. “.

Steps:

Set image quality first. Image quality value can be 1 (lowest image quality and highest compression) to 100 (best quality but least effective compression). The settings are optional, you can close “Settings” section by clicking the “X” on the right.

Drag multiple PowerPoint files to the “Choose Files” section. File extension name can be .ppt or .pptx. Each PowerPoint file size can be up to 40 MB.

The batch compression automatically starts when files are uploaded. Please be patient while files are uploading or compressing.

The output files will be listed in the “Output Files” section. To compress all output files in a ZIP file, click “ ” icon on the right, then click “Add to ZIP”. You can right-click on file name and click “Save link as. ” to save the file. The output files will be automatically deleted on our server in two hours, so please download it to your computer or save it to online storage services such as Google Drive or Dropbox as soon as possible.

Unblock Files (if needed)

You may need to unblock the PowerPoint files if your Microsoft PowerPoint software can’t open them. To unblock a file on Windows, right click on the file and open “Properties”. Under the General tab, towards the bottom you will see “Unblock” button or checkbox next to “Security: This file came from another computer and might be blocked to help protect this computer”. Click on it, then click “Apply/OK”.

About:

The big change in PowerPoint 2007 was that the stable binary file format of 97-2003 (.ppt files) was replaced as the default by a new zipped XML-based Office Open XML format (.pptx files). Microsoft’s explanation of the benefits of the change included: smaller file sizes, up to 75% smaller than comparable binary documents; security, through being able to identify and exclude executable macros and personal data; less chance to be corrupted than binary formats; and easier interoperability for exchanging data among Microsoft and other business applications, all while maintaining backward compatibility.

We can’t find any open-source projects to compress PowerPoint presentations, therefore we wrote all the source codes from scratch by ourselves. This PowerPoint compressor compresses images in PowerPoint presentation to reduce file size.

Whether you want to share a PowerPoint presentation with a colleague via email or upload it to a website, one of the best ways to reduce the size of a PowerPoint file is to compress its images.

Visuals play a key role in a presentation. Especially today, audiences respond well to images and graphics better than text. As a result, we tend to add as many images as we can into a slideshow to make it more effective.

However, it also comes with a disadvantage. With more images, your PowerPoint presentation gets heavier in size. And that can be an issue when you’re trying to share that presentation online.

In this guide, we’ll show you an easy fix you can use to compress images in your PowerPoint presentations to reduce the file size without affecting the quality of the images.

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Why Compress Images in PowerPoint?

Images come in all sizes and when you add an image to a PowerPoint presentation it adds up to the total size of the PowerPoint file. For example, adding 10 high-resolution images to your slideshow could make the file size as high as 50mb or more.

This makes it almost impossible for you to attach the PowerPoint presentation in an email because email apps such as Gmail have file size limits for attachments. For Gmail, the max file size for attachments is 25mb.

Thankfully, PowerPoint has a built-in option for fixing this problem by compressing images. When you compress images, it reduces the file size of your images without damaging the image or affecting its quality too much.

How To Compress Images in PowerPoint

PowerPoint has a tool that allows you to compress the images in a slideshow. This tool is available in the Picture Tools. Here’s how to use it.

1. First, select an image on your PowerPoint slideshow
2. Once you select an image, a new Format tab called Picture Tools will appear. Select this tab and click on Compress Pictures. This will open the Compress Pictures tab
3. From here, you can select whether to compress only the selected image or compress all images on the PowerPoint presentations
4. If you’ve used any shapes as placeholders for images, you can crop out the excess areas of the images to reduce the size as well
5. Finally, choose an option based on your needs to compress images

Note: Some of these compression options will not be available if you’re using low-resolution images in your presentation. Compression is only available for high-resolution images with large file sizes.

Which Image Compression Method to Choose?

PowerPoint allows you to compress images in several different levels based on the output resolution and the PPI, which reduces file size based on pixels per inch.

For example, if you’re sharing the PowerPoint file via email for reference, you can choose the option made specifically to optimize the file for email attachments. But, when you compress a PowerPoint file using the Email option the presentation won’t look great on a Full HD screen.

Choose the option that’s most suitable for your project and purpose. Keep in mind that extreme levels of compression can often affect the quality of the images.

In most cases, it’s best to leave the original images without any compression, especially if you’re planning on presenting the slideshow on a larger screen or projector.

In Conclusion

Even though PowerPoint’s built-in compression tool works well for reducing file size, it’s best to use an image editing software like Photoshop to compress and resize images without damaging the quality of the image.

If you’re looking for a great design for your presentation, be sure to check out our best minimal PowerPoint templates collection.

PowerPoint Templates

Microsoft PowerPoint (PPT) is the go-to choice for creating presentations. This series shares tips and ideas for working with PowerPoint, as well as beautiful PowerPoint templates and themes to make your presentations look stunning.

As a document filled with pictures, vectors, and even videos, the size of a PowerPoint file can swell beyond 100MB which is quite significant compared to DOCX or PDF document. With such size, it will be quite challenging to transfer the file to your colleagues.

Not to mention the amount of media that has to be loaded when launching the document would take some time to finish. To make matter worse, an unoptimized PPTX file can be a bit laggy when being presented, damaging the viewer’s experience as a result.

To combat this issue, it is always a good idea to reduce the PowerPoint size with these tips.

#1 Cut down the number of slides

The number of slides stored in a PPTX file will correspond to its overall size. Of course, not all slides are equal, some may be bigger than others, but it’s recommended to keep your presentation simple and minimal.

Remove slides that are no longer used. If you are unsure, you may combine the content from multiple slides into one. This will require another hour of editing and rearranging the slides, but the result could be worth it.

To remove unused slides, right-click on it and select Delete Slide.

#2 Resize images before inserting them into PowerPoint

Raw pictures can look nice and sharp, but there is no need to use 8K pictures on a presentation that will be projected into an 800 x 600 screen.

Sure, there can be cases where extra details on a picture can be helpful, but let’s be real, only a studio-grade projector can make that reality. Even that requires a pitch dark room and highly reflected screen, something that is unlikely to exist in an office environment.

Plenty of popular software like Photoshop, GIMP, and Paint 3D offers quick resizing. If there are tons of images to handle, search “bulk image resizer” on Google and you will find a lot of free online tools to do just that.

#3 Convert image format to WebP to reduce its size

WebP is a modern image format mostly used on the web due to its small nature which could speed up the web page. In general, WebP is about 30% smaller than JPEG and PNG without sacrificing quality.

A few WebP converter services I recommend include Convertio, EzGIF, and CloudConvert. But feel free to use other conversion services.

#4 Try compressing images directly in PowerPoint

If you already have tons of pictures in your presentation document and have no time to manually resize and convert them, consider compressing them right in PowerPoint.

PowerPoint has an image compressing feature that can substantially reduce the overall file size. From my testing, I managed to compress a 6MB file into just 1MB. That’s an 83% drop!

To compress all images in PowerPoint, click on a picture, then navigate to Picture Format > Compress Pictures > Uncheck Apply only to this picture > E-mail (96ppi) > OK.

#5 For video content, try streaming instead of inserting

PowerPoint has made it convenient for us to insert a video into a slide and transfer the presentation file to another device with the video remains intact. However, this practice leads the file to explode as soon as the video is inserted.

The solution to this problem is by storing the video file somewhere else, particularly on the internet. PowerPoint lets you embed a video from a streaming site, like YouTube, and play it during a presentation. It means an internet connection is necessary, but at least we don’t have to store a gigantic video file within the document.

Should you be interested in this approach, go to Insert > Video > Online Videos and enter the video URL. I have made a more detailed guide for the topic here.

While there is no exact number, the good rule of thumb when creating a PowerPoint presentation is aiming at a size no larger than 20MB. This way, the document would be easier to transfer and you will avoid lag and crashes during a presentation.

Microsoft PowerPoint presentations can take up lots of hard drive space. The size of the presentations depends largely on the multimedia content – that is pictures, videos and audio – that has been added to the presentation by its creator.

While this is usually not a big problem for presentations that do not have to be distributed, it could become one if the document has to be distributed to other users.

The following five tips may help reduce the size of PowerPoint presentations. This can be useful if presentations need to be distributed, or stored, especially if there are a lot of them or if individual presentations are very large.

Tip 1

Use the new pptx format instead of ppt where possible. Saving a blank Microsoft PowerPoint presentation as pptx instead of ppt decreases the size of the presentation by about 70 Kilobytes.

The new PowerPoint format handles multimedia content – especially pictures and photos – much better than the old format. Dragging a 1.2 Megabyte image into the blank PowerPoint presentation resulted in a pptx file size of 1.25 Megabytes instead of 5.62 Megabytes which the old ppt format occupied.

So, if you can use the new Microsoft PowerPoint format pptx, use it. You may also want to consider converting old presentations to the new format to save storage space.

Tip 2

The biggest size reductions can be achieved by optimizing multimedia content in PowerPoint presentations. It usually comes down to images that have been added to the presentation but also other forms like videos or audio content.

You can compress all pictures that have been added to Microsoft PowerPoint by clicking on Format > Compress Pictures in PowerPoint.

Selecting Screen or Email in the advanced options will reduce the size of the PowerPoint presentation further. It might however degrade the quality of the picture.

I suggest you create a backup of the original document first, run the optimization, and compare the output to make sure the image quality is still sufficient.

Tip 3

Please note that it is sometimes not possible to compress an image further especially if it already has been in a compressed picture format.

It might however help to decrease the size of the image to reduce the overall size of the PowerPoint presentation.

If the image that was added to the presentation is particular large in resolution, reducing its size may not make a difference for the presentation but it may cut the size significantly.

It is always a good idea to optimize images before adding them to PowerPoint. While that may take some testing to get it right, it is easy enough to resize images before you add them to PowerPoint.

Tip 4

Use hyperlinks to multimedia content if possible. Not all video and audio content has to be embedded into the PowerPoint presentation.

It sometimes make more sense to upload the content to a server (for example Ovi) on the Internet instead of embedding media directly. This will reduce the size of the presentation so that it becomes easier to distribute.

This works only if a network or Internet connection is available at the time of the presentation.

Tip 5

Save the PowerPoint presentation in a different format. Saving the same PowerPoint presentation (that uses 1.25 Megabytes of space in pptx format) as pdf reduces the file size to 352 Kilobytes. While it is not always feasible to distribute a presentation as pdf (or flash) it might be the optimal in most cases

Now You: Have another tip? Let us know in the comments below.

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PowerPoint is an amazing audiovisual tool for presentations. It allows you to add images, graphs, videos, and pretty much everything you might need in order to craft the perfect complement. But precisely because of this, sometimes PowerPoint documents can end up taking a lot of space. So, how do you share your presentation when it’s just too big? Here you’ll learn how to easily compress a PowerPoint presentation to share it with whomever you want.

How to compress a PowerPoint presentation directly

Thankfully, PowerPoint has some compress options built into it, so learning how to compress a PowerPoint presentation is a very straightforward business. You have 2 main options.

1- How to compress images in a PowerPoint presentation

a. Select the image you want to compress. Once you do this, the Picture Format tab will appear at the end of your tools ribbon.

b. Select Compress Pictures

c. A new window will pop up. Now you just need to choose how much you want to compress your PowerPoint images accordingly to your needs:

Take into consideration that if you untick the Apply only for this picture option, all of the PowerPoint presentations images will be compressed. If you’re looking for how to compress a presentation will a lot of images, then this one is a great option for you.

2- How to compress a PowerPoint with a video

If your presentation has a video in it, chances are it’s a pretty big file! To compress your PowerPoint document just follow these steps:

a. Go to File > Info

b. Choose the Compress Media option. Just like with images, it will give you quality options, and pick the one that fits better your needs.

c. A new window will pop up to show you the compressing progress. Once it’s completed, it will also tell you how much space are you saving by compressing your PowerPoint media. Just click Close when the process is completed, and you can go back to work on your presentation.

Other options for sharing your presentations

However, if you compress a PowerPoint presentation you’ll probably lose some quality. The more you compress an image, the more quality it will lose. This is especially important to take into consideration if you’re planning to use a big projector, as it will make bad quality images pretty noticeable.

If compressing your PowerPoint presentation it’s just not doing it for you, of you don’t want to sacrifice some of its quality, here are some alternative options for sharing your files:

1- ZIP Files

A pretty straightforward way on how to compress a PowerPoint presentation is simply to use a ZIP File. ZIP files allow you to compress many documents into one directory. Windows 10 has built-in an option for file compressing. You just need to go to your File Explorer and right-click the PowerPoint presentation to compress. Select Send to > Compressed (zipped) folder. And that’s all!

If you’re not working with Windows 10, you can download a file archiver and compressor software, like WinZip or WinRAR (for earlier Windows versions). These will allow you to easily compress PowerPoint presentations, and pretty much everything else. There are many free compressors available, so it’s just a matter of finding the one that suits you the best.

Take into consideration that, when sending a compressed PowerPoint presentation in this way, the receiver must also have a compressor software, like the ones mentioned above. This will allow them to decompress the document and get access to it. It’s also important to know that ZIP Files might not compress a PowerPoint presentation enough for it to be sent by e-mail. It depends mainly on the size of the original file. Thankfully, there are other options for sharing your presentations!

2- Cloud Sharing

Cloud sharing is an excellent way to share files that are otherwise too big to send by e-mail. You don’t even need to know how to compress a PowerPoint to use this method. You just need to register in a cloud storage service, like Google Drive or Dropbox, and upload your presentation. Once it’s uploaded, you can send the link to whoever you want, and they will instantly gain access to it.

If it’s a particularly big document, you can even mix this option with the previous one. You can compress your PowerPoint presentation in a ZIP file, and upload the compressed version. This will make it easier and quicker for you to upload it, and for your receivers to download it.

3- PDF format

Converting your presentation to a PDF document is one of the easiest ways to compress your PowerPoint presentation in order to share it. It will immediately lower your file size and allow you to share it through all kinds of means, including e-mails.

However, one very important thing to take into account when using this method to compress a PowerPoint presentation is that you’re changing the file’s format. And this had both its ups and downs. For starters, this means that whoever receives it will not be able to access it as a PowerPoint presentation. Your slides will be converted to PDF pages, and while images and graphs will likely remain, any videos or voice notes in your presentation will not be added in the converted document.

But this also has an ad additional advantage. This means the receiver will not be able to edit it. If you’re sending a PowerPoint presentation and you don’t want it altered or copied in any way, sending it as a PDF file is a good option. It all depends on what you’re looking for!

Hopefully, you have now learned how to compress your PowerPoint presentations. Now you can share them with whomever you like, whether it is team members, coworkers, or your audience. Good luck!

Picture this – you’ve finally finished that PowerPoint presentation you’ve been working on. The data is compelling, the slides are tight, and the visuals are strong. Then you click Save and realize it’s also GIGANTIC. Like 30,000 KB huge.

This is no good, since oversized and bloated PowerPoint files can be difficult to share and challenging to upload for others to see. The performance of your slides can even suffer at times too.

So here we are – as the great Jon Bender would say, your slides are “pushing maximum density.” (What, I can’t make a Breakfast Club reference? John Hughes FTW!) In these cases, the culprit is almost always too many large images or media files in your slides. Fortunately, there’s an easy fix to get them down to size quickly.

The easy way to compress your PowerPoint files

First, simply choose an image (any one will do) to edit with PowerPoint Picture Tools (all you have to do is double-click the image to open this view).

Next, select the Compress Pictures option to the left of the tool bar.

The resulting popup will give you the option to compress the size of the image you selected (with the Email option being the smallest). By unchecking the “Apply only to this picture” option, you can reduce the size of all the images in your desk. Just be sure to consider how your presentation will be used when making your selection.

That’s all there is to it! Resave your presentation and you’ll see your PowerPoint file has been shrunk down to a much more manageable level. It’s as simple as that.

For more PowerPoint tips and ideas, check out the resources below:

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