Once an Image Has Been Inserted, It Can Be
Considering that Microsoft PowerPoint presentations are generally accompanied with tons of images, gifs, embedded videos, charts, graphs, and other content, information technology'southward no surprise that yous get some pretty big files. Here are a few steps you can take to reduce a presentation'due south file size.
Large files can be annoying. They have up loads of precious disk space, wearisome down playback performance, and can crusade emails to bounce back due to exceeding the file size limit. You can prevent all of these things by reducing the file size of your presentation.
We've mentioned it before, but the first thing you'd recall of when considering file size reduction is images—and for a skillful reason. Image files can exist quite large. There are steps you can take to reduce the size, such as compressing the images in the presentation. If you doubtable the reason your PowerPoint file is so large is due to images, then be certain to read the article we've written on how to reduce the size of Office documents that incorporate images.
RELATED: How to Reduce the Size of a Microsoft Discussion Certificate
Nosotros do have some additional tips to add if you followed these steps merely still need to reduce your presentation's file size.
Convert Your Presentation to the PPTX Format
Microsoft released the PPTX format in Office 2007. Still, it'south not uncommon to see PPT files floating around. So what's the difference between a PPT and PPTX file? The PPTX version compresses all of the content within the presentation. If you lot have a PPT file and convert information technology into a PPTX file, you'll notice a subtract in the file size.
Converting the file is as elementary as pressing a push button and choosing the file type. Get alee and open your PPT file, caput over to the "File" tab, then click "Convert."
Windows File Explorer will appear. You'll observe the Salve Equally blazon is set as "PowerPoint Presentation." This is the PPTX file type. Click "Save."
Your PPT file will now exist converted to a PPTX file. As you can see, the size of the file has been reduced.
HTG Presentation two is our PPT file, and HTG Presentation iii is our PPTX file. Merely converting the file type reduced the size by 335 KB.
While this isn't a breathtaking drop in file size, we managed to reduce a Word document file size from 6,001 KB to 721 KB. It all depends on what'due south inside the file. With any luck, this will be the only step you need to have. If non, proceed reading.
Insert Your Pictures—Don't Re-create and Paste
It's tempting to copy and paste an epitome in PowerPoint instead of using the insert part. This won't exist an issue if you're not concerned about file size, but if you lot are, and so beware of re-create and paste—it may reformat your image to BMP or PNG. Why is this an effect? Both of those file formats are larger than JPG.
You can see in the higher up screenshot that the PNG file is 153KB compared to the 120KB JPG file of the same paradigm. Each time you copy and paste a JPG file to PowerPoint, and it gets converted to PNG, you're adding a bit of unnecessary file size to the presentation. Using the insert function will ensure your images are inserted as intended.
Do Image Edits in an Epitome Editor—Not in PowerPoint
When you lot insert an image in PowerPoint, it's best to make certain that information technology doesn't need any edits. If it does require edits, y'all're better off doing it in an image editor. Why? When you use PowerPoint to edit your image, information technology stores all of those edits every bit role of the presentation. For instance, when y'all modify an image to blackness and white, PowerPoint retains the full-color image likewise. That's a lot of extra bites existence stored.
If you don't have an image editor (yous do) or you lot but must use PowerPoint, be certain to tell PowerPoint to discard all of that excess information saved from the edits. It won't salve you as much space as working in a defended editor, but it will help.
Compress All of the Images in Your Presentation
You can compress images in PowerPoint 1 at a time or all at once. If you're looking to practise the latter, here's how.
Open your presentation, caput over to the "File" tab, and and so select "Save As" in the left-hand pane.
Side by side, select "More than Options," which you lot'll observe nether the expanse where yous would name your file and choose the file type.
The "Save As" window volition appear—this fourth dimension with a few extra options available to you. Adjacent to the "Save" button, click "Tools."
In the drop-downwardly bill of fare that appears, select "Compress Pictures."
The "Compress Pictures" window will announced. Here, you can cull the resolution blazon of the images (based on PPI) in the presentation. Yous'll also detect that you're not able to select the "Apply only to this pic" option in the "Pinch Options" group. That'south considering, due to the way we accessed this tool, this pick isn't bachelor.
Annotation:If you exercise want to shrink a single picture, select it and so head to Picture Tools Format > Compress Pictures.
Once y'all're happy with your option, click "OK."
Be sure to save your presentation subsequently.
Don't Employ Embedded Fonts
We get why you might desire to embed fonts—y'all might be making a Star Wars themed presentation and, as a result, anyone you may be sharing the presentation with is not likely to have those special fonts available to them. Embedding the fonts in your presentation could preclude issues down the line, but information technology comes at the cost of increased file sizes.
In general, unless you are sure y'all demand to display a item font, we recommend turning off font embedding.
Head over to the "File" tab and select "Options" at the bottom of the left-hand pane.
On the "Save" tab, untick the "Embed fonts in the file" checkbox and then click "OK."
We saved a re-create of our presentation with all fonts embedded, without fonts embedded, and with only the fonts used in the presentation embedded. Await at the difference if file sizes:
Convinced yet?
Link to Files Instead of Embedding Them
Consider the difference in file size if you embed an entire YouTube video in your presentation instead of linking back to it. Embedding an entire video will significantly increment the size of your presentation. There are certainly some valuable benefits when embedding a file vs. linking to it (such as when the recipient might not take internet access to play the video), only if the file size is an outcome, just don't exercise it.
Don't Store a Thumbnail for the Presentation
Way dorsum when Office let you lot save thumbnail images of your presentation and so that y'all could get a sneak preview of the file when searching for it in File Explorer. Windows has grown to be more sophisticated, then information technology no longer requires the help of Function applications to exercise this. But, the pick is still available.
Nosotros ran a piddling test to come across the difference in file size with and without this option enabled. Here are the results:
With the thumbnail option enabled, our file size was ii,660 KB. Without the option enabled, the file size was reduced to 2,662 KB, saving a full of vii KB.
This is a pretty minor save, but when we tested it with a Word document, the difference was significant, showing 721 KB without the pick enabled, and 3,247 KB with the option enabled.
While this is a big gap between applications and information technology'south not exactly articulate why the departure is so large, it'due south still an selection worth exploring. To disable the feature, open your presentation, head over to the "File" tab, and then select "Properties" found on the correct-hand side, then "Avant-garde Backdrop."
Yous'll now be in the "Summary" tab of the "Properties" window. At the lesser of the window, uncheck the box adjacent to "Save preview picture," so click "OK."
Remove Personal and Hidden Data from Your Presentation
Microsoft Role volition store your personal data (such as writer proper noun) and hidden properties within your presentation. Getting rid of this information can save you a scrap of space.
Open your presentation, caput over to the "File" tab, select the "Check for Issues" selection, so select "Inspect Certificate."
The "Document Inspector" window will appear. Make sure the "Certificate Backdrop and Personal Information" box is checked, and then click "Inspect."
In the next window, select "Remove All." The information volition now exist removed, saving y'all a few KB of space.
Plow Off AutoRecover
We don't necessarily recommend this, and it should only be used as a last resort attempt. AutoRecover is an essential tool in Office, and if y'all've e'er lost a document earlier saving, then you lot understand precisely what nosotros hateful.
Each time Office uses AutoRecover, it adds a fiddling to the size of the file. To turn AutoRecover off, caput over to the "File" tab and select "Options" constitute at the bottom of the left-mitt pane.
In the "Save" tab of the "Options" window, uncheck the box next to "Save AutoRecover data ever xx minutes."
If you save and go out out of the presentation immediately, yous won't notice a difference. Over time though, as you lot continue to progress through the presentation, the AutoRecover feature will add KB to your file.
Copy Everything Into a New Presentation
While you're creating your presentation, PowerPoint will save diverse things in the background to assist you out. We've mentioned how to turn off a lot of these features, delete data PowerPoint saves, and then on, but there'southward e'er a chance something slipped through the cracks, and PowerPoint stored some information you lot don't need. Copying your content over to a new presentation may exist a good solution to the problem.
This may be a bit of a hassle though as, with PowerPoint, you lot'll need to copy and paste each slide (and master slides). One time you practice though, the new presentation won't accept whatever of the previous groundwork saves, AutoRecover information, or previous versions of the file. As a effect, you lot should see a change in file size.
While nosotros can't tell you exactly how much this volition reduce your file size since each presentation will be unlike, information technology's worth a shot.
A Possibility: Unzip the Presentation and Shrink It
As nosotros mentioned earlier, a PPTX file is a compressed file (which is why the size is much smaller than an old-school PPT file). This means you can open information technology with a tool such every bit seven-Zip or WinRar, extract all the files from your PPTX, add them to a compressed archive, so rename the archive to a PPTX file extension.
We had some issues here, though.
In Rob's testing with his Word document, it successfully reduced the size of the file from 721 KB to 72 KB. All the same, it corrupted the file in the process. In my testing with my 2,614 KB file, it didn't corrupt it, but it only reduced it to ii,594KB—a total of only 20 KB. We're unsure what'southward at play here, so if you want to requite this a get, be certain to have a backup copy of your file before doing so.
That's all the tips we've got for reducing the size of your PowerPoint presentation. We're always looking for new and interesting ways to reduce the size of our files, then if you have whatsoever tips, let us know in the annotate section, and we'll be happy to test them out!
Source: https://www.howtogeek.com/424648/how-to-reduce-the-file-size-of-a-powerpoint-presentation/
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