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How to reduce the file size of a PowerPoint presentation



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Given that Microsoft PowerPoint presentations are generally loaded with a variety of images, gifs, embedded videos, charts, graphics, and other content, it's not surprising that you have some pretty large files receive. Here are some steps you can take to reduce the file size of a presentation.

Large files can be annoying. They take up a lot of disk space, slow down playback performance, and can cause emails to bounce back if the file size limit is exceeded. You can avoid all these problems by reducing the file size of your presentation.

We mentioned it before, but the first thing you think about when considering file size reduction is images ̵

1; and for good reason. Image files can be very large. There are several steps you can take to reduce the size, such as compressing the images in the presentation. If you suspect that your PowerPoint file is so large because of images, be sure to read the article on reducing the size of Office documents that contain images.

RELATED: [19659006] How to Decrease the Size of a Microsoft Word Document

If you follow these steps, but you still need to reduce the file size of your presentation, you will need some additional tips Add.

Convert Your Presentation to PPTX Format

Microsoft has released the PPTX format in Office 2007. However, it is not uncommon for PPT files to be in circulation. What is the difference between a PPT and a PPTX file? The PPTX version compresses the entire content of the presentation. If you have a PPT file and convert it to a PPTX file, the file size will be reduced.

Converting the file is as easy as pressing a button and selecting the file type. Open your PPT file, go to the "File" tab and click on "Convert".

 Convert Presentation

The Windows File Explorer is displayed. You will notice that the file type is set as "PowerPoint Presentation". This is the PPTX file type. Click on "Save".

 File Type

Your PPT file is now converted to a PPTX file. As you can see, the size of the file has been reduced.

 Example of a reduced file

HTG Presentation 2 is our PPT file and HTG Presentation 3 is our PPTX file. By simply converting the file type, the size was reduced by 335 KB.

Although this is not a stunning reduction in file size, we have succeeded in reducing the file size of a Word document from 6,001 KB to 721 KB. Everything depends on what's in the file. With luck, this is the only step you need to take. If not, read on.

Inserting pictures – Do not copy and paste

It is tempting to copy and paste an image in PowerPoint instead of using the paste function. This is not a problem if you do not worry about the file size. If this is the case, pay attention to copy and paste. Your image may be reformatted to BMP or PNG. Why is that a problem? Both of these file formats are larger than JPG.

 Difference between PNG and JPG conversion size

You can see in the screenshot above that the PNG file is 153 KB compared to the JPG file with 120 KB image. Each time you copy and paste a JPG file into PowerPoint and convert it to PNG, you add an unnecessary file size to the presentation. If you use the paste function, make sure your images are inserted as designed.

Editing Images in an Image Editor – Not in PowerPoint

When you paste an image into PowerPoint, make sure that you do not need any edits. If changes are required for you should do so in an image editor. Why? When you edit your image with PowerPoint, all of these changes are saved as part of the presentation. For example, if you change a picture to black and white, PowerPoint also retains the full-color picture. These are many extra bites that are stored.

If you do not have an image editor (or just need to use PowerPoint), you must instruct PowerPoint to discard any excess data that was saved during edits. It does not save you as much space as working in a dedicated editor, but it does help.

Compress all images in your presentation

You can compress images in PowerPoint one at a time or all at once. If you want the latter, do the following:

Open your presentation, go to the File tab, and then choose Save As in the left pane.

Select  Save as an option

Next, select "More Options" below the area where you name your file and select the file type.

 More options on the

tab The Save As window appears, this time with some additional options available to you. Click "Tools" next to the "Save" button.

 Tools in the

dialog box Select "Compress Pictures" from the drop-down menu that appears.

 Option Compress Pictures in Tools

The Compress Pictures window is displayed. Here you can select the resolution type of images (based on PPI) in the presentation. You'll also find that you can not select the "Apply to this image only" option in the Compression Options group. This is because this option is not available because of access to this tool.

Note: If you want to compress a single image, select it and go to Image Tools> Compress Image.

When you are satisfied with your choice, click OK.

 Window

Save your presentation afterwards.

Do not Use Embedded Fonts

We learn why you might want to embed fonts – you may create a Star Wars topic presentation, and because of this, it is unlikely that people with whom you share the presentation will be aware of this particular topic Have fonts. Embedding the fonts in your presentation can help avoid problems across the board, but with higher file sizes.

Unless you're sure that you need to see a specific font, you should disable font embedding. [19659003] Go to the "File" tab and select "Options" at the bottom of the left pane.

 Options at the bottom of the left pane

On the Save tab Clear the Embed fonts in file check box, and then click OK.

 Clear the

check box We have a copy of our presentation with all embedded fonts without embedded fonts and saved Only the fonts used in the presentation are embedded. Look at the difference when using file sizes:

 Difference in file size for embedded fonts

Still convinced?

Linking to Files Instead of Embedding Them

You're incorporating an entire YouTube video into your presentation instead of relying on it. Embedding an entire video will greatly increase the size of your presentation. There are certainly some valuable advantages to embedding a file as compared to linking it to a file (for example, if the recipient may not have Internet access to play the video), but if the file size is a problem, just do not do it. [19659018] Do not save a preview image for the presentation

A long time ago, Office saved thumbnails of your presentation so you can preview the file when you search for them in the File Explorer. As Windows became more sophisticated, it no longer requires the help of Office applications. The option is still available.

We performed a small test to determine the difference in file size with and without the option enabled. Here are the results:

 Do not save thumbnail

With this option enabled, our file size is 2.660 KB. Without this option, the file size was reduced to 2662 KB, saving a total of 7 KB.

This is a pretty small amount of storage, but when we tested it with a Word document, the difference was considerable and showed 721 KB without. The option is enabled and 3.247 KB when the option is enabled.

While this is a big gap between applications and it's not clear why the difference is so big, it's still an option worth exploring. To disable the feature, open your presentation, go to the File tab, then choose Properties on the right, and then Advanced Properties.

 Select Properties [19659003] You are now on the Summary tab of the Properties window. At the bottom of the window, clear the check box next to "Save preview image," and then click OK.

 Disable

Remove Personal and Hidden Information from Your Presentation [19659009] Microsoft Office stores your personal information (such as the name of the author) and hidden properties in your presentation. By deleting this information, you can save space.

Open your presentation, go to the "File" tab, select the "Check for Issues" option and then select "Review Document."

 Inspect Document

The "Document Inspector" window is displayed. Make sure the "Document Properties and Personal Information" check box is selected, then click Verify.

 Review Document

In the next window, select "Remove All". The information is displayed Remove now to save a few KB of storage space.

Disable automatic recovery.

This is not recommended and should only be used as a last resort. AutoRecover is an important tool in Office. If you lost a document before saving, you know exactly what we mean.

Each time Office uses AutoRecover, the size of the file increases slightly. To disable automatic recovery, go to the "File" tab and select "Options" at the bottom of the left pane.

 Options at the bottom of the left pane

On the Save tab of the Options window, deselect the check box next to Save automatic restore every xx minutes.

 Disable automatic recovery

If you save the presentation immediately and exit, you will not notice a difference. However, over time, the AutoRecover feature adds KB to your file.

Copy everything into a new presentation

As you create your presentation, PowerPoint saves various items in the Background file to help you. We've mentioned how to disable many of these features, how to delete data stored in PowerPoint, and so on. However, there is always the possibility that something has slipped through the cracks, and PowerPoint stores some information that you do not need. Copying your content into a new presentation may be a good solution to the problem.

This may be a bit of a hassle because you must copy and paste each slide (and each slide template) in PowerPoint. However, once you do this, the new presentation no longer saves any of the previous background saves, AutoRecover information, or earlier versions of the file. As a result, the file size should change.

Although we can not tell you exactly how much the file size is decreasing because each presentation is different.

One way: Extract the presentation and compress it

As mentioned earlier, a PPTX file is a compressed file (so it's much smaller in size than an old-school PPT file) , This means you can open it with a tool such as 7-Zip or WinRar, extract all the files from your PPTX, add them to a compressed archive, and then rename the archive to a PPTX file extension.

There were some problems here though.

In Rob's tests with his Word document, the file size was successfully reduced from 721 KB to 72 KB. The file was damaged. When testing with my 2.614 KB file, it was not damaged, but only reduced to 2.594 KB – a total of only 20 KB. We are not sure what is going on here. If you want to try this, you should have a backup copy of your file before you do this.


These are all the tips we have to reduce the size of your PowerPoint presentation file. We are always looking for new and interesting ways to reduce the size of our files. So if you have any tips, let us know in the comments section, and we'll be happy to test them!


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