How to compress a powerpoint file

Lowering the default resolution for images also reduces your overall file size. 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. In the Default resolution list, select a resolution that is ppi or lower. 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.

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. Reduce the file size of your Excel spreadsheets. Reduce the file size of your Word documents. Compress pictures in your presentation Select a picture in your document. The Picture Format tab appears.

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. PowerPoint offers the option to compress all images at once or choose single pictures to reduce their file size. Keep in mind, that compressing an image will automatically reduce its quality as well. If you don't need to reduce the file size, better use the highest quality resolution as possible.

Video and audio files can increase your PPT size a lot. It's a good idea to compress those if you want to make some space. Some PowerPoint versions make it possible to decrease the media size in PPT but if this option is missing in your program, online video compressors are the solution. There are plenty of online video compressors which you can use to reduce the video size in advance. For example, the website FreeConvert makes it easy to decrease the file size without having to download anything.

This way you can integrate a smaller media file into PPT. Instead of importing a video to your PPT slides, including a link to your PowerPoint presentation can save a lot of space. If your video is somewhere on YouTube or other online video-sharing platforms, include a link and use it when you're presenting. But notice: a link can only be used, if you're connected with wifi. Watching videos online, can take time and a bad connection might give you some unwanted breaks during your presentation.

In this case, saving the video on your disk and opening it separately can save time and still reduce the size of the PPT. During the process, images get compressed and some media audio, videos, 3D models.. If you want to change the PowerPoint slides at all time, this method might not be the right one for you, as PDF files can't get edited the way a PowerPoint can. The Office subscription makes it possible to add 3D models to your PowerPoint slides. Nevertheless, those media require much space since they transport a lot of information.

In order to minimize the PPT file, exchanging the 3D model with a normal image will easily reduce the size of your PowerPoint file. Even though, this method can save some place temporally, it might not be enough to send it via email. The Picture Format tab is where all the commands and features related to working with and editing images and photos in PowerPoint are located.

For example, to see how to turn an image into a black and white drawing using the Artistic Effect features in PowerPoint, read our guide here. If you do not see the Picture Format tab in your PowerPoint Ribbon, it means you have not selected an image or photo to work with.

The Picture Format tab is contextual, in that it will opens once you have selected an image or picture to work with. Inside the Picture Format tab, find and select the Compress Pictures command.

Depending on your screen resolution and the size of your computer monitor, this command might appear as just an icon or as an icon with the words Compress Pictures next to it. Apply only to this picture : this option determines whether the resolution you pick in the next step, is applied to just the current picture you have selected, or all the pictures within your presentation.

Because different pictures require different compression resolutions, I recommend keeping the Apply only to this picture option selected and working your way through the images in your presentation one by one. If you know that you want all of the pictures in your presentation compressed to a specific resolution, you can choose to unselect this option. Delete cropped areas of pictures: this option removes any cropped areas in your pictures as part of the compression process.

If you leave the selected, it will dramatically decrease the size of any images you cropped areas out of by removing them. Typically, PowerPoint keeps the cropped-out areas of your photo so that you can always reset the image back to its original. By selecting the Delete cropped areas of pictures you are removing these cropped out areas of your photos to decrease their size, you are not able to reset your image back to its original. To learn how to crop down your pictures in PowerPoint to save more space before you compress them, see our cropping guide here.

Next, choose the resolution you want your image s compressed to. The smaller the resolution, the smaller the overall size of the images will be within your presentation, the smaller your presentation will be.

The question is, what is the best resolution to pick? This depends on how you plan to give your presentation. If you are printing your presentation or just showing someone your presentation on your laptop, Print ppi is probably fine. For more help choosing the right resolution when compressing images in PowerPoint, see our guide here. Once you have made your compression option choices and picked a resolution for your image s , click okay and PowerPoint will compress your image s for you.

Once PowerPoint finishes compressing your images, I recommend reviewing the quality of the compression to make sure everything looks okay. So if you have a video or other media files in your presentation, compressing them is another fast way to reduce your PowerPoint file size.

Or better yet, if you realize you are not using a specific video or rarely use it , remove it. Using the default video compression options in PowerPoint, I saw the following results, reducing my file size by over 6x.

To compress your videos and other media in PowerPoint, simply follow these steps. Inside your PowerPoint presentation with the videos or other media that you want to compress, click the File tab to open the backstage view of PowerPoint.

Videos and other media are all compressed in the backstage view of PowerPoint, not in the Video Format tab like you might have originally thought. In the backstage view of PowerPoint, find and click the Info tab to access the compress media tools. Inside the Info tab, find and select the Compress Media command, which should be at the top of the Info tab.

Just below the Media Size and Performance title and description, PowerPoint tells you the size of all of the media files within your current presentation. If you do not see the Compress Media command, that means that you do not have a video or other media inside your current presentation that PowerPoint can compress. You can only compress videos and other media inside your current PowerPoint presentation.

So, find the correct presentation and start from step one again. In the Compress Media dropdown, choose one of the three compression options for your videos and other media:. If you are not sure which compression option to choose, I recommend at least compressing using the Full HD p option. In my compression tests, the Full HD p reduced the size of my original video by half. Full HD p works great for any overhead projector or monitor you will be presenting on, no problem.

If you need to save more file size space, you can test out one of the smaller formats, but be careful.