9 Effective Ways to Compress PowerPoint Files for All Versions

If you've been experiencing difficulties sending or storing large PowerPoint files, compressing them could be the answer. By compressing your PowerPoint files, you can help reduce file size and free up storage space on your hard drive.

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Reducing the size of a PowerPoint file through compression techniques is a useful way to maintain its quality while decreasing its file size for more efficient viewing and presenting. Whether using PowerPoint versions 2007, 2010, 2016, or 2019, there are several methods available for file compression. Below, we provide nine concise and detailed steps outlining the various approaches to compressing PowerPoint files effectively.

Convert Files to PPTX Format Easily with WebApp

An effective method for compressing PowerPoint files is to convert them to the PPTX format. PPTX is a compressed file format that contains all the contents of the presentation file. It is an older file format of PowerPoint and generally has a smaller file size compared to the current PPT format. By converting your PPT file to PPTX, you can significantly reduce the file size of your PowerPoint presentation.

Here are the steps to follow:

Step 1: To compress a PowerPoint file, follow these steps:

1. Open the PowerPoint file you wish to compress.
2. Select the “File” tab.

How to compress PowerPoint file (Image 1)

Step 2:

Select “Save As” ➔ Select “Browse”.

How to compress PowerPoint file (Image 2)

Step 2: To rename the file, if needed, and then proceed to select the format PowerPoint Presentation (.pptx). Finally, select the option to Save.

How to compress PowerPoint file (Image 3)

Once the file is saved in PPTX format, you will notice a reduction in the file size compared to the PPT format.

How to Decrease the Size of a PowerPoint File by Compressing Images

Step 1: To compress a PowerPoint file, follow these steps:

1. Open the desired PowerPoint file.
2. Go to the “File” tab located in the top left corner of the program.
3. Click on “Save as” from the dropdown menu.
4. Choose the location where you want to save the file. You can select options such as “This Device,” “Browser,” or “Add a place” for convenience.

By following these steps, you can easily compress your PowerPoint file and reduce its size.

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Step 2: Click the arrow in the Tools section (next to the Save button) and select Compress Pictures.

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  1. Step 4: Choose the minimum option from the drop-down menu labeled “E-mail (96dpi)”.
  2. Select “OK.”

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  1. Step 5: Rename the file
  2. Select Save.

Reduce Image File Sizes for PowerPoint Presentations

Reducing the size of images before adding them to a PowerPoint presentation is a beneficial method for compressing PowerPoint files. Images contribute to the overall file size, making it necessary to compress them before including them on a slide.

There are numerous methods available for image compression, including the utilization of image editing software such as Photoshop, Paint, and Snagit. These tools can effectively reduce image resolution and pixel density.

How to compress PowerPoint file (Image 7)

To gain more knowledge about other image compression tools, please refer to the article: Top 5 online image compression tools you should know about

“Better Website Performance: How Linking Videos and Files Reduces Load Times”

Multimedia files, including music files, document files, excel files, videos, etc., generally have larger file sizes. Embedding these files directly into PowerPoint can increase the overall file size, making it heavier. To optimize the file size and improve performance, it is recommended to use links (URLs) to the file location or link if the file is from a web source. This approach helps reduce the file size and ensures smoother presentation playback.

To compress your PowerPoint file and insert a video or document file, follow these steps:

1. Open the PowerPoint file you wish to compress.
2. Select the desired slide where you want to insert the video or document file.
3. Highlight the phrase where you want to insert the link.
4. Go to the Insert tab.
5. Click on Link.

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Step 2: Choose the file you wish to insert or copy the link to the Address field > Click OK.

How to compress PowerPoint file (Image 9)

“Learn How to Compress PowerPoint File by Inserting Images Instead of Copy-Pasting”

To efficiently add images to PowerPoint, many individuals opt to use the Copy Paste command (Ctrl + C and Ctrl + V) instead of downloading and inserting the image. However, this approach results in increased file size, as the image retains its original attributes.




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Step 1:

Select the slide you wish to insert the image into. Then, navigate to the

Insert

tab on the toolbar and click on

Picture

.

Step 2: Choose “This device” to upload an image from your computer, or “Online Picture” to select an image from the internet. In this case, I have chosen to insert an image from my computer.

How to compress PowerPoint file (Image 10)

Step 3: Choose the desired image you wish to insert. Then, click on the “Open” button.

How to compress PowerPoint file (Image 11)

How to Reduce the Size of a PowerPoint Presentation by Disabling Font Embedding

The font embedding feature serves to maintain presentation display accuracy on various computers. However, it can sometimes contribute to increased file size. To reduce the file size, you can disable this feature utilizing the following steps:

Step 1:

To begin, open the PowerPoint file and navigate to the “File” tab.

Step 2:

Select More > Options.

How to compress PowerPoint file (Image 12)

Step 3: Save the file while ensuring that the “Embed fonts in the file” option is unchecked. Select “OK” to confirm the changes.

How to compress PowerPoint file (Image 13)

Disable AutoRecover Feature to Compress PowerPoint Files

AutoRecover is an automated saving function that facilitates easy document recovery in instances of sudden computer shutdown or power loss (for PCs). It automatically saves the file at set intervals. However, this feature may result in the creation of additional backup data, which can increase the overall size of the PowerPoint file.

To disable the AutoRecover feature, please follow the steps below:

Step 1: Open the PowerPoint file, click on “File”, and then select “Options”.

Step 2

Select the Save option, then uncheck the Save AutoRecover information every… minutes option. Click OK to save the changes.

How to compress PowerPoint file (Image 14)

Remove and Conceal Private Info from PowerPoint Files

Microsoft Office stores personal information and hidden attributes in your presentation files, which can contribute to their overall file size. By removing this information, you can effectively reduce the file size and make your PowerPoint presentations lighter.

  1. Step 1: Open the PowerPoint file > Select the File tab.

Step 2: Select “Info > Check for Issues” > “Inspect Document”.

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  1. Step 3: Choose the Inspect option.

How to compress PowerPoint file (Image 16)

Step 4: In the “Document Properties and Personal Information” section, choose the option to “Remove All” and then click on “Close”.

How to compress PowerPoint file (Image 17)

How to Use Online Tools to Compress a PowerPoint File

There are numerous websites available today that offer convenient online compression services for PowerPoint files. One such reputable website is Pdfcandle, which specializes in compression for various file formats including PDF, Excel, Word, PowerPoint, as well as video and image files.

To reduce the file size of a PowerPoint presentation, follow these steps:

Step 1: Click on the following link and then click on the box titled “Select file or drag and drop file here”.

Step 2: Select the PowerPoint file you want to compress > Click Open to open.

How to compress PowerPoint file (Image 18)

Please be patient while the system compresses the file for you. Once it’s ready, you can click on the Download button.

How to compress PowerPoint file (Image 19)

These are 4 ways to reduce the file size of a PDF file that you should not overlook

There are numerous methods available to decrease the file size of a PowerPoint presentation. The aforementioned presents a comprehensive guide outlining nine common and easily executable approaches to compressing PowerPoint files. This valuable resource can be saved for future reference.

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