Ways to Compress PowerPoint

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How to Compress a PowerPoint?

PowerPoint presentations today focus more and more on visuals, so you should always use images and media in any presentation.

The downside of doing so is that once you hit the Save button, you might find that you've created an extremely large file. This will not only make it harder, if not impossible, to share your presentation via email or online, but also will affect how your slides perform.

A solution to minimize the size of the PowerPoint is be to compress it. Here is how:

A. Compress one or more images in PowerPoint

  • Open your PowerPoint presentation and select one of the images you want to compress.

Select image in PowerPoint

  • Under the Format tab, go to Compress Pictures. A pop-up window will open.

Go to Format tab and click Compress Picture

  • If you only have one image in the slideshow, you can leave the two top boxes checked. If you want to compress several images, uncheck the first box.

Preview of Compress Picture dialog box

  • Choose Use Document Resolution to reduce the resolution of the images and the space they use in the presentation. Click OK to save the settings.
  • If you want the presentation resized for email, choose the Email option, and your presentation will be resized for sharing.

Setting resolution and resize options

  • Go to the File tab and select Options. A new window will pop up on the screen.

Preview of File tab

  • In the new box, go to Advanced and look for Image Size and Quality. Check the box for Discard Editing Data.

Preview of Advanced dialog box

  • Change the default resolution to a lower resolution to save space.

Setting default resolution

  • Click OK and then save the presentation as a new file. You will notice that this one is smaller than the original presentation file. Keep in mind the quality will decrease with the image compression option. Another way to reduce size is also to remove the cropped areas of images.

B. Compress all images in PowerPoint

  • Open the PowerPoint presentation you want to compress. Under File, go to Save As.

Preview of File tab, click Save as

  • In the Save As box, click on Tools and select Compress Pictures.

Preview of Save As box

  • In the Compress Pictures box, select Print, Screen or Email. If you want to compress the file for email sharing, then the Email option is the right one for you. Click OK, and then Save.

Preview of Compress Picture Box

C. Compress a PowerPoint file

  • Select the PowerPoint file you want to compress and right-click. Select Add to .rar. The file will be compressed and saved to a .rar file.

Preview of Right Click of the PPT file

  • Another option is to select the PowerPoint file you want to compress and click right. Click Send To and select Compressed (zipped) folder.

Preview of Right Click and click Send To

D. Save as a PDF

If you need to send a PowerPoint presentation for others to view (not edit), the easiest approach is to save it as a PDF.

  • Open the PowerPoint presentation you want to compress. Under the File tab, go to Save As.

Preview of File tab and Save As option

  • In the Save As box, click on the Save As Type drop-down menu, and select PDF.

Preview of Save As Box

  • After selecting PDF, you have the option of saving the file in a Standard size or a Minimum size. Choose the right one for you and click Save.

Preview of saving the file options

E. Compress the PowerPoint file on a Mac

  • Open the PowerPoint file you want to compress and go to File.
  • Select Reduce File Size and select the compression size you need.

If you need any help improving your PowerPoint presentation, or you need one created from scratch, we are here 24/7. Just click here to start a project. Our writing team can also help you polish and proofread your presentation content or create it based on your notes. Konsus gives you reliable and efficient delivery in as quickly as 12 hours.


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