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Exactly how to Reduce the File Size of a PowerPoint Presentation

Considering that Microsoft PowerPoint presentations are generally accompanied with lots of pictures, gifs, ingrained video clips, charts, graphs, and also other content, it’s no surprise that you get some rather huge files. Here are a couple of steps you can require to lower a presentation’s data dimension.

Large files can be bothersome. They use up tons of priceless disk room, decrease playback efficiency, and also can cause e-mails to get better due to exceeding the data size limit. You can prevent every one of these points by lowering the documents size of your discussion.

We’ve stated it previously, however the initial point you would certainly think about when taking into consideration data dimension decrease is images– and for a great reason. Photo data can be rather big. There are actions you can take to reduce the size, such as compressing the photos in the presentation. If you believe the factor your PowerPoint data is so big is because of photos, then be sure to review the post we’ve composed on how to minimize the dimension of Office documents that contain photos.

We do have some added tips to include if you complied with these steps but still need to decrease your discussion’s data dimension.

Convert Your Presentation to the PPTX Format

Microsoft released the PPTX style in Office 2007. Still, it’s not uncommon to see PPT documents drifting around. So what’s the distinction in between a PPT and PPTX data? The PPTX variation compresses all of the web content within the discussion. If you have a PPT file as well as convert it into a PPTX file, you’ll see a decline in the data dimension.

Transforming the file is as easy as pushing a switch and also picking the data type. Go ahead and open your PPT data, head over to the “File” tab, and afterwards click “Convert.”

Windows File Explorer will appear. You’ll notice the Save As kind is established as “PowerPoint Presentation.” This is the PPTX documents kind. Click “Save.”

Your PPT file will currently be transformed to a PPTX documents. As you can see, the size of the data has been decreased.

HTG Presentation 2 is our PPT file, as well as HTG Presentation 3 is our PPTX documents. Just converting the documents kind reduced the dimension by 335 KB.

While this isn’t an impressive decrease in file dimension, we handled to decrease a Word record data dimension from 6,001 KB to 721 KB. It all depends on what’s inside the file. With any luck, this will certainly be the only step you require to take. Otherwise, keep analysis.

Insert Your Pictures– Don’t Copy as well as Paste

It’s alluring to copy as well as paste a picture in PowerPoint as opposed to utilizing the insert function. This won’t be an issue if you’re not concerned regarding file dimension, but if you are, then beware of copy and also paste– it might reformat your image to BMP or PNG. Why is this a concern? Both of those file styles are larger than JPG.

You can see in the above screenshot that the PNG file is 153KB contrasted to the 120KB JPG data of the same image. Each time you replicate and also paste a JPG file to PowerPoint, as well as it obtains converted to PNG, you’re including a bit of unnecessary file size to the presentation. Using the insert function will guarantee your photos are inserted as intended.

Do Image Edits in an Image Editor– Not in PowerPoint

When you place a picture in PowerPoint, it’s ideal to make certain that it doesn’t require any edits. If it does need edits, you’re far better off doing it in an image editor. Why? When you make use of PowerPoint to modify your image, it saves every one of those edits as component of the discussion. For instance, when you alter a picture to black as well as white, PowerPoint preserves the full-color photo too. That’s a lot of extra bites being saved.

If you do not have a picture editor (you do) or you just have to use PowerPoint, make certain to inform PowerPoint to dispose of all of that excess information saved from the edits. It will not save you as much space as working in a committed editor, but it will assist.

Compress All of the Images in Your Presentation

You can compress images in PowerPoint individually or at one time. If you’re looking to do the latter, here’s how.

Open your presentation, head over to the “File” tab, and then select “Save As” in the left-hand pane.

Next off, choose “More Options,” which you’ll find under the area where you would call your file and select the file kind.

The “Save As” window will show up– this moment with a few extra choices readily available to you. Alongside the “Save” button, click “Tools.”

In the drop-down food selection that shows up, pick “Compress Pictures.”

The “Compress Pictures” home window will certainly appear. Below, you can pick the resolution sort of the images (based on PPI) in the discussion. You’ll likewise see that you’re not able to select the “Apply just to this image” option in the “Compression Options” group. That’s because, due to the means we accessed this device, this choice isn’t available.

Note: If you do wish to press a solitary photo, pick it and afterwards head to Picture Tools Format > > Compress Pictures.

Once you’re delighted with your choice, click “OK.”

Make certain to save your discussion afterward.

Don’t Use Embedded Fonts

We get why you may intend to embed fonts– you could be making a Star Wars themed discussion and, consequently, any person you might be sharing the presentation with is not most likely to have those unique typefaces readily available to them. Installing the font styles in your presentation might prevent concerns down the line, however it comes at the price of raised documents dimensions.

In general, unless you make sure you require to present a certain font, we advise switching off font embedding.

Head over to the “File” tab and also pick “Options” at the end of the left-hand pane.

On the “Save” tab, untick the “Embed typefaces in the file” checkbox and afterwards click “OK.”

We conserved a duplicate of our discussion with all font styles embedded, without fonts installed, as well as with just the typefaces made use of in the discussion embedded. Look at the difference if file sizes:

Convinced yet?

Link to Files Instead of Embedding Them

Take into consideration the distinction in file dimension if you installed a whole YouTube video in your presentation rather than linking back to it. Installing a whole video will dramatically increase the size of your discussion. There are certainly some important benefits when embedding a file vs. connecting to it (such as when the recipient may not have internet accessibility to play the video), yet if the file size is a problem, simply do not do it.

Do Not Store a Thumbnail for the Presentation

Means back when Office allow you conserve thumbnail photos of your discussion so that you might get a preview of the file when searching for it in File Explorer. Windows has actually grown to be extra innovative, so it no longer needs the aid of Office applications to do this. But, the option is still available.

We ran a little test to see the difference in documents dimension with and without this choice enabled. Here are the outcomes:

With the thumbnail option allowed, our documents dimension was 2,660 KB. Without the choice enabled, the data size was minimized to 2,662 KB, saving an overall of 7 KB.

This is a quite little save, yet when we tested it with a Word paper, the distinction was significant, revealing 721 KB without the alternative enabled, and also 3,247 KB with the choice enabled.

While this is a large gap between applications as well as it’s not precisely clear why the distinction is so huge, it’s still an alternative worth checking out. To disable the feature, open your presentation, head over to the “File” tab, and afterwards pick “Properties” located on the right-hand side, then “Advanced Properties.”

You’ll now remain in the “Summary” tab of the “Properties” home window. At the bottom of the window, uncheck package next to “Save sneak peek image,” and after that click “OK.”

Remove Personal and Hidden Information from Your Presentation

Microsoft Office will store your personal details (such as author name) and hidden homes within your discussion. Getting rid of this details can save you a bit of room.

Open your discussion, head over to the “File” tab, pick the “Check for Issues” option, after that select “Inspect Document.”

The “Document Inspector” window will certainly show up. Ensure the “Document Properties and Personal Information” box is checked, and after that click “Inspect.”

In the next window, pick “Remove All.” The details will certainly currently be removed, saving you a few KB of space.

Turn Off AutoRecover

We do not necessarily suggest this, and also it needs to only be made use of as a last resource initiative. AutoRecover is a vital device in Office, as well as if you’ve ever lost a file prior to conserving, after that you understand specifically what we mean.

Each time Office utilizes AutoRecover, it includes a little to the dimension of the documents. To turn AutoRecover off, head over to the “File” tab and also select “Options” discovered at the bottom of the left-hand pane.

In the “Save” tab of the “Options” window, uncheck the box next to “Save AutoRecover details ever before xx minutes.”

If you save and also exit out of the presentation right away, you won’t observe a distinction. Gradually though, as you continue to proceed through the presentation, the AutoRecover function will include KB to your data.

Copy Everything Into a New Presentation

While you’re developing your discussion, PowerPoint will certainly save numerous points behind-the-scenes to help you out. We’ve pointed out just how to switch off a lot of these functions, remove data PowerPoint saves, and so forth, however there’s always an opportunity something slid via the splits, and PowerPoint kept some details you don’t require. Duplicating your content over to a new discussion may be a great service to the trouble.

This might be a bit of a hassle though as, with PowerPoint, you’ll require to duplicate and also paste each slide (and also master slides). As soon as you do though, the new presentation will not have any one of the previous history conserves, AutoRecover info, or previous versions of the documents. Therefore, you must see a modification in file size.

While we can not tell you precisely how much this will certainly decrease your data size since each discussion will be various, it’s worth a shot.

A Possibility: Unzip the Presentation as well as Compress It

As we discussed earlier, a PPTX documents is a compressed documents (which is why the size is a lot smaller than an old-school PPT file). This means you can open it with a tool such as 7-Zip or WinRar, essence all the documents from your PPTX, include them to a pressed archive, and afterwards rename the archive to a PPTX documents extension.

We had some concerns here, though.

In Rob’s testing with his Word document, it effectively decreased the dimension of the file from 721 KB to 72 KB. Nonetheless, it corrupted the data in the process. In my screening with my 2,614 KB data, it didn’t corrupt it, yet it just reduced it to 2,594 KB– a total amount of just 20 KB. We’re unclear what’s at play here, so if you want to offer this a go, make sure to have a backup copy of your documents before doing so.

That’s all the tips we’ve got for decreasing the size of your PowerPoint discussion. We’re always searching for brand-new and fascinating methods to lower the size of our data, so if you have any type of pointers, let us know in the remark section, and we’ll be happy to test them out!

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