Reduce PowerPoint file size

Reduce PowerPoint file size: Since they usually include high-quality photos, videos, graphs, charts, and much other content, it’s no wonder that PowerPoint files are so large. Not only does this take up a lot of storage space, but it also takes longer to render in PowerPoint, especially on somewhat older hardware. Also, large file sizes are a problem when trying to share them online; In addition to the fact that you will need to wait a lot for it to be uploaded, some sites may refuse to upload the File due to exceeding the maximum size. The best way to solve this problem is to reduce the presentation’s file size; fortunately, this is possible in more ways than the one we explain in this topic.

Compress images embedded in the File

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The presentation containing many images is primarily the reason behind the large size of the PowerPoint file, to the extent that sometimes it may exceed 100MB! Removing some photos is not the practical solution to overcome the problem, but compressing images. This method is very efficient and shrinks a considerable portion of the original file size without losing any data – even at the cost of sacrificing the quality of the images included in the File. PowerPoint lets you do this to all your pictures simultaneously without needing third-party software or tools.

All you have to do is view the File inside the program, then click on “Files,” and from the side menu, go to the “Save As” page and click on the “Browse” option and specify the location to save the File – or the new version of it – then click on the “Tools” drop-down list and choose from it Compress Pictures. Now make sure to put a checkmark (✔) following to Delete cropped areas of pictures, and then from the following section, choose the type of image resolution (Pixels Per Inch – PPI) in the presentation. For example, if you want to send this File via email, the ideal option is 96ppi, as all images will be compressed to the maximum degree, so the file size is suitable for sharing. Generally, after selecting the appropriate option from Resolution, press OK and then Save to save the File in the smaller size.

Convert the File to PPTX format

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PPTX has been the primary format for saving any PowerPoint file since Microsoft launched Office 2007. Before that – in older versions – the PPT format was the main one, and although it is ancient, it is still used in presentations. It is circulated among users daily, and it is even possible to view its content inside Office 2021 without problems.

But if you get a PowerPoint file in PPT format, you should convert it to the new PPTX format if you want to reduce the file size. PPTX is efficient at compressing presentation contents without compromising quality, contributing to a reduction in file size but not to the level of the previous method. In the best case, it will save only 1 or 2 MB. All you have to do is open the PowerPoint file saved in PPT format, then click on File at the top, and from the left side menu, go to the Info page and press the Convert button next to Compatibility Mode.

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When the Save As window appears, select PowerPoint Presentation from the Save as type drop-down list, then choose the location where you want to save the file and click Save. A second copy of the file will be created, but in PPTX format, which should be smaller than the PPT copy. However, this depends on what is inside the file and the compressibility of the content. But if the result is not satisfactory, try the remaining methods below.

Use the insert function to add photos

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While preparing a presentation within PowerPoint, some users make it easier to add images by copying and pasting them into the specified location in the Slide. Yes, this is a great way to save time – but it comes at the expense of file size! The reason is that PowerPoint automatically converts the JPG to PNG image format if you use the copy-and-paste method instead of the built-in insert function. Thus, if we assume that you copy a JPG image and its size is 100 KB and then paste it into the program, its size will become 150 or even 300 KB even though it is the same image, but because its format has become PNG. The result, then, is adding unnecessary size to the presentation file. While if you use the Pictures option under the Insert tab, the image will be added in its original format, so there will be no effect on the file size.

Avoid using built-in photo editing tools.

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Speaking of including images, it is best to add pictures that do not need additional modifications when preparing a PowerPoint presentation. And if you need to, use programs like Adobe Photoshop to edit them instead of using the built-in tools in PowerPoint. The reason is that when you use the built-in tools, the program stores all these changes and saves them as part of the presentation so you can undo them at any time. For example, raise the brightness and contrast level of the image. PowerPoint will keep the original version of the image before modification and adding logs at the expense of file size. So it is better to rely on any external image editor to do the job, although it will also increase the size of the image, not in a PowerPoint way.

Use NXPowerLite

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The NXPowerLite program is also a practical and fast solution to shorten the previous methods and quickly reduce the PowerPoint file size. It is specially designed to compress PDF files, Microsoft Office programs files, and images in various formats, whether JPG, PNG, TIFF, or BMP, making it easy to attach them to email. And share it online. The program has a straightforward graphical interface and does not require the Internet during use. But it is accessible for a trial period of 14 days only; after that, you will need to purchase the paid version.

After installing the program on the computer and running it, click on Add files at the top and select the PowerPoint file(s) you want to reduce its size, then press the Add button to add it to the program’s main interface. By default, the primary method by which the compression process is carried out leads to a noticeable loss in the quality of the file contents, so x,t you need to click on the Optimize profile menu and then choose New to optimize the profile and from the popup window go to the PowerPoint tab to select how you want to reduce the file size, you can control the compression ratio of JPEG images and apply specific dimensions to all included images…etc. Then specify a name for this method, press OK, and select it from the Optimize profile menu.

Now press the Optimize button below and wait for the compression process to finish, which will only take a few seconds until a second copy of the file is created in a smaller size. In our experience, the program made the file equal 212 KB from 5.2 MB with a compression ratio of 96%. However, there is no noticeable effect on the quality of the content — so we recommend that you try it.

You can also review the previous sections to get more information, post a comment below, and share the article with your friend if there is interest in the explanation.

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Mustafa Ahmed
Mustafa Ahmed
A technical writer is interested in everything new in the world of mobile phones as well as operating systems.


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