how to compress your powerpoint presentation

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How to reduce the file size of a powerpoint presentation.

Need to chip off some KB from your presentation's file size? Try some of these handy tips.

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Convert your presentation to the pptx format, insert your pictures—don’t copy and paste, do image edits in an image editor—not in powerpoint, compress all of the images in your presentation, don’t use embedded fonts, link to files instead of embedding them, don’t store a thumbnail for the presentation, remove personal and hidden information from your presentation, turn off autorecover, copy everything into a new presentation, a possibility: unzip the presentation and compress it.

Considering that Microsoft PowerPoint presentations are generally accompanied with tons of images, gifs , embedded videos , charts , graphs, and other content, it’s no surprise that you get some pretty big files. Here are a few steps you can take to reduce a presentation's file size.

Large files can be annoying. They take up loads of precious disk space, slow down playback performance, and can cause emails to bounce back due to exceeding the file size limit. You can prevent all of these things by reducing the file size of your presentation.

We’ve mentioned it before, but the first thing you’d think of when considering file size reduction is images—and for a good reason. Image files can be quite large. There are steps you can take to reduce the size, such as compressing the images in the presentation. If you suspect the reason your PowerPoint file is so large is due to images, then be sure to read the article we’ve written on how to reduce the size of Office documents that contain images .

Related: How to Reduce the Size of a Microsoft Word Document

We do have some additional tips to add if you followed these steps but still need to reduce your presentation’s file size.

Microsoft released the PPTX format in Office 2007. Still, it’s not uncommon to see PPT files floating around. So what’s the difference between a PPT and PPTX  file? The PPTX version compresses all of the content within the presentation. If you have a PPT file and convert it into a PPTX file, you’ll notice a decrease in the file size.

Converting the file is as simple as pressing a button and choosing the file type. Go ahead and open your PPT file, head over to the “File” tab, and then click “Convert.”

Windows File Explorer will appear. You’ll notice the Save As type is set as "PowerPoint Presentation." This is the PPTX file type. Click “Save.”

Your PPT file will now be converted to a PPTX file. As you can see, the size of the file has been reduced.

HTG Presentation 2 is our PPT file, and HTG Presentation 3 is our PPTX file. Merely converting the file type reduced the size by 335 KB.

While this isn’t a breathtaking drop in file size, we managed to reduce a Word document file size from 6,001 KB to 721 KB. It all depends on what’s inside the file. With any luck, this will be the only step you need to take. If not, keep reading.

It’s tempting to copy and paste an image in PowerPoint instead of using the insert function. This won’t be an issue if you’re not concerned about file size, but if you are, then beware of copy and paste—it may reformat your image to BMP or PNG. Why is this an issue? Both of those file formats are larger than JPG.

You can see in the above screenshot that the PNG file is 153KB compared to the 120KB JPG file of the same image. Each time you copy and paste a JPG file to PowerPoint, and it gets converted to PNG, you’re adding a bit of unnecessary file size to the presentation. Using the insert function will ensure your images are inserted as intended.

When you insert an image in PowerPoint, it’s best to make sure that it doesn’t need any edits. If it does require edits, you’re better off doing it in an image editor. Why? When you use PowerPoint to edit your image, it stores all of those edits as part of the presentation. For example, when you change an image to black and white, PowerPoint retains the full-color image as well. That’s a lot of extra bites being stored.

If you don’t have an image editor ( you do ) or you simply must use PowerPoint, be sure to tell PowerPoint to discard all of that excess data saved from the edits . It won't save you as much space as working in a dedicated editor, but it will help.

You can compress images in PowerPoint one at a time or all at once. 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, select “More Options,” which you'll find under the area where you would name your file and choose the file type.

The “Save As” window will appear—this time with a few extra options available to you. Next to the “Save” button, click “Tools.”

In the drop-down menu that appears, select “Compress Pictures.”

The “Compress Pictures” window will appear. Here, you can choose the resolution type of the images (based on PPI) in the presentation. You’ll also notice that you’re not able to select the “Apply only to this picture” option in the “Compression Options” group. That’s because, due to the way we accessed this tool, this option isn’t available.

Note:  If you do want to compress a single picture, select it and then head to Picture Tools Format > Compress Pictures.

Once you’re happy with your selection, click “OK.”

Be sure to save your presentation afterward.

We get why you might want to embed fonts—you might be making a Star Wars themed presentation and, as a result, anyone you may be sharing the presentation with is not likely to have those special fonts available to them. Embedding the fonts in your presentation could prevent issues down the line, but it comes at the cost of increased file sizes.

In general, unless you are sure you need to display a particular font, we recommend turning off font embedding.

Head over to the “File” tab and select “Options” at the bottom of the left-hand pane.

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

We saved a copy of our presentation with all fonts embedded, without fonts embedded, and with only the fonts used in the presentation embedded. Look at the difference if file sizes:

Convinced yet?

Consider the difference in file size if you embed an entire YouTube video in your presentation instead of linking back to it. Embedding an entire video will significantly increase the size of your presentation. There are certainly some valuable benefits when embedding a file vs. linking to it (such as when the recipient might not have internet access to play the video), but if the file size is an issue, just don’t do it.

Way back when Office let you save thumbnail images of your presentation so that you could get a sneak preview of the file when searching for it in File Explorer. Windows has grown to be more sophisticated, so it no longer requires the help of Office applications to do this. But, the option is still available.

We ran a little test to see the difference in file size with and without this option enabled. Here are the results:

With the thumbnail option enabled, our file size was 2,660 KB. Without the option enabled, the file size was reduced to 2,662 KB, saving a total of 7 KB.

This is a pretty small save, but when we tested it with a Word document, the difference was significant, showing 721 KB without the option enabled, and 3,247 KB with the option enabled.

While this is a large gap between applications and it’s not exactly clear why the difference is so large, it’s still an option worth exploring. To disable the feature, open your presentation, head over to the “File” tab, and then select “Properties” found on the right-hand side, then “Advanced Properties.”

You’ll now be in the “Summary” tab of the “Properties” window. At the bottom of the window, uncheck the box next to “Save preview picture,” and then click “OK.”

Microsoft Office will store your personal information (such as author name) and hidden properties within your presentation. Getting rid of this information can save you a bit of space.

Open your presentation, head over to the “File” tab, select the “Check for Issues” option, then select “Inspect Document."

The “Document Inspector” window will appear. Make sure the “Document Properties and Personal Information” box is checked, and then click “Inspect."

In the next window, select “Remove All.” The information will now be removed, saving you a few KB of space.

We don’t necessarily recommend this, and it should only be used as a last resort effort. AutoRecover is an essential tool in Office, and if you’ve ever lost a document before saving, then you understand precisely what we mean.

Each time Office uses AutoRecover, it adds a little to the size of the file. To turn AutoRecover off, head over to the “File” tab and select “Options” found at the bottom of the left-hand pane.

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

If you save and exit out of the presentation immediately, you won’t notice a difference. Over time though, as you continue to progress through the presentation, the AutoRecover feature will add KB to your file.

While you’re creating your presentation, PowerPoint will save various things in the background to help you out. We’ve mentioned how to turn off a lot of these features, delete data PowerPoint saves, and so on, but there’s always a chance something slipped through the cracks, and PowerPoint stored some information you don’t need. Copying your content over to a new presentation may be a good solution to the problem.

This may be a bit of a hassle though as, with PowerPoint, you’ll need to copy and paste each slide (and master slides). Once you do though, the new presentation won’t have any of the previous background saves, AutoRecover information, or previous versions of the file. As a result, you should see a change in file size.

While we can’t tell you exactly how much this will reduce your file size since each presentation will be different, it’s worth a shot.

As we mentioned earlier, a PPTX file is a compressed file (which is why the size is much smaller than an old-school PPT file). This means you can open it with a tool such as 7-Zip or WinRar, extract all the files from your PPTX, add them to a compressed archive, and then rename the archive to a PPTX file extension.

We had some issues here, though.

In Rob’s testing with his Word document, it successfully reduced the size of the file from 721 KB to 72 KB. However, it corrupted the file in the process. In my testing with my 2,614 KB file, it didn’t corrupt it, but it only reduced it to 2,594KB—a total of only 20 KB. We’re unsure what’s at play here, so if you want to give this a go, be sure to have a backup copy of your file before doing so.

That’s all the tips we've got for reducing the size of your PowerPoint presentation. We’re always looking for new and interesting ways to reduce the size of our files, so if you have any tips, let us know in the comment section, and we’ll be happy to test them out!

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How to Reduce Powerpoint File Size

Last Updated: March 29, 2022

This article was co-authored by wikiHow staff writer, Jack Lloyd . Jack Lloyd is a Technology Writer and Editor for wikiHow. He has over two years of experience writing and editing technology-related articles. He is technology enthusiast and an English teacher. This article has been viewed 975,607 times. Learn more...

This wikiHow teaches you how to lower a PowerPoint presentation file's size by compressing its images on a Windows or Mac computer, or by clearing the editing data on a Windows computer. There is currently no option to delete the editing data of PowerPoint presentations on a Mac.

Compressing Images on Windows

• If your PowerPoint file isn't yet open, first open it by double-clicking it.
• It doesn't matter which picture you double-click, since all of them will open the appropriate tab.

Compressing Images on Mac

Removing Edit Data on Windows

Expert Q&A

• Using JPEG files rather than other file formats will cut down on your presentation's overall size. Thanks Helpful 0 Not Helpful 0
• When formulating a presentation, using the default plain backgrounds in your slides will make your file smaller than if you upload detailed backgrounds. Thanks Helpful 0 Not Helpful 0
• If you can't get your PowerPoint file to shrink down enough to send it via email, you can upload it to a cloud service (e.g., Google Drive) and send an email with a link to the file instead. Your recipient will be able to download the file from Google Drive. Thanks Helpful 0 Not Helpful 0

• Reducing your images' quality will make a noticeable difference in your PowerPoint's overall quality. Thanks Helpful 1 Not Helpful 1

You Might Also Like

• ↑ https://support.office.com/en-us/article/Reduce-your-file-size-631d1d48-a56b-4fd4-ad66-091dd201db10?ui=en-US&rs=en-US&ad=US&fromAR=1#bmpp
• ↑ http://www.isumsoft.com/it/reduce-powerpoint-file-size-in-office-2016/

About This Article

1. Double-click an image. 2. Click Compress Pictures . 3. Remove the check mark from “Apply only to this picture.” 4. Select a lower DPI. 5. Click OK . 6. Click File . 7. Click Options . 8. Click Advanced . 9. Click Discard editing data . 10. Click OK and save the file. Did this summary help you? Yes No

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10 Ways to Compress PowerPoint Presentations to Reduce File Size

10 Strategies to Compress or Reduce the Size of Large PowerPoint Presentations

by Avantix Learning Team | Updated September 21, 2023

Applies to: Microsoft ®  PowerPoint ® 2013, 2016, 2019 and 365 (Windows)

You can compress or reduce the size of large PowerPoint presentations in several ways. The most common strategy to reduce the size of a PowerPoint file is to compress pictures, video and audio. However, you can also use other methods to make files smaller including saving media and PowerPoint files in other formats and converting or removing embedded objects.

In this article, we'll look at 10 ways to compress or reduce the size of a PowerPoint presentation:

• Compress pictures
• Insert pictures instead of copying and pasting
• Use smaller image files
• Convert images to a different file type
• Save a copy of images with artistic effects
• Compress audio and video
• Link to audio or video files
• Convert Excel charts and other embedded objects
• Save a copy of large PowerPoint files
• Save a copy in PDF format

Note: Buttons and Ribbon tabs may display in a different way (with or without text) depending on your version of PowerPoint, the size of your screen and your Control Panel settings. For PowerPoint 365 users, Ribbon tabs may appear with different names. For example, the Picture Tools Format tab may appear as Picture Format.

To view file size in PowerPoint:

• Click the File tab in the Ribbon.
• Click Info. In the Properties area, file size is listed beside Size.

Once you've completed the following strategies, close and save the PowerPoint file, reopen it and check the file size again. You can also view file size in Windows 10 File Explorer or Windows Explorer in older versions of Windows.

Recommended article : How to Embed a YouTube Video in PowerPoint

Do you want to learn more about PowerPoint?  Check out our virtual classroom or live classroom  PowerPoint courses >

1. Compress pictures

One of the most common ways to reduce file size is to compress one or all of the pictures in your PowerPoint file. You may want to try this with one picture at a time to be sure you are satisfied with the result after compression.

To compress a picture:

• In Normal View, select a picture on image on a slide.
• Click the Picture Tools Format or Format Picture tab in the Ribbon.
• In the Adjust group, click Compress Pictures. A dialog box appears.
• Select the check box to Apply only to this picture if you want to compress only the current picture or uncheck this option if you wish to compress all pictures in the presentation.
• Select the check box to Delete cropped areas of pictures if you have cropped images and want to permanently delete the areas you have removed by cropping.
• Choose the desired document resolution.

Don't forget to check pictures in Slide Master View (click the View tab in the Ribbon and then click Slide Master) as you may want to compress or delete those images as well.

Also, be sure to check image(s) after you compress them to be sure to are satisfied with the quality of the image(s). If you create a copy of the presentation before compressing the image(s), you can revert to the original if necessary.

2. Insert pictures instead of copying and pasting

It's best to insert pictures, rather than copying and pasting (or dragging and dropping) into the PowerPoint file. When you copy and paste (or drag and drop) an image into a presentation, it can lose compression, change file type and also bring in other data that can increase file size.

To insert a picture onto a PowerPoint slide:

• In Normal View, display the slide where you want to insert a picture.
• Click the Insert tab in the Ribbon and click Pictures (2013 and later versions) or Picture (2010). You can also click the Pictures or Picture icon in a placeholder on a slide. A dialog box appears.
• Navigate to the location of the picture.
• Select the picture and click Insert or double-click the picture.

You also have the option of linking to a picture file by clicking the arrow beside Insert in the Insert Picture dialog box and then choosing Link to File. However, the picture is not actually "in" the file (which reduces file size) and if you email the document, the pictures will not be included. If you use this strategy, it's best to copy the picture to the same folder as the PowerPoint presentation and be sure to bring the entire folder with you when you deliver the presentation.

3. Use smaller image files

It's best to insert pictures in smaller sizes to reduce the size of your PowerPoint files. For example, if you are inserting pictures from a phone taken at a high resolution, this will result in larger PowerPoint decks. Create, save or send images at a lower resolution and insert the lower resolution images into your PowerPoint files.

If you're using stock images, select images at the lowest resolution (at the quality level you require). You can also open an image in an image editing program (such as Microsoft Picture Manager or Adobe Photoshop) and then save it at a lower resolution.

In PowerPoint 365, one of the biggest culprits causing inflated file size is 3D models. Although 3D models are not inserted as pictures but rather as 3D models, they are images. One 3D model we inserted took up 17 MB of space. You can't compress 3D models like other types of images so you may need to delete 3D models or use a picture instead of a 3D model if file size is an issue.

4. Convert images to a different file type

Prior to inserting an image in PowerPoint, you can open it in an image editing program (such as Microsoft Picture Manager or Adobe Photoshop) and then use Save As to save the image in another format.

The format that will result in the smallest size is usually JPEG (Joint Photographic Experts Group format) or JPG. The JPEG compression algorithm significantly reduces the file size of images.

You can also save images in PowerPoint in different formats:

• Right-click the picture. A drop-down menu appears.
• Select Save As Picture. A dialog box appears.
• Navigate to the folder where you want to save the image.
• Enter a name for the file and select a format such as JPG or PNG.
• Click Save.
• In the PowerPoint presentation, delete the original image.
• Click Insert and then click Picture(s).
• Navigate to the location with the image you saved.
• Double-click the image.

5. Save a copy of images with artistic effects

When you apply an artistic effect to an image, PowerPoint retains two copies of the image (the original and a copy with the artistic effects). This allows the user to reset the image but can significantly increase file size. Compressing pictures also doesn't normally have any effect on images where you have applied artistic effects.

If you have applied an artistic effect (such as blur) to an image, you can reduce file size using the following method:

• Right-click the image with the artistic effect. A drop-down menu appears.
• Enter a name and select a file type (usually JPG or PNG).
• In the PowerPoint presentation, delete the image with the artistic effect.
• Navigate to the location with the image you saved with the artistic effect.

6. Compress audio and video

In 2010 and later versions of PowerPoint, audio and video files are copied into presentations rather than linked to the original files. You can improve playback performance and reduce PowerPoint file size by compressing audio and video files in your presentation.

Files can be compressed at different quality levels.

In PowerPoint 2013 and 2016, you can compress to the following quality levels:

• Presentation Quality – select this option to save space but maintain overall audio and video quality.
• Internet Quality – select this option and quality will be comparable to media which is streamed over the web.
• Low Quality – select this option if space is limited, such as when you are sending presentations via e-mail.

In PowerPoint 2019 and 365, you can compress to the following quality levels:

• Full HD (1080p) – select this option to save space while maintaining overall audio and video quality.
• HD (720p) – select this option to save space and the quality will be comparable to media which is streamed over the Internet.
• Standard (480p) – select this option when space is limited, such as when you are sending presentations via e-mail.

The following compression options appear in PowerPoint 2019 or 365:

Note: Some older video file formats may not compress or export properly. Embedded subtitles and alternate audio tracks will be lost in the compression process.

To compress media in PowerPoint:

• Open the presentation that contains the audio or video files you want to compress.
• Save a copy of the presentation so you can retain a copy of the file with the original media.
• In the copy, click the File tab in the Ribbon.
• Click Info.
• In the Media Size and Performance area, click Compress Media. A dialog box appears.
• Select the desired compression option. A dialog box appears indicating that media compression is in progress. PowerPoint will indicate how much space is saved.
• When compression is complete, click Close.

7. Link to audio or video files

You also have the option of linking to audio or video files. When you insert an audio or video file, click the arrow beside Insert in the Insert dialog box and then choose Link to File. Linked audio or video is not actually "in" the presentation (which reduces file size) and if you email the presentation, the media files will not be included if you have linked to audio or video files. Linking was the default behavior in PowerPoint 2007 and earlier versions for video and larger audio files.

If you choose to link to audio or video files, t's best to copy the media files to the same folder as the PowerPoint presentation and be sure to bring the entire folder with you when you deliver the presentation.

Note: You cannot apply certain types of formatting to linked video files.

8. Convert Excel charts and other embedded objects

Embedded objects such as Excel charts or worksheets can also increase file size. If you convert embedded objects to images, it can impact the size or your presentation. You can also reduce file size by breaking links to Excel files.

If you want to convert embedded objects into pictures, you can ungroup them or cut and paste them back into PowerPoint.

To ungroup an object:

• Select the chart or embedded object.
• Click the Format tab in the Ribbon. This tab may appear as Drawing Tools Format, Drawing Format or Shape Format.
• Select Group and then Ungroup. A dialog box appears asking if you want to convert the object to a PowerPoint object.

To cut an object and paste it back into a presentation as a picture:

• Select the embedded chart or object.
• Press Ctrl + X to cut it.
• Click the Home tab in the Ribbon.
• Click the arrow below Paste to display the drop-down menu and then choose Paste Special.
• Select an image type (such as JPEG) and click OK.

If you have links to Excel files, you can reduce file size using Edit Links to Files. Check out How to Break, Update or Change Links to Excel Charts or Worksheets in PowerPoint for more information on how to break links.

9. Save a copy of large PowerPoint files

It's a good idea to save a copy of a large PowerPoint files periodically using Save As and give the file a different name (i.e. Sales Presentation and the date). If you save a copy using Save As, version history and some editing data is removed during the process and this will reduce file size. This can also help avoid corrupted files.

To save a copy of a PowerPoint presentation:

• Choose Save As. If necessary, click Options or More Options. A dialog box appears.
• Navigate to the desired location.
• Enter a new name for the presentation.

10. Save a copy in PDF format

It's also common to save a copy of a presentation as a PDF (portable document format) file to reduce the size and then share it with others. You can compress images during the process.

To save a PowerPoint presentation as a PDF (and compress images):

• Choose Save As and then click Options or More Options if necessary. A dialog box appears.
• Navigate to the desired location and enter a name for the file. You can use the same name since the extension will be different (PDF).
• Under File Type, select PDF.
• Click Tools on the bottom right of the dialog box. A drop-down menu appears.
• Select Compress Pictures. A dialog box appears.
• Click the desired compression option.

Large file size is a common problem in PowerPoint and you can use these strategies to reduce the size of your PowerPoint presentations. Compressing the size of your decks should also help to improve speed and avoid crashes.

This article was originally published on November 6, 2016 and has been updated for clarity and content.

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Compress PPT Presentations Online

May 8, 2023 by Hung Nguyen

Learn how to reduce the size of your PPT files significantly, at no cost, using Smallpdf. No watermark, no registration, and no installation.

We’ve come across many large PPT files in our years of compressing digital documents, from sales pitches to lecture material and business proposals. Usually, the need to reduce the size of these files comes from having to share them via email, where the file size cap is around 20 MB. Compressing PowerPoint files also comes in handy to save storage space, be it on your local computer or an otherwise pricey cloud service such as Dropbox. You can use our online compress tool to shrink your PPT down significantly and thus make your life easier and save some money.

How to Compress a PPT File for Free

Upload your ppt to the compress tool ., choose “basic compression.”, click on “export as” and choose powerpoint..

Convert, compress, and download your PPT using Smallpdf

You can get started with compressing your PowerPoint presentation for free right away. You don’t need a Smallpdf account—just go to the tool and drop your file in!

Will the Document’s Formatting Remain the Same?

We aim to maintain the layout and quality of your document as close to the original PPT as possible. We actually first turn your PowerPoint into a PDF document; then, our compressor looks for repeating patterns in the data and replaces them with unique identifiers. This is actually what makes your file smaller. This process doesn’t touch attributes like fonts and the layout of your PPT, so they should stay just as they are.

Smallpdf caters to millions of users every month and uses the most reliable software on the internet to convert, edit, and compress files. So, you can trust that we’ll produce only the absolute best conversion quality.

There are extra measures that you can take to be absolutely sure that the final content resembles its original form. You can “embed” the fonts of the text in your PowerPoint presentation. You’ll find this option under “Preferences” in PowerPoint. Doing this will ensure that the fonts remain the same, even when we don’t have the same ones on our servers.

You can repeat the above process for each file if you need to compress multiple PowerPoint files or want to compress images and other formats. Smallpdf accepts all Microsoft Office files and JPG images. If you go Pro, you can also compress files in batches, and we’ll conveniently store them in a zip file for you. Why not sign up for a 7-day free Pro trial before fully committing?

And that’s all there is to it! Enjoy compressing your PPT and be sure to explore the many other tools we offer.

Hurray for smaller presentations!

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How to compress a PowerPoint file so that it loads faster and doesn't take up as much space

• You can easily compress a PowerPoint file's size, which makes it easier to share and save.
• When you compress your PowerPoint, you'll have to reduce the quality of any music, videos, or pictures you have in your slideshow.
• Once you've compressed your PowerPoint, it will load faster, but the media in it may not look as good.
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At some point in your slideshow-creating life, you've probably saved a PowerPoint presentation and realized that the file size is entirely too large. 

Larger file sizes make PowerPoints more difficult to send and save, and they also make each slide take longer to load.

One of the easiest ways to quickly reduce a PowerPoint presentation's file size is to compress it. When you compress a PowerPoint, you'll reduce the quality and size of every media file in the presentation. This includes videos, audio clips, animations, and photos.

If you compress them down to an appropriate size, your file size will be much smaller. However, your photos, videos, and other media probably won't look or sound as sharp.

Here's how to compress your media files in PowerPoint on a Mac or PC.

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1. In the ribbon or menu bar at the top of the screen, click "File." Make sure that "Info" is selected in the left sidebar.

2. Click "Compress Media." Depending on whether your version of PowerPoint was made before or after 2016, this button will either be next to the label "Multimedia" or "Media Size and Performance."

3. Choose one of the three options for media quality from the dropdown menu. These will differ based on which version you have as well, but they boil down to: 

• Select the highest quality option if you want to maintain high quality media for in-person presentations. 
• Select the middle option for quality akin to media found on the internet. 
• Select the lowest quality option if your file needs to be as compressed as much as possible — for example, if you need to send it via email.

How to compress a PowerPoint file on a Mac

In the Mac version of PowerPoint, you can only reduce the file size of images, not videos or music.

To do this:

1. Open your PowerPoint slideshow and click "File" in the menu bar at the top of the screen. If you only want to compress specific images, select them before clicking "File."

2. In the dropdown menu, click "Compress Pictures..."

3. You'll be shown a "Compression Table," which lists all the different ways you can compress the file. You'll have three main options:

• "Printing" will keep your pictures at the highest quality possible.
• "Viewing on screen" will reduce the quality of your pictures by about 30 percent.
• "Sending in an e-mail message" will compress them by another 30 percent or so.

You can also pick the fourth and last option, which will keep each picture's current resolution, but try to reduce the file size in other areas.

4. Select whether you'd like to delete parts of your pictures that have been cropped out — doing so will help reduce the file size.

5. Choose whether you'd like to compress every picture in the slideshow, or just the ones that you selected beforehand. Once you've decided, click "OK."

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How to Reduce the File Size of Your PowerPoint Presentation

Learn how to reduce the file size of a PowerPoint presentation without making any major difference to the person viewing it.

A PowerPoint Presentation is a great way to get an idea across. Whether you're pitching a product or teaching kids, you'll find slideshows helpful.

However, if your presentation is long, or you have many visuals, you might find that your PowerPoint file has become too large. That makes it difficult to attach it as an attachment. And it could even take too long to download for your clients.

To solve this problem, here are seven tips to reduce your presentation file size.

1. Use Insert Picture—Don't Drag and Drop

When you want to add a photograph from your hard drive to your presentation, the easiest and most common way is to copy it off File Explorer and paste it onto PowerPoint. Alternatively, you can also drag and drop it from your folder to your slideshow.

However, doing this potentially increases your presentation's file size. That's because when you copy-paste or drag-and-drop a file directly into PowerPoint, it converts your image to either a BMP or PNG file type.

Although these file types allow you to retain transparent backgrounds, like the ones you find in icons, they also increase your photo's file size. But if you use the Insert Picture function, PowerPoint will add your image without changing its file type, thus avoiding larger file sizes.

2. Crop Photos With an Image Editor

There are times when you don't have to use the entire image you just added. You may want to remove a section to make it more impactful. But if you do that, don't crop it using PowerPoint's built-in cropping tool.

When you crop an image inside PowerPoint, the app will simply hide the part of the image you cut out. Although this is helpful if you want to undo the crop you made in the future, if you're final with the cut you made, this just adds to your presentation's file size.

Instead of cropping images in PowerPoint, you can use dedicated image editors. You can use Microsoft's built-in Paint app for simple crops, or you can use free online tools, like Canva. Once you've cropped your photo to your liking, you can then use the Insert Picture tool to add it to your presentation.

Related: How to Use the Canva App: A Beginner's Guide

Remember to save your file as JPG or JPEG, not PNG or BMP. JPG files provide the most compression on your images while retaining reasonable quality. This way, you get to save a few more kilobytes per photo. This adds up to a lot of space when you have many pictures.

3. Edit Images Outside PowerPoint

Building upon the previous point, you should edit your photos using an image editor instead of PowerPoint. While the app does provide relatively advanced photo editing tools, it's still not as powerful as dedicated photo editing software.

You can use Microsoft's built-in basic photo editing function to edit your image. Alternatively, there are several easy-to-use photo editing software to give you advanced edits while remaining simple to use.

You should do this because PowerPoint retains all your photo's information. For example, if you convert an image from colored to black and white, the app will still keep all the color information of your file, thus making it larger. But if you convert it using an image editor, all color information is lost once you save the file, thus making it smaller.

4. Compress Your Pictures

Even if you've done all the above, there is still a way to reduce your presentation's file size further. You can do that by optimizing all your slideshow images for the screen size you expect to show your presentation.

This is because PowerPoint tends to keep your images at the maximum allowable quality. After all, the app is preparing your slideshow for all types of display sizes. It's even considering that you're going to print it. That's why it keeps your photos at the best possible quality.

And while this is a good thing, it does add a lot of size to your presentation. That's why you need to optimize your file for your intended audience.

To do that, click on any image in your slideshow. Then, in the menu ribbon, select Picture Format . Press the Compress Pictures button, and a Compress Pictures window will pop up. Under Compression options: remove the tick mark for Apply only to this picture to compress all images.

Under Resolution: , pick the appropriate points per inch (PPI) for your application. If your presentation is for personal consumption—i.e., for viewing on smartphones, tablets, and computer monitors only—then a 96 PPI resolution is enough.

But if you plan to display it on a medium-sized projector or a screen larger than 50 inches, then you should choose 150 PPI. If you're planning to print your presentation as a handout, then go for 220 PPI. Finally, if you're going to use a large-format projector or LED screen board, go for 330 PPI.

5. Link Videos

Videos are the most significant items in your presentation that will bloat its file size. A typical 1-minute full HD video has an approximate 124MB file size. So instead of embedding your videos into your PowerPoint file, you can link them instead.

Upload your videos on a video hosting website like YouTube, then just link it into your slideshow. Once you've uploaded the video, don't forget to copy its web address to add it to your presentation.

To add it to your slideshow, go to Insert on the menu ribbon, click on Video , and in the dropdown menu, choose Online Videos… . A new window will pop up and in the Enter the address for the online video bar, paste your video link.

Once your selected video has loaded, you'll see a preview of it on the main screen. If you're satisfied that it's the correct video, click on Insert . You will now find your video embedded into your slideshow.

You have to note, though, that your viewer or audience must have an active internet connection for them to see your embedded video. Otherwise, they won't be able to see it.

6. Use the Latest Formats

If you're using the latest version of Microsoft Office, it's best to use the latest file formats. The old file format called PPT, designed for Microsoft Office 2003 and older, uses up more space than the newer PPTX file format.

While older versions of PowerPoint may not be able to open your file, the smaller file size means your presentation would fit in your email as an attachment. Furthermore, those who don't have the latest version of PowerPoint can instead use Microsoft Office Online, or even Google Slides, to view your presentation.

As a last resort, you can compress your presentation's file to reduce its size. You can use several free tools to do just that . They're also widely popular, so your recipient won't have much trouble decompressing your file.

Save on Space

If your PowerPoint presentation is too large to attach to your email, you can reduce its size by following the above steps. They're simple, quick, and easy to do. And if in case you find your presentation's file size bigger than your allocated limits, you still have a couple more solutions.

The first one is to upload it onto the cloud and just share the file's link with your recipient. The second is to cut your presentation into two and then send them in two separate emails. Be sure to add a slide to your first file indicating there's a part two!

But no matter what you choose, reducing your file's size should be the last thing on your mind. Focus on your content and make it your best presentation ever first. All the other things you need to do will soon fall into place once you've finalized your output.

• Slidesgo School
• PowerPoint Tutorials

How to Reduce the Size of a PowerPoint Presentation

Sometimes, after creating a presentation, you come to realize that its size is bigger than what you expected and, thus, you need a way to reduce the space it takes up on your drive or storage device.  In this Slidesgo School tutorial, we are going to give you some hints on how to decrease the size of a PowerPoint file . 

Reducing the size of the images

Changing the resolution, lowering the amount of characters from embedded fonts, exporting the presentation as a pdf.

• Open your PowerPoint presentation.
• Select an image.
• The Format tab will appear at the top of the screen. Go to that tab and click Compress Pictures.

A dialog box will appear, where you can choose whether to:  

• Apply the changes only to the selected picture or all of them.
• Delete all cropped areas (please note that if you choose this option, these areas will be deleted and you will not be able to restore the image to its original state).
• Under “Resolution”, we recommend that you select “Use default resolution”.
• Open your PowerPoint presentation, go to the File tab and click Options. Then, select the Advanced tab.
• Under “Image Size and Quality”, check “Discard editing data” and uncheck “Do not compress images in file”.

There’s an option that allows you to set the default resolution (measured in ppi). We recommend that you choose one that suits your presentation mode. 

To minimize even more the size of the file, you should embed only the characters used in the presentation. This, however, will limit some editing capabilities for other users who do not have the same font already installed on their computers. To do this, go to: 

• File tab > Options > Save.

Under “Preserve fidelity when sharing this presentation”, check the following boxes: 

• Embed fonts in the file.
• Embed only the characters used in the presentation.

Pro Tip: If you have used fonts that you would like to keep or you think other users will need when editing this presentation, check “Embed all characters” instead of “Embed only the characters used in the presentation”. 

If you want to reduce the size of the file even more, you can convert it to PDF. This will generate another file with the same contents, but lighter. It’s a good solution, especially if you need to send the file to other people. 

To do this, go to: 

• File tab > Save as Adobe PDF.
• If you do not have Adobe PDF installed, this option will not appear. In that case, go to the File Tab, click Save as and select “PDF” from the “Save as type” drop-down list.

For more information on how to set up the different options for exporting as a PDF, please refer to our How to Export Your Presentation as a PDF File tutorial.  All the GIFs for this tutorial show our Cool Birthday Party template. If you like it and you want to use it to organize a nice party, just click on the title and you will be able to download it.  Note: Regarding the instructions listed on this tutorial, we are assuming you are using the PowerPoint version included within Office 365. If you have a different version, some of the options might change. Please visit Microsoft Support for more information if that is the case. 

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How to compress PowerPoint files.

Want to save space on your computer? Learn how to compress a PowerPoint to save space and make your presentation easier to share.

Need to learn how to compress Microsoft PowerPoint files but not sure where to begin? Whether you want to save space on your device or avoid file size issues in an email, compressing your PowerPoint is a great way to keep file sizes to a minimum and make your presentation easier to store and manage.

When is compressing a PowerPoint file beneficial?

While a PowerPoint in its original quality is great for presenting, it may not always be the easiest to share and store on your computer. Compressing PowerPoint files is a great way to save space while keeping your hard work.

Here are a few reasons you may want to compress your PowerPoint:

• Improve shareability over email. Most email platforms limit the file sizes that you can share. If your Powerpoint contains a lot of content, especially photos and videos, it may be more difficult to share over email. Compressing the PowerPoint ensures that the same content is shared, just as a smaller file size.
• Have more storage space on your computer. By compressing your PowerPoint file, you leave room for more important documents to be stored on your computer.
• Boost productivity. By spending less time waiting for a file to upload, you can place your attention on other important tasks.

Steps: How to compress a PowerPoint file.

There are a few different methods you can try within the PowerPoint application and outside of it to reduce your PowerPoint file size and easily be able to share and save your content.

You can reduce the size and quality of any images in the presentation, reduce audio and video content, compress the PowerPoint as a PDF, compress it as a zip file, or swap any 3D models with static images.

Compress a PowerPoint file by reducing the size and quality of your images.

While there’s no way to compress the entire file in PowerPoint, you can reduce the size and quality of all the images to reduce the whole presentation’s size.

Instead of going through your complete presentation and editing your images one by one (which you can do if you want), there’s an easy way to compress all your image files at once:

• Open the presentation in PowerPoint.
• Click File on the top toolbar and choose Options > Advanced.
• Check “Discard editing data.”
• Uncheck “Do not compress images in file.”
• Select 150 PPI or lower in the Default resolution dropdown menu.

These steps will reduce the file size of all the images in your presentation, effectively compressing the entire PowerPoint. The more pictures you have, the more it’ll compress the file.

Compress a PowerPoint file by reducing the size of audio and video files.

Audio and video content takes up a lot of storage space in a presentation.

You can reduce the size of audio and video files by following these steps:

• Click on the File tab in the upper-left corner.
• Select Info from the dropdown menu.
• Click Compress Media. There are three options for compression.
• Choose your compression option. Click Close once the file is done compressing.

Ensure the file is compressed to your liking. If the compression does not meet your standards, adjust the settings as needed.

Compress a PowerPoint file as a PDF.

An easier way to compress a PowerPoint is to first convert the PPT to a PDF using an online PDF editor like Adobe Acrobat online services. PDF files are smaller and easier to share than PowerPoints.

To convert your PowerPoint to a PDF, follow these easy steps:

• Visit the online PDF converter tool.
• Upload the PowerPoint you want to convert.
• Let the software do its magic.
• Download your new PDF file.

The PDF file should be much smaller than the original PowerPoint, making it easy to store and share. If the file size is still too big, you can reduce it even further by compressing the PDF online .

Compress PowerPoint files as a ZIP file.

By changing the PowerPoint to a ZIP file, the whole presentation size will be reduced.

Use these steps to transform your PowerPoint into a ZIP file:

• Click File in the upper-left corner.
• Choose the Open option.
• Right-click the project you wish to compress. Additional options will appear.
• Choose “Send to” and more options will appear.
• Find the option named “Compressed (zipped) folder.” Choose this option to compress the file.

Compressing PPT files on macOS and Windows.

In the macOS PowerPoint, you can reduce the file size of images but not music or videos.

Here are the steps to compress your PowerPoint on a Mac:

• In PowerPoint, click File. If you only want to compress certain images, select them before you click File.
• From the dropdown menu, click Compress Pictures.
• Printing — highest quality.
• Viewing on Screen — reduces image quality by 30%.
• Sending in an email message — compresses images by another 30% or so.
• Choose whether or not you’d like to delete portions of the photos that have been cropped out. By doing this, you can reduce the file size.
• Decide whether you want to compress every photo in the slideshow or only the ones you already selected. Click OK when done.

For Windows, follow these instructions:

• Click File and make sure Info is selected in the left sidebar.
• Click Compress Media. Depending on the version of PowerPoint, the button will either say Multimedia or Media Size and Performance.
• Choose the highest quality option if you want to maintain the presentation quality for in-person presentations.
• Choose the middle option for a presentation best suited for the internet.
• Choose the lowest quality option for the highest compression so you can easily share the PowerPoint over email.

Tips on how to reduce PowerPoint file size.

There are a few methods that can help reduce your PowerPoint file size.

• Analyze image quality. Presenting high-quality images, audio files, and videos can create a more engaging experience for your audience. Each time you compress images, double-check to be sure they still look presentation-ready.
• Replace 3D models. While 3D models are a unique component of presentations, they take up more storage space. Opting for similar static images may be the best option for sharing your presentation.
• Convert images to JPEG. If your photos are in the PNG format, you may want to make them JPEGs. You can easily do this in PowerPoint by right-clicking the pictures and then choosing “Save as Picture.” From there, under “Save as Type:,” choose the option named JPEG. Save, and you’re done.

More resources to work with your files.

After compressing PowerPoint files, here are additional ways to work with your documents:

• Learn two ways to convert a PDF to Google Slides for presentation.
• Discover how to delete a slide in PowerPoint .
• Learn how to redline documents in Word .
• Discover how to convert a PPT to Google Slides .

Discover what more you can do with Acrobat online services to simplify editing and managing your PowerPoint and PDF files.

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How to Compress PowerPoint Presentations

Many users, when sharing PowerPoint files via email, can end up realizing that the file is too big to be sent via their email service provider because of its excessive file size. While there are many third-party apps that enable sending large files via sharing links, not only can they be less secure to use for confidential documents, but the files might take a while to download by the recipient due to the heavy file size. therefore, Compressing a PowerPoint presentation can help you avoid such issues.

Compress a PowerPoint Presentation File

There are different methods by which you can compress a PowerPoint file and elements within the file to reduce the file size and make your slide deck more manageable.

1.  Compress Images in PowerPoint

The most common method to reduce the file size of a PowerPoint presentation is to compress slide images. This method is also quite useful if you’re wondering how to compress a ppt file for email since it provides the option to reduce the images down to a very low resolution of 96 PPI, which is usually sufficient to make the presentation small enough for an email attachment.

To compress one or more images in PowerPoint, select an image from the presentation, go to the Picture Format tab, and select Compress Picture from the Adjust menu.

From the dialog box that appears, you can choose various compression options. If you want only to compress the selected image, check Apply only to this picture checkbox. The compression options available from the given dialog box can be used to reduce the size of the current or all images in the presentation file for print (220 PPI), web (150 PPI), and email (96 PPI), or you can choose the default resolution.

2. Compress Video and Audio in PowerPoint

Video and audio files can take up a lot of space and make PowerPoint presentations difficult to manage due to their large file size. If you have media files added to PowerPoint that are heavy, your presentation might also lag in SlideShow mode. To compress video and audio files in PowerPoint, go to File > Info > Compress Media . Select a lower resolution of the media files from the drop-down menu to reduce their file size.

This will reduce the file size for video and audio files, with information regarding how much the files were compressed.

You can play to preview the media files to ensure the quality of the converted media files is satisfactory. Suppose you aren’t satisfied with the compression quality and reduced file size. In that case, you can also compress the media files using third-party tools, including online converters like CloudConvert and ZamZar or media file conversion apps like HandBrake, Xilisoft audio/video converter, Freemake audio/video converter, etc.

3. Remove Heavy Graphics and Slide Elements

Another easy method to compress PowerPoint is to remove unwanted elements to reduce the file size. You can either do this directly from slides or edit the layouts of the deck via View > Slide Master .

4. Replace Media Files with Links and Embedded Content

You can also replace certain files that might be making your slides heavy. Embedding the media files directly via online sources like YouTube or by adding links to media instead of embedding files in your presentation will significantly reduce file size.

5. Convert PowerPoint File to Compress File Size

If you don’t need to present your slides as a PowerPoint file, Converting PowerPoint presentations to a different format, such as PDF, can compress the file size. This will also remove media files such as audio and video files that you can instead add as a clickable link for the recipient prior to conversion.

6. Compress a PowerPoint File using a File Compression Format

To share a PowerPoint file online in a compressed format, you can convert it to a ZIP file or use a number of formats supported by your operating system or third-party apps such as RAR, 7z, GZIP, TAR, XZ, WIM, etc. The compression feature is often integrated via the right-click context menu or long tap for mobile operating systems.

Some of the most famous tools known to provide a high file compression ratio and various security features for file compression include 7-Zip, WinRAR, WinZIP, PeaZip, etc.

Compressing PowerPoint files can have pros and cons, including loss of media quality or inability of the recipient to open the file if it’s in a compression format that requires a specific app that he/she might not have. Therefore, you should pick a mode of compression that is convenient enough for you and the recipient of the file.

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Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.

His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.

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