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Compress PPT Presentations Online

July 12, 2024 by Hung Nguyen

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

We’re well into the 21st century, but many email servers still have a 20–25 MB size limit for attachments. This isn’t an inconvenience when you’re sending or receiving simple documents or files. But it can be a severe impediment when you work on presentations and PPT files regularly.

Basic presentations of only a few text-based slides are rarely too large to send via email. But once you start adding charts and images to a PowerPoint presentation with more than 20 slides, the size can rapidly balloon past the email size cap.

Using the compression tools built into Windows and macOS might save you 1–2 MB. Cloud-based storage involves multiple steps for you and the recipient, and file transfer services usually require registration.

Smallpdf offers a simpler alternative that requires no registration and can reduce PowerPoint file size by more than half.

How To Compress a PPT File for Free

Upload your ppt to our compress tool ., choose “basic” once the compress panel appears., once compression is complete, select “export as” instead of “download.”, choose “powerpoint (.pptx),” and on the next screen select “convert selectable text only” and then the “convert” button., after conversion, you can download your document, share it, or save it..

Convert, compress, and download your PPT using Smallpdf

What Happens When We Compress PowerPoint Files

Smallpdf can compress PowerPoint files more effectively than zipping by first converting them to a PDF. During this process, our compressor looks for repeated patterns and data, replacing them with unique identifiers. This results in a much smaller file.

If what you wanted was a smaller PDF, you can download this once the conversion and compression are complete. But to reduce PowerPoint file size, the “Export As” option allows you to turn the PDF back into a PPT file. The layout remains unchanged, and all fields can still be edited in PowerPoint.

Once your file has been compressed and converted, you can either download it to your device, share a link to the file, or save it to your Dropbox or Google Drive account. If you have a Pro subscription, you can also save it to your Smallpdf storage.

One caveat is that compression can sometimes affect non-standard fonts, special characters, and emojis. To reduce the risk of any text in your presentation from being changed, you can embed the fonts used in your PowerPoint file.

• With your presentation open in PowerPoint, select “Preferences.”
• Select “Save” under “Output and Sharing.”
• In the panel that opens, check the “Embed fonts in the file” option.

Emojis are usually replaced by the “undefined” glyph—a rectangle with an X—during compression. If your presentation must include emoji, turn them into images first and add the image to your slides.

Other Measures to Reduce PowerPoint File Size

There are a few other steps you can take to make your PPT file smaller before compressing it.

Each high-resolution image in your presentation can add 2 MB or more to the file size. Instead of removing images essential to the presentation, try optimizing them first. This guide will take you through the steps to using our Compress tool on your images. Once you have compressed all your images, replace the high-resolution version with the optimized version.

You can also compress images using PowerPoint. Go to File and select “Compress Pictures”. This will give you a variety of options that you can experiment with to see what effect it has on the image quality and the file size.

Embedding videos in your presentation will also inflate the file size. Although Smallpdf can’t help with compressing video files, there are other online services that can. Alternatively, consider uploading the video to YouTube and then adding a link to it in the presentation.

Once you have finished compiling your PowerPoint presentation, run through all the slides again to ensure all unused slides and slide masters have been removed. You can reduce PowerPoint file size substantially by following these steps, and then you can use our Compress tool to make it even smaller.

Maintaining Quality and Formatting

Whenever you compress PowerPoint files, there is always some risk of losing quality. Text and vector graphics will remain clear with well-defined edges, but other images could end up with slightly blurred edges. Opting for Basic compression reduces this risk while still giving you a much smaller file. But always check the results before sending your file.

Our compression tool also retains the original formatting. You can still edit any text in your presentation, along with shifting, resizing, or removing individual images.

When uploading a file to our Compress tool, you’re uploading a copy. The original file is never removed from your device. So, if you are unhappy with any results, you still have the uncompressed original to work with.

Go Pro and Get More Done

Smallpdf is free to use, and you don’t need to create an account. However, you are limited to two downloads a day using any of our more than 20 tools . If you create a Smallpdf account, you unlock a 7-day free trial with unlimited downloads and access to other Pro features. You can also download our Windows app, allowing you to compress PowerPoint files, JPGs, and other file types offline. After 7 days, you can switch back to a free plan with limited downloads or subscribe to a Pro, Team, or Business plan.

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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 979,475 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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Compress PPT Files

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How to Compress a PowerPoint Presentation

PowerPoint is an amazing audiovisual tool for presentations. It allows you to add images, graphs, videos, and pretty much everything you might need in order to craft the perfect complement. But precisely because of this, sometimes PowerPoint documents can end up taking a lot of space. So, how do you share your presentation when it’s just too big? Here you’ll learn how to easily compress a PowerPoint presentation to share it with whomever you want.

How to compress a PowerPoint presentation directly

Thankfully, PowerPoint has some compress options built into it, so learning how to compress a PowerPoint presentation is a very straightforward business. You have 2 main options.

1- How to compress images in a PowerPoint presentation

a. Select the image you want to compress. Once you do this, the Picture Format tab will appear at the end of your tools ribbon.

b. Select Compress Pictures

c. A new window will pop up. Now you just need to choose how much you want to compress your PowerPoint images accordingly to your needs:

Take into consideration that if you untick the Apply only for this picture option, all of the PowerPoint presentations images will be compressed. If you’re looking for how to compress a presentation will a lot of images, then this one is a great option for you.

2- How to compress a PowerPoint with a video

If your presentation has a video in it, chances are it’s a pretty big file! To compress your PowerPoint document just follow these steps:

a. Go to File > Info

b. Choose the Compress Media option. Just like with images, it will give you quality options, and pick the one that fits better your needs.

c. A new window will pop up to show you the compressing progress. Once it’s completed, it will also tell you how much space are you saving by compressing your PowerPoint media. Just click Close when the process is completed, and you can go back to work on your presentation.

Other options for sharing your presentations

However, if you compress a PowerPoint presentation you’ll probably lose some quality. The more you compress an image, the more quality it will lose. This is especially important to take into consideration if you’re planning to use a big projector, as it will make bad quality images pretty noticeable.

If compressing your PowerPoint presentation it’s just not doing it for you, of you don’t want to sacrifice some of its quality, here are some alternative options for sharing your files:

1- ZIP Files

A pretty straightforward way on how to compress a PowerPoint presentation is simply to use a ZIP File. ZIP files allow you to compress many documents into one directory. Windows 10 has built-in an option for file compressing. You just need to go to your File Explorer and right-click the PowerPoint presentation to compress. Select Send to > Compressed (zipped) folder . And that’s all!

If you’re not working with Windows 10, you can download a file archiver and compressor software, like WinZip or WinRAR (for earlier Windows versions). These will allow you to easily compress PowerPoint presentations, and pretty much everything else. There are many free compressors available, so it’s just a matter of finding the one that suits you the best.

Take into consideration that, when sending a compressed PowerPoint presentation in this way, the receiver must also have a compressor software, like the ones mentioned above. This will allow them to decompress the document and get access to it. It’s also important to know that ZIP Files might not compress a PowerPoint presentation enough for it to be sent by e-mail. It depends mainly on the size of the original file. Thankfully, there are other options for sharing your presentations!

2- Cloud Sharing

Cloud sharing is an excellent way to share files that are otherwise too big to send by e-mail. You don’t even need to know how to compress a PowerPoint to use this method. You just need to register in a cloud storage service, like Google Drive or Dropbox , and upload your presentation. Once it’s uploaded, you can send the link to whoever you want, and they will instantly gain access to it.

If it’s a particularly big document, you can even mix this option with the previous one. You can compress your PowerPoint presentation in a ZIP file, and upload the compressed version. This will make it easier and quicker for you to upload it, and for your receivers to download it.

3- PDF format

Converting your presentation to a PDF document is one of the easiest ways to compress your PowerPoint presentation in order to share it. It will immediately lower your file size and allow you to share it through all kinds of means, including e-mails.

However, one very important thing to take into account when using this method to compress a PowerPoint presentation is that you’re changing the file’s format. And this had both its ups and downs. For starters, this means that whoever receives it will not be able to access it as a PowerPoint presentation. Your slides will be converted to PDF pages, and while images and graphs will likely remain, any videos or voice notes in your presentation will not be added in the converted document.

But this also has an ad additional advantage. This means the receiver will not be able to edit it. If you’re sending a PowerPoint presentation and you don’t want it altered or copied in any way, sending it as a PDF file is a good option. It all depends on what you’re looking for!

Hopefully, you have now learned how to compress your PowerPoint presentations. Now you can share them with whomever you like, whether it is team members, coworkers, or your audience. Good luck!

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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.
• Visit Business Insider's Tech Reference library for more stories .

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.

Check out the products mentioned in this article:

Apple macbook pro (from $1,299.00 at apple), acer chromebook 15 (from $179.99 at walmart), how to compress a powerpoint file on a pc.

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."

Related coverage from  Tech Reference :

How to add a border to slides in powerpoint, and give your slideshow a sleek design, how to embed a youtube video into your microsoft powerpoint presentations using a mac or pc, how to convert google slides to a powerpoint presentation in 4 easy steps, how to convert a powerpoint to google slides in 2 different ways, how to copy or duplicate a powerpoint slide and put it anywhere in your slideshow.

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Home Blog PowerPoint Tutorials How to Compress PowerPoint Presentations

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 your PowerPoint presentation can help reduce the file size, making it easier to share via email, improve loading times, and reduce storage space. It also ensures that the recipient can quickly download and access the presentation.

The most common method is to compress the images in your presentation: – Select an image in your presentation. – Go to the Picture Format tab. – Click on Compress Pictures in the Adjust group. – Choose the desired compression options (e.g., for print, web, or email).

If the media quality is unsatisfactory, you can compress the media files separately before adding them back to your presentation using third-party tools. Tools like HandBrake, Xilisoft, and Freemake can help you achieve better compression results.

To reduce the file size by removing unnecessary elements: – Review each slide and identify heavy graphics, images, and other elements that can be removed or simplified. – Use the Slide Master view to make global changes to the slide layouts, reducing the number of heavy elements across all slides.

Yes, you can replace media files with links to online sources or embed content directly from websites like YouTube. This reduces the file size significantly by not storing large media files within the presentation.

You can convert your PowerPoint presentation to a PDF: – Go to File > Save As. – Choose PDF from the file format options. – Save the file. This will remove media files and significantly reduce the file size.

Yes, you can use file compression tools like 7-Zip, WinRAR, or WinZIP: – Right-click on the PowerPoint file. – Select Send to > Compressed (zipped) folder. – Alternatively, use third-party tools to compress the file into ZIP, RAR, or 7z formats.

The potential downsides include: – Loss of media quality due to compression. – Incompatibility issues if the recipient does not have the required software to decompress the file. – Reduced functionality if converting to a different format like PDF, as interactive elements may be lost.

To work with full compatibility: – Use common compression formats like ZIP. – Provide instructions or links to software if using less common formats like RAR or 7z. – Consider sharing a link to an online version of the presentation if possible.

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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Compress PowerPoint to reduce the file size

02.12.20   •  #powerpointtips.

Sometimes, the file size of your PowerPoint presentation can get very big. In some cases, that can be annoying, e.g. when trying to send the slides via email, but not being able to do so because the file is too large. Usually, pictures and videos are the reason why presentations become too big. The good news are that you can easily compress pictures and embedded media files by following the steps listed below.

Compress images

Compress videos and audios.

• Convert PPT into a PDF file
• Get rid of 3D-models

Compress PPT as ZIP- file

PowerPoint offers the option to compress all images at once or choose single pictures to reduce their file size. Keep in mind, that compressing an image will automatically reduce its quality as well. If you don't need to reduce the file size, better use the highest quality resolution as possible.

There are two ways to compress images within your PPT file which nearly work the same way:

Compress selected pictures

• Select the image you want to compress or any picture if you wish to reduce the size of all graphics
• Navigate to the Picture Tools Format tab and select Compress Pictures

• A new menu pops up. Choose your compression options and make sure to check "Delete cropped areas of pictures" and uncheck "Apply only to this picture" (if you want to compress all images)
• High fidelity: preserves quality of the original picture
• HD (330 ppi): good quality for high-definition (HD) displays
• Print (220 ppi): excellent quality on most printers and screens
• Web (150 ppi): good for web pages and projectors
• E-mail (96 ppi): minimize document size for sharing
• Use default resolution

Compress all images while saving the PPT file

• Open your presentation. Go to File in the PowerPoint menu
• Click Save as and then Browse
• In the window that opens, click on Tools (right beside Save )
• Select Compress Pictures and choose the resolution you need To save even more space, you can additionally choose Delete cropped areas of pictures to remove the parts of pictures which you cropped in PowerPoint.
• Click OK and then Save

Video and audio files can increase your PPT size a lot. It's a good idea to compress those if you want to make some space. Some PowerPoint versions make it possible to decrease the media size in PPT but if this option is missing in your program, online video compressors are the solution.

Compress videos and audios in PPT

• Go to File in the PowerPoint menu
• Open the Compress media drop down
• Choose a compression file size. Don't reduce the quality too much and check if the appearance of your media doesn't look too grainy on the actual projector you will be presenting on

Online video compressor

There are plenty of online video compressors which you can use to reduce the video size in advance. For example, the website FreeConvert makes it easy to decrease the file size without having to download anything. This way you can integrate a smaller media file into PPT.

Links instead of videos

Instead of importing a video to your PPT slides, including a link to your PowerPoint presentation can save a lot of space. If your video is somewhere on YouTube or other online video-sharing platforms, include a link and use it when you're presenting. But notice: a link can only be used, if you're connected with wifi. Watching videos online, can take time and a bad connection might give you some unwanted breaks during your presentation. In this case, saving the video on your disk and opening it separately can save time and still reduce the size of the PPT.

Convert PPT to PDF

By converting a PowerPoint file into a PDF, the size will reduce automatically. During the process, images get compressed and some media (audio, videos, 3D models..) get removed. If you want to change the PowerPoint slides at all time, this method might not be the right one for you, as PDF files can't get edited the way a PowerPoint can. Hence, converting PPT into PDF only makes sense if your presentation will work as a handout and if the PDF files options are enough for you.

• Click Export
• Hit the Create PDF/XPS button
• Choose a location in which you want to save your PDF file
• Click Publish

Get rid of 3D models

The Office 365 subscription makes it possible to add 3D models to your PowerPoint slides. Nevertheless, those media require much space since they transport a lot of information. In order to minimize the PPT file, exchanging the 3D model with a normal image will easily reduce the size of your PowerPoint file.

If you need to share your PPT with someone, a ZIP- file format might help you to reduce the size of the PowerPoint. Even though, this method can save some place temporally, it might not be enough to send it via email. Uploading it to file-sharing platforms, such as GoogleDrive, DropBox, OneDrive or other websites and sharing its link to download the PPT, can be the better option. (Using an USB for sharing the presentation without the need to decompress anything would be the best solution)

Here's how to convert a PPT into a ZIP- file format:

• Select the file you want to minimize in the File Explorer
• Right-Click the file and hit Send to
• Choose the Compressed (zipped) folder option

If you want to decompress a ZIP- file into its original PowerPoint format:

• Right-Click on your ZIP- folder
• Select Extract All... or the similar operation of your program
• Choose a File Location to extract your file to, or extract it at the place you are currently at

How can I reduce the size of a PowerPoint file?

There are several ways to reduce the file size of a PowerPoint. You can compress images, videos and audios, convert your presentation into a PDF file, get rid of 3D models or compress the PowerPoint as a ZIP-file. We explained for you how all of this works in our blog.

How do I compress a video in PowerPoint?

To compress videos in PowerPoint, go to "File" in the PowerPoint menu and then click on "Info". Then open the drop-down menu "Compress media" and select the size of the compression file. Be careful not to reduce the quality too much and check that the quality of your video on the projector you will be presenting on is not too bad.

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About the author.

Pia Lehner-Mittermaier

Pia works in Marketing as a graphic designer and writer at SlideLizard. She uses her vivid imagination and creativity to produce good content.

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Why compress ppt files.

PPT also goes by the name of PowerPoint Presentation and are used in all walks of life including the home, school and at work. PPT files can range in size depending on the content of the presentation. If a presentation contains a lot of images or videos then the file size can be especially large. Even just one high resolution image - such as a BMP - can increase the size of a PPT file tenfold. When a user complains that they have run out of space in their mailbox it is typically because they've been sent one too many large presentations. It is not surprising then that there is such a need to compress PPT files so that they do not take up as much storage and can be more easily shared. Using the Zamzar PPT compression tool, individual (and sizeable) elements - such as pictures and videos - are compressed bringing the overall file size down. Once compressed, the PPT (including the images and video within it) does not suffer from any noticeable loss in quality despite the file size being shrunk. It's worth remembering that if you receive a PPT file and need to send it on you can always put it through the Zamzar compression tool before you do so.

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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.

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Before you go to the effort of compressing your PowerPoint presentation, ask yourself if you even need to bother?

If you are not having trouble sharing your presentation, or you don’t need to email it to anyone (maybe you can share it on a USB instead), don’t worry about how large your presentation is.

If you’ve added lots of images, videos, graphics, and 3D models, your PowerPoint presentation might be huge. But so what?

Only follow these steps if you find that your presentation is becoming unwieldy or too big to share. And then, only do the minimum required to get to a functional state.

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1. Compress Images in PowerPoint

If you have lots of images in your presentation, you can save a lot of space by compressing them. This is a fast and uncomplicated way to reduce your PowerPoint file size.

You can also save a lot of file space in PowerPoint by converting your PNG images into JPEG images. To learn how to do that before you compress your images, read our guide here .

Notice in the picture above how much space was saved using the different compression options.

The HD (96 ppi) compressed file is 17x smaller than the original presentation. Just make sure when you compress your images that you pay attention to their quality.  The more you compress an image in PowerPoint, the more quality you will lose.

Ideally you want to use the HIGHEST quality resolution as possible, especially if you are presenting on a large overhead projector.

To compress your images in PowerPoint, follow these steps.

1. Open the Picture Format tab

Select a picture in PowerPoint to open the Picture Format tab in your Ribbon and select it.

The Picture Format tab is where all the commands and features related to working with and editing images are located.

For example, to see how to turn an image into a black and white drawing using the Artistic Effect features in PowerPoint, read our guide here .

If you do not see the Picture Format tab in your PowerPoint Ribbon, it means you have not selected an image or photo to work with. The Picture Format tab is contextual and will open only once you have selected an image or picture to work with.

2. Select the Compress Pictures command

Inside the Picture Format tab, find and select the Compress Pictures command.

Depending on your screen resolution and the size of your computer monitor, this command might appear as just an icon.

Either way, the icon should be to the right of the Transparency command.

3. Choose your compression options

You have two main compression options to choose from:

Apply only to this picture : This determines if the resolution you pick is applied only to the picture you have selected or to all the pictures within your presentation.

Most often, your images will require different compression resolutions. That’s why I recommend keeping the Apply only to this picture option selected and working your way through the images in your presentation one by one.

If you know that you want all of the pictures in your presentation compressed to a specific resolution, you can choose to unselect this option.

Delete cropped areas of pictures: Selecting this option removes any cropped areas in your pictures as part of the compression process. This will dramatically decrease the size of any images you have cropped.

However, please note that once you do this, you lose all the parts of the images that you cropped out. This means that you won’t be able to return to the original image and adjust the cropping.

To expand your knowledge and learn how to crop your pictures in PowerPoint to save additional space before you compress them, read our guide here .

4. Choose your resolution

Next, choose the resolution you want your image(s) compressed to. The smaller the resolution, the smaller the size of the images and the smaller the size of your presentation.

The question is, what is the best resolution to pick? This depends on how you plan to give your presentation.

If you’re presenting on a large overhead projector, I recommend choosing a higher resolution like HD (330 ppi) so that all your images are sharp and clear. If you are printing or just showing someone your presentation on your laptop, then Print (220 ppi) is fine.

I don’t recommend going much smaller than these two resolutions as the overall quality of your images will decrease rapidly.

For more help choosing the right resolution when compressing images in PowerPoint, see our guide here .

5. Click OK

Once you have made your compression choices and picked a resolution, click OK and PowerPoint will compress your image(s) for you.

Once PowerPoint finishes compressing your images, I recommend reviewing the quality of the compression to make sure everything looks okay. If you find that your image looks grainy, hit Ctrl+Z to undo and choose a higher resolution.

2. Compress Videos in PowerPoint

Videos and media files (like audio files) can be huge!

So if you have a video or other media files in your presentation, compressing them is another fast way to reduce your PowerPoint file size.  Or better yet, if you realize you are not using a specific video (or rarely use it), remove it.

Using the default video compression options in PowerPoint, I saw the following results, reducing my file size by over 6x.

To compress your videos and other media in PowerPoint, simply follow the following steps.

1. Select the File tab

Click the File tab to open the backstage view of PowerPoint.

Videos and other media are all compressed in the backstage view of PowerPoint, not in the Video Format tab like you might think.

2. Select the Info tab

Find and click the Info tab to access the Compress Media tools.

3. Open the Compress Media dropdown

Inside the Info tab and u nderneath Media Size and Performance, PowerPoint tells you the total size of the media files (video and audio) in your presentation.

Find and select the Compress Media command, which should be at the top of the Info tab. 

If you do not see the Compress Media command, that means that you don’t have any media that PowerPoint can compress.

You can only compress videos and other media inside your current PowerPoint presentation. 

If you have narrated your presentation using PowerPoint’s built-in Record Slide Show command, your narration videos and audio do not require compression. To learn how to narrate a PowerPoint using PowerPoint’s built-in Record Slide Show command, read our guide here .

4. Choose a compression file size

In the Compress Media dropdown, choose one of the three compression options for your videos and other media:

• Full HD (1080p)
• Standard (480p)

If you are not sure which compression option to choose, I recommend at least compressing using the Full HD (1080p) option. In my compression tests, the Full HD (1080p) reduced the size of my original video by half.

Full HD (1080p) works great for any overhead projector or monitor you will be presenting on. If you need to save more space, you can test out one of the smaller formats. But be careful. Just like when compressing images and photos, the more you compress your videos (or other media) the lower the quality of your video.

As a best practice when building presentations, use the highest compression rate you can without sacrificing the quality of the videos (or other media).

5. Wait as PowerPoint compresses your videos

After choosing a compression size, PowerPoint will begin compressing all the videos in your presentation. When it’s done, a dialog box will show you how much space you saved with each compressed video.

For example, for a raw video I inserted and compressed in PowerPoint, I saved 872.5 MB. That is A LOT and it allows me to share my presentation more easily.

To expand your knowledge and learn how to embed a video in PowerPoint (and learn how it is different than embedding a YouTube video), read our guide here .

3. Clean out the Master Views in PowerPoint

Before you worry about compressing any of your images or videos, see if you can reduce your file size by removing hidden and unused elements in your presentation.

One of the culprits of a large PowerPoint file size (especially if you don’t feel like you have that many slides in your presentation), is hidden graphics on one or more of the following masters in PowerPoint:

• Slide Master (most common)
• Handout Master
• Notes Master

It’s common to find excessively large graphics or things you can eliminate to reduce file size in your different master views. That said, you do not want to just delete anything you find there. That is because someone might have set them up for a reason in the first place. Double-check before you start deleting things, but this is a common way to cut down the size of your deck

A. Slide Master - Hidden graphics

To navigate to the Slide Master view to spot check your child slide layouts, simply:

• Navigate to the  View tab
• Select  Slide Master
• Spot check your  Child Slide layouts

Here you want to look at your Child Slide layouts and see if there are any with extremely large pictures or media files that you are not using.

Then you can decide whether to compress them (as mentioned above) or delete them.

You might also find a lot of duplicate  Child Slide  layouts that you can simply remove. This happens when people copy and paste between presentations that don’t have a consistent or well-built PowerPoint template. To expand your knowledge and learn how to create your own custom PowerPoint template from scratch, read our guide here .

B. Handout Master - Hidden graphics

To navigate to the Handout Master view of your presentation, simply:

• Select  Handout Master  in your Ribbon
• Spot check your  Handout Master

Here you are looking for excessively large company logos or graphics that you can compress or remove.

PowerPoint shapes such as rectangles, lines and text boxes are fine. Removing them will not impact the size of your presentation.

Formatting your  Handout Master is a fantastic way to create customized slide handouts of your presentation, but if there are excessively large graphics here, compressing or removing them can help you decrease the size of your presentation.

C. Notes Master - Hidden graphics

To navigate to the Notes Master view of your presentation, simply:

• Navigate to the  View Tab
• Select  Notes Master  in your Ribbon
• Spot check your Notes Master

If you find any excessively large images, or multi-media elements here, removing them will reduce your overall file size. You don’t have to worry about any shapes, lines, or text boxes (these will never increase the size of your presentation). You are looking for unnecessarily large graphics, or graphics that are placed outside of the Notes Master area (as those will never appear on your handouts anyway).

Formatting the Notes Master is a terrific way to create branded handouts for your speaker notes. However, if there are large graphics here that you are not using, compressing, or removing them can help reduce the size of your presentation.

To learn more about your Notes Master and how it affects the formatting and layout of your speaker notes in PowerPoint, read our guide here .

To expand your knowledge and learn how to professionally print your speaker notes in PowerPoint, read our guide here .

4. Swap out 3D Models and Other Media

If you have the Office 365 subscription ( check it out here ), you can now add 3D models and graphics into your presentations from the Insert Tab, 3D Models dropdown.

• Click the Insert tab
• Open the 3D Models dropdown
• Select the location source for your 3D model

Below are examples of animated 3D models you can insert into PowerPoint. I’ve selected the rhinoceros.

These 3D models can be quite large and there is currently no way to compress them. Notice in the picture below how adding just one animated 3D model adds over 26 MB to the PowerPoint file.

So if you need to reduce the size of your presentation, try to replace any 3D models with a static image. For example, instead of using the 3D rhinoceros, use a picture of a rhinoceros instead.

Notice that the picture of the rhinoceros is 7x smaller than the 3D model on the left.

If you want to keep the 3D look of your model, you can also Copy ( Ctrl+C ) and Paste Special ( Ctrl+Alt+V ) your 3D model as a PNG image. That will retain the 3D look of the model in your presentation without its size. To expand your knowledge and learn more about the Paste Special shortcut (which is also the trick to pasting formatting in Excel), read our guide here .

5. Convert PowerPoint to PDF

If you don’t need to present using PowerPoint, instead of trying to compress your presentation, you can simply convert it to the PDF file format.

That’s because the PDF conversion process automatically compresses images and removes any videos, 3D models, etc.

To convert your presentation to the PDF file format, simply:

• Hit  F12  to open the  Save As dialog box
• Change the  File Type  to PDF
• Click  Save

Just be aware that not everything in your presentation will properly convert to the PDF file format. You will lose quite a few things, such as animations and transitions.  To learn all the ins and outs of converting a PowerPoint presentation into a PDF file format, read our guide here .

6. Compress PowerPoint as a ZIP File

As a last resort, you can also try to reduce the size of your presentation by compressing it into a ZIP file.

While this technique compresses everything in your presentation, it doesn’t always save you a ton of space.

For example, notice in the picture below how my file size has only been reduced by 4MB using this ZIP folder technique.

If you need to keep all of your videos, graphics, and 3D models as they are, this might be your best bet Just keep in mind that it might not save you a ton of space and you may be  better off using something like OneDrive, Google Drive or Dropbox.

How to create a compressed (zipped) folder

To compress your PowerPoint presentation into the ZIP file format, simply:

• In File Explorer,  Right-Click  your file
• Select  Send to
• Choose the  Compressed (zipped) folder  option

Selecting the Compressed (zipped) folder , PowerPoint compresses your presentation as much as possible. How much room it saves depends on what is in your presentation. If you have already compressed your images and other multi-media files, then you will not save much space.

Below you can see the dialog box showing you that your presentation is being compressed.

How to extract a compressed (zipped) folder

To decompress a zipped file, simply:

• Right-Click the zipped folder
• Select  Extract All…
• Choose a  File Location  to extract your folder to
• Click  Extract

Extracting your file turns your zip folder into a normal folder with your original PowerPoint file in it. Instead of just zipping your PowerPoint file, you can add additional files to a folder and ZIP the entire folder. In this way, you can reduce the overall file size of a number of files or documents you want to share with a client or colleague.

Compressing the different elements of your presentation is a great way to reduce your overall PowerPoint file size.

Just remember that compressing your PowerPoint presentations is an optional step. If you are not having any trouble sharing it with other people, don’t bother.

That’s because while reducing your file size can make it easier to share with others, it can also decrease the quality of the images and media.

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Choose Files:

Compression settings:, output files:.

To compress all output files in a ZIP file, click " " icon on the right, then click "Add to ZIP". To download one single file, simply right-click on file link and click "Save link as...".

How to compress PPT files:

Set image quality first. Image quality value can be 1 (lowest image quality and highest compression) to 100 (best quality but least effective compression).

Drag multiple PowerPoint files to the "Choose Files" section. File extension name can be .ppt or .pptx. Each PowerPoint file size can be up to 40 MB.

Compress Files

The batch compression automatically starts when files are uploaded. Please be patient while files are uploading or compressing.

Output Files

The output files will be listed in the "Output Files" section. To compress all output files in a ZIP file, click " " icon on the right, then click "Add to ZIP". You can right-click on file name and click "Save link as..." to save the file. The output files will be automatically deleted on our server in two hours, so please download them to your computer or save them to online storage services such as Google Drive or Dropbox as soon as possible.

Unblock Files (if needed)

You may need to unblock the PowerPoint files if your Microsoft PowerPoint software can't open them. To unblock a file on Windows, right-click on the file and open "Properties". Under the General tab, towards the bottom you will see "Unblock" button or checkbox next to "Security: This file came from another computer and might be blocked to help protect this computer". Click on it, then click "Apply/OK".

The big change in PowerPoint 2007 was that the stable binary file format of 97-2003 (.ppt files) was replaced as the default by a new zipped XML-based Office Open XML format (.pptx files). Microsoft's explanation of the benefits of the change included: smaller file sizes, up to 75% smaller than comparable binary documents; security, through being able to identify and exclude executable macros and personal data; less chance to be corrupted than binary formats; and easier interoperability for exchanging data among Microsoft and other business applications, all while maintaining backward compatibility.

We can't find any open-source projects to compress PowerPoint presentations, therefore we wrote all the source codes from scratch by ourselves. This PowerPoint compressor compresses images in PowerPoint presentation to reduce file size.

Copyright © 2024 Compresss.com - A universal file compressor. All rights reserved. Privacy Policy Aconvert.com is a sister website of Compresss.com, it focuses on converting files instead of compressing files.

Zip a presentation file

When you want to send your PowerPoint presentation to others, it’s easier to do when the file size isn’t too big. You can compress, or zip , the file in Windows, which shrinks the size of the file but retains the original quality of your presentation. You can also compress the media files within the presentation so they're a smaller file size and easier to send.

Compress (zip) a presentation with Windows Explorer or File Explorer

Open Windows Explorer (Windows 7) or File Explorer (Windows 8, Windows 8.1, Windows 10, and Windows 11) in one the following ways:

Use the Windows Start menu: Right-click the Windows Start button, and select Open Windows Explorer (Windows 7) or File Explorer (Windows 8, Windows 8.1, Windows 10, and Windows 11). If you don’t see the Start button, move your mouse to the bottom-left corner of the screen.

Browse to the presentation you want to compress.

Right-click the presentation, and select Send to > Compressed (zipped) folder .

Windows creates a new zip file and gives it an identical name as the PowerPoint file.

Send the compressed file to your intended recipient, who can then decompress the file just by clicking it.

Compressing media files in presentations

If your presentation contains audio or video content, you can reduce those media file sizes to make your overall file size smaller. Follow the steps at Compress your media files .

Reduce the file size of a picture

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6 ways to speed up your powerpoint file.

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There are many reasons why your PowerPoint file is running slowly, and all of them lead to frustration and wasted time. Before you throw your computer out the window, take a look at these tips that will hopefully get you back up and running more smoothly.

It's likely that the main cause of your sluggish PowerPoint file is its size. Since PowerPoint is a presentation designer, you might have lots of images, audio clips, and videos, each increasing the memory the program consumes on your computer. You might have also added many animations and transitions to make your PowerPoint more impressive, but these also add to your file's size. Addressing these will significantly reduce your file size and, thus, quicken the program's processing speed.

The question to ask is whether you need so many images in the first place. Go through your slides and remove any images that don't add any true value to your presentation. If you still find that you have lots of images, consider making them smaller by dragging the corner image handle towards the center of the picture.

Hold Ctrl to select many images on a slide at the same time, and then adjust one of those images to make them all smaller.

A second option is to remove artistic effects from images. It might be tempting to use PowerPoint's built-in picture editor, but adding shadows, reflections, and borders instantly adds kilobytes to your file. To revert the image to its original formatting, first select the image, and then click "Reset Picture" in the Picture Format tab on the ribbon.

Finally, consider compressing your images . While this will reduce their quality, using a lower resolution will mean that PowerPoint won't have to work as hard to display them in both the Normal and Slide Show views. Select an image in your slideshow, and click "Compress Pictures" in the Picture Format tab.

Then, you can either choose to compress the image you selected or all images in your file. If you plan to project your finished presentation onto a screen, 150 PPI is the optimal choice for reducing your file size without lowering the image quality too much.

The other way to compress your images, and all future pictures you add, is to first click File > Options. Then, click "Advanced" in the left-hand menu, and change "Default Resolution" to 150 PPT or 220 PPI in the Image Size And Quality options.

Then, click "OK."

Removing backgrounds and watermarks from your slides will also help to speed up your file.

Audio and Videos

As well as compressing images, you can also compress the media within your presentation, but the method differs slightly. Click File > Info, and choose the "Compress Media" drop-down button. There, click "HD" or "Standard" as alternatives to the Full HD option.

Compressing the media in your presentation will also remove embedded subtitles and alternate audio tracks.

If this doesn't speed up your file, consider removing the media from your PowerPoint file altogether. This doesn't mean you have to lose that feature from your slideshow, however—adding a link to the video or audio, which you can click when delivering your presentation, is a good alternative.

Animations and Transitions

Animations are a good way to emphasize details in your PowerPoint presentation or gradually introduce information step-by-step, and transitions between slides can look professional and slick. However, overusing these features not only distracts your audience and looks tacky, but also reduces your PowerPoint's performance efficiency. Keeping animations and transitions to a minimum, in terms of both quantity and type, will make a big difference. If possible, try to stick to these rules:

• Ask yourself, "Does this make my presentation better?" If the answer is no, don't put it in.
• Use slick effects that last less than one second without you having to change the speed of the animation . Fade and Cut are professional and quick transition effects, and Appear and Fade are optimal entrance animations.
• Use the same transition effect for each slide, and the same animation for each item.
• Try to avoid adding more than one animation to each item, and avoid animating individual words and letters.

You might think that the slides in the thumbnail pane on the left-hand side are the only slides in your file. However, the Slide Master contains hidden information that dictates how your presentation is designed. You can see the master slides by clicking "Slide Master" in the View tab on the ribbon.

First, scroll through the Slide Master, and right-click and delete any of the layouts you don't need.

Second, you might see objects (such as pictures or formatted text) that don't add any value to your PowerPoint. Click the relevant master slides and remove those items.

While useful, macros and add-ins—advanced tools that enable more features and functions—significantly add to your PowerPoint file's workload, and could be the reason it is running slowly.

Macros let you automate a series of commands to execute a task with a single click or keyboard shortcut. To check which macros you have enabled in your PowerPoint, click the "Macros" button in the View tab. This will bring up a dialog box, where you can view, edit, and—importantly—delete any macros.

Even though deleting a macro means you might lose some automation, it will likely speed up your file significantly.

Add-ins are custom tools you can add to PowerPoint that enable you to do more with the program. For example, you can add more customized charts or interactive elements to take your presentation to the next level. However, since you're effectively adding another program to PowerPoint, these affect its performance hugely.

To see whether you have add-ins installed, click the "Add-ins" icon on the Home tab, and any add-ins will show under My Add-ins in the drop-down dialog box.

Then, to remove an add-in, click "More Add-ins."

In the Office Add-ins window, click "My Add-ins," and click the three dots next to whichever add-in you want to delete. Finally, click "Remove."

This will remove the add-in from your Microsoft account, affecting all Office applications compatible with this add-in.

This tip is somewhat of a last resort, as Microsoft 365's AutoSave is a great way to ensure you don't lose your work if something unexpected happens, such as an impromptu update or the dreaded blue screen of death .

However, because AutoSave uploads the latest version of your PowerPoint file to your OneDrive account every few seconds, it's always working in the background and might slow down the program's performance.

Providing you're sure that you'll remember to press Ctrl+S every few minutes to save your work manually, try disabling AutoSave to speed up your file.

If you can't see the AutoSave icon, right-click any of the tabs and click "Show Quick Access Toolbar."

If you still can't see it, click the "Customize Quick Access Toolbar" down arrow, and check "Automatically Save."

Then, click the AutoSave toggle to "Off," and the AutoSave function will stop working away in the background.

Failing all of the above, there are two more options you might explore to work more efficiently in PowerPoint.

Use PowerPoint for the Web

If you're using a low-spec computer, it mightn't be powerful enough to handle PowerPoint's complexities. Using the web-based version of PowerPoint could be your way around this issue, as it doesn't require the use of any software on your PC. What's more, PowerPoint for the web is a slimline version of the desktop app, so it's likely to perform more efficiently on lightweight PCs and tablets.

Clean up Your PC

Have you considered that the issue mightn't be PowerPoint itself? Try opening some other apps, and see whether they also run more slowly than you'd hope. If this is the case, try freeing up some space on your PC . Similarly, if your computer has just installed an update, this might be the cause of your device's sluggish performance, and there are different things you can try to fix this issue.

As well as optimizing your file, you can increase your PowerPoint effectiveness and efficiency by avoiding some of the common mistakes that people make when using the program.

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How to Compress Video and Audio Media in PowerPoint to Reduce File Size

Compress Video and Audio Media in PowerPoint

by Avantix Learning Team | Updated April 6, 2021

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

You can compress video and audio media in a PowerPoint presentation to reduce file size. Since video and audio inserted into a PowerPoint file is embedded or copied into the presentation by default (starting in 2010), video and audio media can increase file size significantly. If you compress media, both video and audio media will be compressed.

When you compress media in PowerPoint, embedded subtitles and alternate audio tracks will be removed in the compression process. If you have trimmed media in PowerPoint, the trimmed portions will also be removed during compression.

Recommended article: How to Insert a Video in PowerPoint (From a File on Your PC or Shared Drive)

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Compressing video and audio media in PowerPoint

To compress video and audio media in a PowerPoint file:

• Save a copy of the presentation that contains the video and / or audio you want to compress. The media files must be embedded, not linked. Online videos (such as YouTube videos) will not be compressed.
• Open the copy of the presentation.
• Click the File tab in the Ribbon.
• Select Info.
• In the Media Size and Performance area, select Compress Media. A drop-down menu appears.
• Select a video quality. Options in 2019 and 365 include HD choices. Full HD (1080p) will save space while maintaining overall audio and video quality. HD (720p) will save space and the quality will be comparable to media streamed over the Internet. Standard (480p) will save the most space and may be used when sending presentations via email. In 2013 or 2016, the options are slightly different. Presentation Quality will save space and maintain the highest quality. Internet Quality will be comparable to media streamed over the internet. Low Quality is the lowest quality typically suited to email.
• Once you select a compression quality, a dialog box appears automatically. PowerPoint will begin the compression process and displays the status as well as the amount of space saved when completed. This process may take a while depending on media size and number of video and or audio files to compress.
• Click Close when compression is complete.

You will not be able to access Compress Media unless embedded media has been inserted into the presentation.

In PowerPoint 2019 or 365, the following drop-down menu appears when you click Compress Media:

In PowerPoint 2013 and 2016, the following drop-down menu appears when you click Compress Media:

After you select a compression option, the following dialog box appears with the status of the compression(s):

You can save a significant amount of space and reduce the file size of a PowerPoint presentation by compressing media in PowerPoint.

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More resources

How to Embed a YouTube Video in PowerPoint

PowerPoint Keyboard Shortcuts to Play and Control Video During a Slide Show

A Beginner's Guide to Video Formats in PowerPoint

How to Highlight Text in PowerPoint (5 Ways)

How to Compress Images in PowerPoint to Reduce File Size (10 Strategies)

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You can insert or type e with an accent mark in PowerPoint using built-in tools or keyboard shortcuts (including Alt code shortcuts). The letter e can be inserted with an accent in both upper or lower case in text boxes or placeholders on slides, the slide master or layouts. The following are common accents in upper or lower case – È, É, Ê, Ë, è, é, ê, or ë.

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How to Compress Videos in PowerPoint for Smaller File Size

Learn how to effectively compress videos in PowerPoint without losing quality. Get tips on optimizing file size... read more

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In today’s fast-paced digital world, efficient communication is key, and that includes the way we prepare and share presentations. With the growing trend of remote work and digital collaboration, the need for small-sized presentations has surged. This is not just to accommodate the varying bandwidth limitations faced by individuals but also to optimize for mobile device compatibility where every byte counts. Smaller PowerPoint file sizes mean quicker load times, easier sharing via email or cloud services, and ultimately, a smoother presentation experience for both the presenter and the audience.

Key Takeaways

• Open your PowerPoint file and go to the “File” menu, then choose “Save As.” Click on the “Tools” menu within the “Save As” dialog box and select “Compress Media” to initiate the compression process.
• By knowing how to compress videos in PowerPoint, you reduce file sizes, making the videos easier to share via email or online platforms, and the files occupy less storage space on your computer or hard drive.
• Compressing media in PowerPoint helps enhance performance and ensures your presentation is more likely to be compatible with different devices and platforms, while also considering the balance between compression and maintaining video quality.

Compressing Videos in PowerPoint

Compressing videos within PowerPoint is like giving your presentations a performance boost. It cuts down on unnecessary bulk, ensuring your slides glide smoothly from one to the next without the dreaded loading lag or compatibility issues. Imagine not having to worry about video playback stuttering during an important pitch or educational session. That’s the value of understanding video compression in PowerPoint. Below, I’ll walk you through the straightforward process of reducing your video size without compromising the impact of your visual aids. Whether you’re preparing for a boardroom presentation or a classroom lecture, mastering this skill can make a world of difference.

Table of Contents

The Art of Reducing Video Size in PowerPoint

Review the quality of your images and videos.

Reflecting on the quality of the images and videos embedded in our presentations is a step we must not overlook. As we endeavor to compress them, reviewing their current state is crucial as it serves as our benchmark for post-compression results. By scrutinizing the resolution, frame rate, and audio clarity, we gain insights into what the audience will experience. A resolution that’s too low can render imagery pixelated, frame rate drops may disrupt smooth playback, and poor audio can overshadow the visual narrative.

It’s important to note how compression affects each element. Compressing your video files too much might lead to a fuzzy picture or muffled sound, which can detract from the overall impact. We must ensure the final version maintains a professional polish—it should look crisp on a big screen and clear through a projector—but not at the expense of file portability. Hence, it’s about striking that sweet balance.

Inserting Videos Directly vs. Linking to External Sources

When considering how to incorporate videos into a PowerPoint presentation, we’re faced with a crucial choice: embedding the videos directly into the slideshow or linking to external sources. Both methods have their merits, and the decision hinges on various factors such as the presentation’s purpose and the audience’s access to the internet.

Embedding videos ensures that the presentation is self-contained. There’s no reliance on internet connectivity which means zero buffering issues during playback. However, this comes with a significant increase in file size. On the other hand, linking to external sources, such as YouTube, helps maintain a slender file size. Accessibility becomes contingent on an active internet connection, which may not be ideal in all scenarios.

My recommendation is clear. If you are not transferring the presentation elsewhere or if internet access is reliable, link to the videos. Doing so is quite straightforward: under the Insert tab, click on the Video button and explore your options. But if you need a presentation that works offline, then consider embedding and compressing your videos. Remember, a presentation should not only capture the audience’s attention but also be approachable and sharable with ease.

Step-by-Step Instructions to Compress Videos

Accessing compression features in powerpoint.

STEP 1: First, embed a video into your PowerPoint slide.

Fine-Tuning Compression Settings for Optimal Results

Fine-tuning compression settings in PowerPoint is akin to being a skilled artist carefully mixing paint—it’s all about getting those details right for the perfect finish. Once you’re in the ‘Compress Media’ options, you’ll see choices such as ‘Presentation Quality,’ ‘Internet Quality,’ and ‘Low Quality.’ These settings are your paintbrushes for crafting the desired output.

‘Presentation Quality’ preserves the highest video quality suitable for, say, large screens and projections—it’s your go-to for a boardroom presentation. ‘Internet Quality’ strikes a reasonable balance, understandable for online sessions where file size matters but quality can’t be sacrificed. And ‘Low Quality’ minimizes the file size, a feasible option when sharing via email or other restrictions.

Remember to carefully experiment with these settings. If you choose a setting that’s too low, your video may seem a tad impressionistic when full resolution is needed. But a setting that’s too high can result in a bulky file, impeding easy sharing and playback.

After the compression, we must verify the output. Play the video to ensure the quality still conveys your message effectively, and remember, this isn’t a ‘set it and forget it’ task. Every video, every audience and every presentation may demand a different setting. Keeping this in mind, we can master the fine art of compression, ensuring our presentations are both visually stunning and remarkably optimized.

Tips and Tricks for Efficient PowerPoint Compression

Converting images to jpeg format before insertion.

Before dropping images into our PowerPoint masterpiece, consider this: format plays a huge role in the file size. I’ve found that converting images to JPEG format before insertion can significantly reduce the overall size of the presentation. JPEG is ideal for detailed photographs, and its compression algorithm excels in maintaining an acceptable level of quality with a smaller file footprint.

Do Image Edits Outside PowerPoint for Smaller Files

Taking the time to edit images outside of PowerPoint is a game-changer for keeping files lean. I’ve observed many of us tweak pictures directly in the presentation software, perhaps for convenience. However, it’s worth noting that PowerPoint retains all the original data of the edited images, which can bloat your file size considerably.

To avoid this, I strongly recommend using a dedicated image editor—be it Photoshop for the pros or simpler tools like Paint or GIMP for basic adjustments. Make all your crops, color adjustments, resizes, or filters there. Only once you’re satisfied with the image, bring it into PowerPoint.

This practice has a two-fold benefit. First, it preserves the optimal quality of your visuals because dedicated editors offer finer control over the edits. And second, it keeps your PowerPoint file size in check, as the software only stores the final version of your image.

Let’s remember to tell PowerPoint to discard all excess editing data once the images are in place. It’s an additional precaution to ensure our presentations remain as lightweight as possible.

Alternate Methods for Slashing PowerPoint File Size

Turning a bulky ppt into a compressed pdf or zip file.

When all else fails and you’re still grappling with a sizable PowerPoint file, consider flipping the script—turn that bulky PPT into a compressed PDF or ZIP file. The process is straightforward and can drastically reduce your file size, making it manageable for email and online sharing.

Transforming your PowerPoint into a ZIP file is essentially archiving it. Archive by right-clicking on the file, selecting ‘Send to’, and then choosing ‘Compressed (zipped) folder’. By doing this, you can reduce the size of the entire project, which is particularly useful when it’s chock-full of media and other hefty elements.

Another clever move is to convert the PPT to a PDF, especially when it’s heavy on text and static images. By using online PDF conversion tools like Adobe Acrobat, the process is a breeze. The resultant file is not only lighter but also more secure against unwanted modifications, and it maintains a consistent format across devices.

Here’s what to remember: subsequent compression of the PDF can further slim it down if needed. In essence, these techniques are the ace up our sleeve for sharing content-rich presentations without the bulk.

Real-world Applications for Compressed PowerPoint Files

When is compressing a powerpoint file beneficial.

Compressing a PowerPoint file is not just a best practice; it’s a strategic move that’s advantageous in myriad scenarios. For instance, when you’re gearing up to email a presentation, size limits can be your nemesis. A compressed file slips elegantly under those maximum capacity ceilings that email services impose.

Another situation where it shines is in facilitating smoother collaboration—think cloud storage and file sharing platforms. When working in teams, especially with bandwidth discrepancies, a smaller file ensures swift uploads and downloads, making the flow of ideas seamless.

Moreover, for those of us constantly on the go, a compressed PowerPoint is a must. Aside from freeing up valuable space on mobile devices, it also opens the door to remote accessing without painful waiting times. It’s an all-around win, enhancing accessibility, preserving quality, and boosting productivity. Whether presenting in person, sharing for review, or archiving, a lighter PowerPoint file is often the smarter choice.

Strengthening Your Presentation Profile with Reduced File Sizes

Reducing the file size of your presentations can significantly beef up your presentation profile. In a world where digital competency is paramount, being known for sleek, efficient, and easy-to-handle presentations can set us apart. A compressed PowerPoint lifts the burden on the recipient’s storage, conveys professionalism, and displays an understanding of digital etiquette.

Moreover, it can underline your skills in creating impactful presentations without overloading them with unnecessary data. This streamlining can directly affect your audience’s engagement and ensure smooth delivery whether you’re presenting in person or virtually.

By keeping your file sizes compact, you show a respect for people’s time and bandwidth limitations. Not to mention, smaller files are less likely to encounter compatibility issues, ensuring your content reaches your audience just as you intended—intact and effective.

Compressing PPT Files on Different Operating Systems

Differences between macos and windows compression techniques.

Navigating the maze of presentation file compression reveals one stark truth: the methods can differ greatly between operating systems, specifically macOS and Windows. Knowing these differences is not only empowering, it’s practically essential for achieving optimal results.

macOS users typically leverage built-in tools like iMovie and QuickTime Player to compress their media files before integrating them into PowerPoint. The advantage here lies in the seamless ecosystem of Apple products. However, macOS PowerPoint has a limitation—it doesn’t allow users to compress music or video files directly within the application, unlike on Windows.

On the Windows side, PowerPoint comes equipped with a dedicated ‘Compress Media’ option that’s highly intuitive and doesn’t require external tools. It’s just a few clicks within PowerPoint’s interface to shrink videos to your desired quality. This built-in functionality caters well to users who prefer a one-stop solution without toggling between different software.

Having this cross-operating system awareness when it comes to compression is not trivial, as it nudges us toward tailored approaches rather than one-size-fits-all solutions. Being adept at using the specific techniques of both macOS and Windows ensures we are versatile presenters, capable of smart file management no matter the platform.

Cross-Platform Tools for Universal File Reduction

In the quest for universal file reduction, cross-platform tools are our knights in digital armor. These stalwarts bridge the operating system divide, making video compression a cinch whether you’re a macOS devotee or a Windows warrior.

One such savior is HandBrake, an open-source video transcoder available for both macOS and Windows. HandBrake shines with its ability to convert video from nearly any format to a selection of modern, widely supported codecs. It’s a favorite for its granular control over compression settings, plus it’s free.

Then there’s the stalwart Adobe Premiere Pro, recognized for professional-grade video editing and compression capabilities, with consistent performance across both platforms. It’s a bit more advanced, and while it might be overkill for simple compression tasks, it offers unparalleled fines autonomy for those desiring the highest precision.

Tools like these dispel the friction sometimes encountered when sending presentations across different OS environments. By adopting a cross-platform mindset, we take a significant step towards creating universally accessible PowerPoint files without worrying about file bloat or compatibility issues.

Achieving Stunning Presentations without Compromising Quality

Achieving stunning presentations without compromising on quality may seem like a balancing act, but it’s definitely within reach with careful planning and understanding of compression techniques. The goal is to create slides enriched with media that captivate your audience while ensuring the file remains manageable and functional.

Here are some indispensable tips to hit that sweet spot: consider the resolution of your images and tailor them to your presentation medium, use video clips judiciously, and compress only to a level that maintains professional quality. Optimization tools in PowerPoint, such as the ‘Compress Media’ feature, should become your allies in this endeavor.

Remember, a high-quality presentation isn’t solely defined by pixel counts or decibels—it’s about coherence, relevance, and delivery. By striving for a harmony between visual excellence and file efficiency, we can craft presentations that are both visually impressive and technically sound.

Exploring More Resources and Articles on File Compression

As we venture further into the digital realm, expanding our knowledge on file compression becomes crucial. Fortunately, the landscape is abundant with resources and articles that delve into the intricacies of compressing PowerPoint files effectively.

For those looking to deep dive, Adobe’s blog offers a treasure trove of insights about file compression. Websites like TechRepublic or Computerworld often publish tips and tricks on handling large files. Additionally, Microsoft’s own support pages provide guides tailored specifically for PowerPoint users.

It’s essential to stay abreast of the latest discussions in forum sites like Stack Exchange or Reddit, where tech enthusiasts and professionals frequently share their real-world experiences and hacks.

By making use of these resources, we not only hone our technical skills but also enrich our understanding of best practices, ensuring our presentations are the epitome of efficiency and engagement.

Frequently Asked Questions About Video Compression in PowerPoint

What’s the most effective way to compress powerpoint videos without losing quality.

The most effective way to compress videos in PowerPoint without losing discernible quality is by using the built-in ‘Compress Media’ feature. Rather than compressing blindly, I recommend choosing ‘Internet Quality’, which retains a high level of visual fidelity while significantly reducing the file size. This strikes a good balance between clarity and manageability, which is ideal for most situations. Always preview the video post-compression to ensure it meets your expected standard.

Are There Any Free AI PPT Tools to Help with Video Compression?

Yes, there are free AI-powered tools like Winxvideo AI that can help with video compression for PowerPoint. These tools leverage AI to maintain quality while dramatically reducing file size, sometimes by up to 90%. This is especially useful when dealing with large videos, as the AI can intelligently optimize frames and audio to keep the essence of the video intact despite the size reduction.

How to reduce File size in PowerPoint?

To reduce file size in PowerPoint, compress your media files via the ‘Compress Media’ feature under the File and Info tab. Also, resize and edit images externally, saving them as JPEGs before inserting, and where possible, link to videos instead of embedding them. Don’t forget to remove unnecessary fonts, animations, and transitions that can add to the file size.

How do I send a compressed powerpoint file via email?

To send a compressed PowerPoint file via email, first reduce its size by using the ‘Compress Media’ feature in PowerPoint. If it’s still too large, turn the file into a ZIP by right-clicking and selecting ‘Send to Compressed (zipped) folder’ (Windows) or ‘Compress [file name]’ (macOS). Attach the ZIP file to your email as you would with any other document. If the file still exceeds your email provider’s limit, upload it to a cloud service and share the link instead.

John Michaloudis

John Michaloudis is a former accountant and finance analyst at General Electric, a Microsoft MVP since 2020, an Amazon #1 bestselling author of 4 Microsoft Excel books and teacher of Microsoft Excel & Office over at his flagship MyExcelOnline Academy Online Course .

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