how to make powerpoint presentation smaller file size

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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 962,705 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.

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how to make powerpoint presentation smaller file size

Reducing your images' quality will make a noticeable difference in your PowerPoint's overall quality. ⧼thumbs_response⧽ Helpful 1 Not Helpful 1

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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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Reduce the file size of your PowerPoint presentations

If the file size of your presentation is too large, try the following tips to make it more manageable.

Compress pictures in your presentation

Select a picture in your document. The Picture Format tab appears.

On the Picture Format tab, in the Adjust group, select Compress Pictures .

Under Compression options , do any of the following:

Make sure that Apply only to this picture is not selected so that the changes you make here will apply to all pictures in the document.

Select Delete cropped areas of pictures . This option removes the cropped picture data but note that if you delete the cropped picture data, you won't be able to restore it.

Under Resolution , select Use default resolution .

Under Compression options , do either of the following:

Select Delete cropped areas of pictures . This option removes the cropped picture data but note that if you delete the cropped picture data, you won't be able to restore it.

Delete image editing data and lower default resolution

By default, when you edit an image, the data from the original is retained (to ensure the image can be restored). Discarding it means that you can't restore the changes you make, but it will reduce your file size. Lowering the default resolution for images also reduces your overall file size.

Go to File > Options > Advanced .

Under Image Size and Quality , do the following:

Select Discard editing data . This option removes stored data that's used to restore the image to its original state after it's been edited. Note that if you discard editing data, you won't be able to restore the image after you edit it.

Make sure that Do not compress images in file is not selected.

Reduce the character set of embedded fonts

To make your presentation more sharable with others who don't have the same fonts in their system, it's typical to embed the fonts you use. However, embedded fonts will increase your file size. To minimize the file increase, embed only those characters used in the presentation.

Go to File > Options > Save .

Note: If you've used custom fonts and want others to edit the presentation, select Embed all characters .

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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.

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.

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PowerPoint presentations are a great way to present information in a concise and effective manner, but the larger the presentation file, the harder it becomes to share and distribute. Apart from taking up space on your device, a large-sized PowerPoint can become increasingly difficult to email or upload, especially if the file exceeds the limit. Fortunately, there are several ways to minimize the file size of your PowerPoint presentation. In this article, we’ll share some practical tips on how to reduce the file size of your PowerPoint presentation.

1. Resize Images

Images are among the primary culprits of a bloated PowerPoint presentation. In most cases, images tend to be too big, usually of high resolution, thereby contributing significantly to the file size. A great way to reduce the file size is to resize the images in your presentation. This will help optimize the pictures, create uniformity among them, and improve the overall look and feel of the presentation. In PowerPoint, you can resize images by right-clicking on the image and selecting “Format Picture” in the appearing dialog box.

2. Compress Media

In PowerPoint, audio and video media can add a considerable amount to the size of your presentation. If you have audio or video files saved in your presentation, compressing them can reduce the file size without compromising your presentation’s overall quality. When you compress media, the audio and video files will become more streamlined and easier to transfer. You can compress media by selecting the “Compress Media” option in the “Media” tab in PowerPoint.

3. Remove Unused Slides

If you have extra slides in your presentation that are not necessary, you can remove them to reduce the file size. Extra slides usually add up to the overall file size, so it is a good idea to eliminate any slides that are not needed for the presentation’s primary purpose. To remove a slide from your presentation, right-click on the slide and select “Delete Slide”.

4. Use PowerPoint’s Clear Formats

PowerPoint’s Clear Formats feature can help you remove formatting that may contribute to the file size of your presentation. The feature can remove formatting from text, shapes, images, and other elements in your presentation. To use Clear Formats, highlight the element you want to remove formatting from, select the “Clear Formats” option in the “Home” tab, and select “Clear All Formatting”.

5. Save as PDF

If you have tried all the above tips and still find that your PowerPoint size is too large, you can save the file as a PDF. Saving your PowerPoint presentation as a PDF file will convert the file into a smaller size and make it easier to share via email or upload. To save as PDF, select the “File” tab in PowerPoint, choose “Save As,” then select “PDF” from the file type dropdown list.

In conclusion, these five tips will help you reduce the file size of your PowerPoint presentation. Remember that a smaller presentation helps keep your audience engaged and makes it more likely that people will want to share or download your presentation.

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Blog > Compress PowerPoint to reduce the file size

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 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 all images while saving the PPT file

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

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.

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:

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

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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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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What to Know

Sometimes PowerPoint presentation files become too large to handle. These large files are difficult to email because many email providers limit the size of email attachments. And, large presentation files may not play properly on older computers. To keep your PowerPoint files in hand, follow these tips and make your PowerPoint presentations as small as possible.

Crop Pictures

Cropping pictures in PowerPoint has two bonuses for your presentation. First, stuff in the picture that's not necessary to make your point is removed. Second, the overall file size of your presentation is reduced.

Compress Photos

Compress the photos after they are inserted to reduce their file size.

Compress Media Files

In PowerPoint for Windows, compress audio or video files in a presentation to make them smaller. When you make media files smaller, you may also lower the quality. When compressing media files, you have these options:

To compress media files:

Create a Picture from a Slide

If some of your slides are content-heavy, turn a slide into a single image . Then, insert that image onto a slide.

If you turn an image into a slide and then use that image to make a new slide, you will no longer be able to animate separate objects.

Make Multiple Slideshows

Consider breaking your presentation into more than one file. Create a hyperlink from the last slide in Show 1 to the first slide in Show 2 and then close Show 1. This approach may be cumbersome when you're in the middle of the presentation, but it frees up system resources if you only have Show 2 open.

If the whole slideshow is in one file, your RAM is constantly in use retaining the images of previous slides, even though you are many slides forward. By closing off Show 1 you'll free up these resources.

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Main content

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

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:

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:

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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5 Methods to Reduce the File Size of a PowerPoint Presentation

In some cases, especially when creating large presentations, the file size of your project may go up to a rather large number. This can make it difficult to share your finished presentation, especially if you’re using email services or a USB to store it on.

To help combat this issue, PowerPoint comes with options to compress various elements and reduce the file size or projects. You can compress images, videos, convert 3D objects to static images or even use the PPTX or ZIP formats to further optimize file size.

Our article focuses on all the methods to help you compress PowerPoint files and create more shareable presentations.

Jump to Solution

Method 1: compress images in powerpoint, method 2: compress videos in powerpoint, method 3: swap 3d models with static images, method 4: convert your presentation to pptx format, method 5: compress powerpoint presentations as a zip file.

The first way to reduce the file size of your presentations is definitely compressing the images used in your slides. Images with large resolution can quickly start generating large file sizes.

Oftentimes when making a presentation, there’s no need for large images to be displayed on the screen, so compressing your images won’t harm the final outcome. According to our tests, correctly compressed images can help you reduce the file size of your presentation by 17 times.

It’s not a secret that video files can be huge. If you have videos embedded into your presentations, it’s not uncommon that you’ll end up with a large file size that’s hard to transfer between devices, USB’s and email. To make sure your presentation doesn’t exceed file size limits, you can try to compress the videos in it.

(Source: Nuts & Bolts)

While 3D models are definitely useful and give your presentations more visual interest, they definitely increase the file size of the finished product. If you’re working with a limited amount of space, we recommend swapping 3D models with static images. You can use images from the internet, or even take a screenshot of the model and insert it manually.

If you want to replace the 3D model with a static image of the model itself, follow these steps.

convert your presentation to PPTX format

Your presentation might be saved in the PPT format. This format is quite large compared to PPTX, which is the format used in files created post-2007, alongside the release of PowerPoint 2007. The optimized format aims to reduce the file size of presentations, making transfer much less of a hassle.

If you saved your presentation in the PPT format, don’t worry. There are plenty of free, online tools you can use to convert a PowerPoint presentation into the PPTX format. Here’s how.

As a last resort, you can save some space by sharing your presentation as a ZIP file. These compressed files are handy if you want to keep all of your original images, videos, models, and other elements, but still need to reduce the file size.

Here’s how you can convert a PowerPoint presentation into a ZIP on Windows 10 . Make sure to scroll to the next section if you’re on a Mac system!

The instructions for Mac systems are as follows.

We hope that this article helped you compress PowerPoint presentations and reduce the file size for easier sharing. Show your world the hard work you put into your presentations without having to sacrifice quality!

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How to Change Slide Size in Powerpoint

Ben Stockton is a freelance tech writer from the United Kingdom. In a past life, he was a UK college lecturer, training teens and adults. Since leaving the classroom, he's been a tech writer, writing how-to articles and tutorials for MakeUseOf, MakeTechEasier, and Cloudwards.net. He has a degree in History and a postgraduate qualification in Computing. Read more...

PowerPoint allows you to format and present the content of your slides in different ways. If you want to print out or display your PowerPoint slides in a bigger or smaller-than-average size, you can change the slide sizes to match.

Changing PowerPoint Slide Sizes

PowerPoint has two common slide sizes. The first, 4:3, is a good option if you’re using older hardware to present your slides. If you’re planning on presenting your PowerPoint presentation using a modern projector or display, then the 16:9 slide size should be your preferred choice.

By default, PowerPoint will default to the 16:9 side slide. To print your slides (full size, one per page), you’ll likely need to use a custom slide size, rather than one of these options.

Switching to another size is thankfully an easy process—open your PowerPoint presentation to begin and then click the “Design” tab on the ribbon bar.

Press the Design tab on the ribbon bar in PowerPoint

In the “Customize” section of the “Design” tab, select the “Slide Size” button. This will display the two common slide sizes in a drop-down menu.

Click either the “Standard (4:3)” or “Widescreen (16:9)” option to switch all of your PowerPoint slides to that size.

Unfortunately, it isn’t possible to use multiple slide sizes in a PowerPoint presentation. Just as if you were making PowerPoint slides vertical , any changes you make to your PowerPoint slide sizes will apply to all slides.

Changing to a Custom PowerPoint Slide Size

It’s possible to use a custom PowerPoint slide size if the default 4:3 or 16:9 options are unsuitable. You might choose to use a custom slide size if you’re printing full-size PowerPoint slides using a custom page layout, for instance.

To do this, select Design > Slide Size > Custom Slide Size to display the “Slide Size” options menu.

To set a custom PowerPoint slide size, press Design > Slide Size > Custom Slide Size.

Various preset slide sizes, such as A3 or A4 paper sizes, are shown under the “Slides Sized For” drop-down menu.

Select one of these preset options, or set your slide dimensions manually using the “Width” and “Height” option boxes. From there, click the “OK” button to save.

Set your custom slide size options, then press OK to save

If you’re scaling down to a smaller size, PowerPoint will ask you how it should handle any slide content.

Choose “Maximize” if you want the slide contents to remain at a similar scale, but with the risk that some of the content may be cut. Alternatively, click “Ensure Fit” to scale the slide contents down in size to match the new slide size without losing any content.

Choose the "Maximize" or "Ensure Fit" option.

Once saved, the custom slide size you selected will be immediately applied to all of your slides, with slide content being resized or cut to match.

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

Compress images in PowerPoint to reduce file size and with pictures made smaller.

10 Strategies to Compress Images in Large PowerPoint Presentations

by Avantix Learning Team | Updated July 21, 2020

Applies to: Microsoft® PowerPoint® 2010, 2013, 2016, 2019 and 365 (Windows)

There are many strategies you can use to compress images in PowerPoint presentations to reduce file size. It's common to use built-in compression features in PowerPoint to make large files smaller but you can also reduce image size before you insert pictures on your slides. If you're using 365, 3D models can cause a significant increase in file size.

The following are 10 ways to compress images in PowerPoint presentations:

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:

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.

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

1. Compress pictures using Compress Pictures on the Ribbon

One of the most common ways to reduce file size is to compress one or all of the pictures in your PowerPoint file using Compress Pictures. 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:

PowerPoint compress pictures dialog box to compress one or more images on a slide.

Select the target output resolution that is most appropriate for the way you want to use the file. Select E-mail (96 ppi) for maximum compression. Use Web (150 ppi) if you plan to post your presentation online or project it. Choose Print (220 ppi) if you intend to print. HD options (such as 330 ppi) are available in newer versions for high-definition displays.

If a picture has already been compressed, higher-resolution compression options may not be available. For example, if you've saved a presentation and the default 220 ppi compression in PowerPoint options is set, you won't be able to compress an image again using 330 ppi (HD). Use Document Resolution refers to the resolution specified the Set Up Slide Show settings on the Slide Show tab . Normally, this resolution is the same as your computer screen.

Images that are downloaded from the internet may already be compressed so higher-resolution compression options may not be available for an image. Also, although PowerPoint will allow you specify compression settings for CMYK images, it won't actually compress them.

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 those images as well.

2. Compress pictures when saving a PowerPoint file

You can also compress all images when you save a PowerPoint file.

To save a PowerPoint file and compress images:

3. Change default compression settings in PowerPoint Options

PowerPoint compresses pictures by default based on settings in PowerPoint Options. If you set the default to a lower resolution, this should reduce file size. It's important to note that the compression settings are applied when you save the PowerPoint presentation and only for the current file.

To change automatic compression settings:

Below is the PowerPoint Options dialog box with resolution settings in 365 (resolutions are different depending on version):

PowerPoint Options dialog box for selecting image resolution to compress pictures.

Higher resolution options are not available in older versions of PowerPoint. You can change the automatic picture compression for the current file only so it's best to change compression settings when you first create a PowerPoint file.

4. 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:

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.

5. Use image files at a lower resolution

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 stock photo site, select the lowest resolution possible at the quality level you require. It you're taking pictures with a phone, save or send images at a lower resolution and insert the lower resolution images into your PowerPoint decks

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.

6. Convert images to a different file type

You can save pictures in PowerPoint, delete them, and reinsert them into the PowerPoint file. For example, you could save a TIFF (Tagged Image File Format) image as a JPG (Joint Photographic Experts Group) or PNG (Portable Network Graphics) and reduce the size of the image.

To save an image in a different format and reinsert it into PowerPoint:

7. Save a copy of images with picture effects

When you apply picture effects, including artistic effects, to an image, PowerPoint retains two copies of the image (the original and a copy with the picture 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 picture effects (such as blur ) to an image, you can reduce file size using the following method:

8. Replace 3D models with 2D alternatives

In PowerPoint 365, you can insert 3D models which can be very large in size. Although 3D models are not inserted as pictures but rather as 3D models, they are images. One model we inserted took 17 MB of space. You can't compress 3D models like other types of images so you may need to delete them or use a picture instead if file size is an issue.

To replace a 3D model with a 2D picture:

Below is an example of a 3D image saved as a picture:

Compress pictures in PowerPoint by converting 3d models to 2d images.

The 3D model is on the left and the image on the right has been saved as a PNG file and then inserted back into PowerPoint.

You also have the alternative of cutting the 3D model and pasting it back onto the slide as a picture.

To replace a 3D model with a 2D picture by cutting and pasting:

If you use either method, you will lose the 3D functionality so you may want to store a copy of the 3D model in another file (or a copy of the file).

9. Discard editing data

You can also discard the copy of images that PowerPoint retains if you want to reset an image.

To discard editing data:

In the Image Size and Quality settings, select Discard editing data.

This setting is applied only to the current presentation.

Below is the PowerPoint Options dialog box with Discard editing data selected:

PowerPoint Options dialog box with Discard editing data checked to compress pictures.

10. Link to images

If you are creating presentations for a conference, large company event or a social event (such as a graduation) with hundreds of pictures, you can link to the picture files instead of copying them into your presentation. If you copy hundreds of images into a presentation, PowerPoint may crash if it hits the memory limit for Office so consider linking instead.

To link pictures:

If you choose to link to images, it's a good idea to keep the images in a folder in the same folder as the presentation and then copy the entire folder if you are going to present on another device.

For more ways to reduce presentation size, check out How to Compress PowerPoint Presentations to Reduce File Size (10 Ways).

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How to compress PowerPoint presentations and reduce picture file size

Written by: Richard Goring
Categories: PowerPoint design , PowerPoint productivity
Comments: 28

Media-rich presentations are great. Including high-quality images and videos often adds hugely to audience engagement, but it also adds file size. Adding to your file size means that your presentation is likely to sit on the unfriendly size of email etiquette, but it also means your PowerPoint will run a lot slower (and it may crash – see this article for more on that ). But is there an answer? Absolutely. Here are five ways to compress PowerPoint file size for easy emailing and speedy running of your presentation.

View our tips in this video.

The content from the video can be found in the article below.

Method 1: Compress PowerPoint presentations using in-built tools

Did you know PowerPoint has a built-in picture and video compression tool? Well it does, and it’s really easy to use.

Select a picture on any slide and go to the Picture Tools Format tab on the ribbon.
Choose Compress Pictures in the top left corner: the pop-up box shows you the resolution options you have for the image. For most purposes the web resolution of 150ppi is fine, but if it’s a particularly large screen you’re using, or you’re going to print it, maybe choose the print 220ppi option. This reduces the resolution of the image down to that level, which should help reduce the file size of the image a bit.
If you uncheck the first box, you’ll apply that resolution change to all of the images in the deck, pushing the file size down further.
It’s interesting to note that if you crop an image in PowerPoint, the cropped portion of the image is still there, just hidden away. That also adds to the file size of the PowerPoint, so checking the second box will delete any of these hidden areas, potentially reducing your file size quite a bit more.
Navigate to the File tab in PowerPoint, and the Info page should be selected.
If you have video files in your PowerPoint the first button on this page will be to ‘Compress Media’. Click this button and choose the quality you want PowerPoint to compress your file to. 1080p is fine for almost any application, and in many instances 720p will work well too.
Once you’ve chosen a video resolution, you’ll see a new window open showing the progress of the compression. It’ll also tell you how much space has been saved after the compression has been completed – handy.
Check your video after it’s compressed to make sure it still looks good. If you realise you’ve made a terrible mistake, you can also undo the last compression from the same ‘Compress Media’ drop-down menu.

That may do the trick, but sometimes you’ll come across a presentation that stubbornly refuses to yield a decent file size. At this point, you need to get tricksy.

Method 2: Locating large files in your PowerPoint

A problem you can face when you need to compress PowerPoint slides is that, often, you don’t know which object is causing your file size to jump so much. It might be that 90% of your media files are a combined total of 5MB, but there’s one troublesome image that is 30MB on its own. Here’s a fool-proof way of finding which files are causing you problems.

Go to the folder where the presentation is stored. You can see the file size in the bottom left corner. Go to the view tab at the top and select the File name extensions box over on the right-hand side. This puts the file type extension at the end of all your files, so for PowerPoint, it’s .pptx.
Now, copy and paste your PowerPoint file, using Ctrl + C and Ctrl + V. On the copy of the file, click on the .pptx and change it to .zip. Windows will give you a warning that you could ruin your file, but that’s OK, because this is a copy and the original is still safe. Say yes, and then you’ll see that your PowerPoint file has now turned into a zip file.
Open the zip file and you’ll be greeted with a lot of unfriendly looking folders. Go into the ppt folder and there are even more unfriendly folders. Then go into the media folder, and here you’ll find all the images, music, and video files used in your presentation. At this point, you can sort them by file size, and easily see the culprits that are jacking up your storage allocation.
Once you’ve got them, you have a couple of options. You could go into an image editing program, and the Photos app in Windows 10 is actually really good for this. Simply open an image, go to the dots menu on the right-hand side, choose Resize, and then adjust the resolution of the images easily. In most presentations you can take this down to the 2MP setting, or define custom dimensions, with the smallest side around 1000 pixels.
A neat way of actually finding the large image within the deck is to delete the large image in the zip file and change it back to a .pptx from a .zip. When you open it up in PowerPoint your picture will have been replaced by a white box with a red cross in it. Right click on the white box, choose Change Picture, and find a different, or a lower resolution image to fill the gap.

For video you’ll likely need to use another tool, so find the video files using the zip method, or extract them using the free BrightSlide PowerPoint add-in ( File & Master > Export Media Files ), and then use the methods below with the free Handbrake video editing software.

Method 3: Reducing picture resolution in PowerPoint

In PowerPoint, find the image that’s huge (using method 2), copy it, and reduce the size of it physically on the slide.
Copy the new smaller image using Ctrl + C, and then paste it using Ctrl + V. Before doing anything else, you’ll see there’s a little pop-up box in the bottom right of the image, which are the paste options. Choose the ‘Picture’ option and your image is now a new picture at a lower resolution (because you made it smaller on the slide). Then use this to replace your existing image, which will cut out the large file size version.
If you’ve got lots of animation on your image or it’s in a group and you don’t want to have to redo it, right click on the new smaller image, choose Save as Picture, and save it somewhere.
Right click on the original picture, and choose Change Picture, which allows you to find another image to replace it with. If you choose the image that you’ve just saved, you shouldn’t see any difference on the slide, but your old large file size image should now have been replaced with the lower resolution, smaller file size image, helping to reduce the file size of your presentation.

Method 4: Use the correct file types

Another tip is to think about the type of image file you’re working with. The three most common are JPEGs, PNGs, and TIFs. JPEGs are the most common. They’re usually slightly lower quality, but it’s often difficult to tell, unless the screen is really good or very large. PNGs provide excellent quality for the size, and also allow you to have transparent areas of your images, but that comes at a cost, with file size usually pretty high. TIF files are often produced by high quality cameras in professional photo shoots. They’re great for print, but overkill in a PowerPoint presentation. So if you’re struggling with the file size on a particular image, try saving it as a JPEG:

In PowerPoint right click your image and choose Save as Picture.
Choose JPEG from the Save as type drop-down options in the window that opens up.

Method 5: Streamline your PowerPoint file by deleting things you don’t need

The last way to keep your file size low is to make sure you don’t have anything in the file that you don’t actually need. What might this be? Well, it’s things like huge Slide Masters and templates with images and graphics on them that you just won’t ever use. To streamline your PowerPoint file:

Open the ‘View’ tab in the PowerPoint ribbon and select ‘Slide Master’.
If you can see a number of masters that don’t appear in your presentation, then delete them.
If your template uses a lot of images, and you can’t delete them, then use one of the other methods to compress them to save a little space.

Tip 1: Always ‘Save As’ – you might not need those layouts this time, but you might need them in the future.

Tip 2: If you have a number of layouts you don’t use then it might be worth chatting to the team that put the template together to see if they can reduce the number of slides in the interests of keeping file size low.

And all of these tips combined will help you to compress PowerPoint files, resulting in svelte slide decks that you can use and share with ease!

How to reduce video file size with HandBrake

If you want fine detail control over resolution or codecs, or want to remove parts of the video, you’ll need to use a specialist video tool. A terrific one is HandBrake , a free, excellent quality video transcoder that possibly has the best logo and program icon ever. You can use HandBrake to change the format, codec, resolution, frame rate, and bitrate, plus loads more. If that sounds a bit technical, sorry, but the presets are really good. Drag the video file you want to compress into Handbrake, and in the Presets drop-down menu in the top left, choose either Fast 1080p30 or Fast 720p30 (that’s 1080p resolution at 30 frames per second), and then the green Start Encode button at the top. This will often magically reduce file size by up to half, and it takes only a few minutes.

If you’re really keen, you can use the Range options at the top to trim the video, removing a lot of unwanted footage. This is essentially the same as the trimming function in PowerPoint, but you immediately remove all the footage from the video, rather than having to use the compress media function. You may want to do this if you want to keep the resolution of your video, and it’s larger than the highest 1080p resolution available with compress media, such as 4K.

It may also be useful to use HandBrake to convert the format of a video not playing in PowerPoint. My colleague John has written a nice overview of how to do this and what else you can do if embedded videos in PowerPoint aren’t playing , and there’s a good test file to see what might be causing the problem on your computer.

Richard Goring

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Thank you it was very helpfull

Very helpful especially the zip details 🙂

Tip 2b: you can convert the TIFF or PNG files in your presentation to JPEG as follows: selecting it, cut it (Ctrl – x), then use “Paste Special” and choose JPEG to paste it.

Thanks for you tip. It was very helpful.

This was SO helpful!! Thanks!!

Very helpfull!

Thank you!!!

Thanks for the tips and also for sharing the deck!

The .zip trick was extremely helpful! Thank you!

Thank you for this information, it is always a struggle to deal with file size. Just a note, when viewing your video, all views showing PowerPoint and flies information is blurry and we cannot read or see the writing properly .

Thanks again, always appreciate your tips & tricks

Very useful thank you!

I’ve been struggling for days on this, but the zip trick FINALLY allowed me to figure out the size sinks in my ppt! Thank you!!

try saving the powerpoint as a pdf then exporting the pdf back to powerpoint (I use FoxitPhantom pdf for this)

I just cut a 100 mb file down to 1mb by doing that

That ZIP trick is effective but my computer didn’t want to save the PPT as a ZIP file. What I did instead was right-click on every image in my PPT to “save as picture” on my PC. Many of what turned out to be my file size hogs were revealed as PNG files when I tried to save them. I saved them instead as JPG files. Then I returned to that image, right-click and choose “replace image” and I use instead the JPF version. In my case a 6MB file was cut down to 1MB.

Thank you! Super helpful and worked perfectly!

This was incredibly helpful, thanks so much. I was struggling to figure out which images in my presentation were causing the file to get so bloated. This solved my problem quickly!

Option #2 – excellent thanks.

Excellent! Thank you

THANK YOU! your article saved the day for me.

Very useful! was struggling before I read this!

the tricks are very useful

Thank you so much! This reduced my presentation size from 34 MB to 10 MB!

Super super helpful and amazing step by step approach! Thank you so much!

Thanks a lot!!! All this information was incredibly helpfull. I love what you do at BrightCarbon.

Grettings from Medellín Colombia.

many thanks this is so helpful

Thanks a lot for your great article. I enjoyed a lot the idea to spot the large size images by copying and renaming with zip extension. Brilliant! Thanks for your sharing and have a nice day

Question: On the copy of the file, click on the .pptx and change it to .zip. How on earth? If I click on the .pptx, it opens Powerpoint. Any idea?

Thanks so much for all your advice in this article! Easy to follow and helped me loads.

Compress PPT Presentations Online

January 20, 2022 by Hung Nguyen

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 handbooks to training manuals and product catalogs. One of the most common needs for compressing PPT is to send them via email, where the file size cap is usually 20 MB. You can use our online compress tool to shrink your PPT down significantly.

How To Compress a PPT File for Free

Upload your ppt to the compress tool , then choose “basic compression.”, download the file and go to our pdf to ppt converter ., drag the downloaded file into the orange toolbar., once the tool has converted the file, go ahead and hit “download.”.

Convert, compress, and download your PPT using Smallpdf

The first step will simultaneously convert your PPT to PDF and compress its content. The second will revert the file back to PPT format, in a considerably smaller size. You can get started for free right away, without having a Smallpdf account—just go to the tool and drag 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. Smallpdf caters to over 40 million users every month and uses the most reliable software library on the internet to convert files from one format to another. So you can trust that we will only churn out the absolute best conversion quality.

There are extra measures that you can take to ensure that the final content resembles its original form perfectly. 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.

If you need to compress multiple PowerPoint files or want to compress images and other formats, you can repeat the same process via the two tools: compress and convert . Smallpdf accepts all Office-related 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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Reduce the file size of your PowerPoint presentations
To minimize the file increase, embed only those characters used in the presentation. Go to File > Options > Save. Under Preserve fidelity when sharing this presentation, select Embed fonts in the file, and then select Embed only the characters used in the presentation.
How to Reduce the File Size of a PowerPoint Presentation
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.
3 Ways to Reduce Powerpoint File Size
Click File. This menu item is in the far-left corner of your Mac's menu bar at the top of the screen. [2] If your PowerPoint file isn't yet open, first open it by double-clicking it. 2 Click Reduce File Size. It's toward the bottom of the drop-down menu. 3 Click Picture Quality. Doing so will invoke a drop-down menu. 4
Reduce the file size of your PowerPoint presentations
To minimize the file increase, embed only those characters used in the presentation. Go to File > Options > Save. Under Preserve fidelity when sharing this presentation, select Embed fonts in the file, and then select Embed only the characters used in the presentation.
10 Ways to Compress PowerPoint Presentations to Reduce File Size
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.
How to Reduce the File Size of Your PowerPoint Presentation
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.
5 Methods for Compressing a PowerPoint File (Plus Tips)
You can reduce the size of your presentation by compressing images using the following steps: Select an image. Choose an image you want to compress. Click on the "Picture format" tab. This causes a menu to appear. Select "Compress pictures." This makes a menu called "Compression options" appear.
How to Reduce Your PowerPoint (PPT) File Size Way Down (Video)
Another option to shrink your PowerPoint file size is to link to multimedia objects, instead of embedding them inside of the file. To begin inserting a video on your computer into your PowerPoint file, go to the Insert tab on the ribbon and click on Video > Movie from File.
How to Reduce the File Size of a PowerPoint Presentation
In PowerPoint, you can resize images by right-clicking on the image and selecting "Format Picture" in the appearing dialog box. 2. Compress Media. In PowerPoint, audio and video media can add a considerable amount to the size of your presentation. If you have audio or video files saved in your presentation, compressing them can reduce the ...
Compress PPT to reduce File Size (2022)
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.
How to Reduce PowerPoint File Size
First, stuff in the picture that's not necessary to make your point is removed. Second, the overall file size of your presentation is reduced. Right-click the image you want to crop and select Crop. Drag the cropping handles to select the area you want to crop. Select a blank area of the presentation slide to view the cropped photo.
How to Reduce Your PowerPoint File Size Way Down
In this screencast, you'll learn how to reduce your PowerPoint file size way down. There are several easy ways to reduce PPT file size, and we'll cover them ...
How to Compress PPT File Size
As an example, I take a PowerPoint presentation and redu... In this step-by-step tutorial video, learn how to reduce the file size that a PowerPoint file takes. As an example, I take a PowerPoint ...
How to Compress a PowerPoint File on a PC or Mac
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 ...
5 Methods to Reduce File Size of a PowerPoint Presentation
Jump to Solution. Method 1: Compress images in PowerPoint. Method 2: Compress videos in PowerPoint. Method 3: Swap 3D models with static images. Method 4: Convert your presentation to PPTX Format. Method 5: Compress PowerPoint presentations as a ZIP file.
How to Change Slide Size in Powerpoint
In the "Customize" section of the "Design" tab, select the "Slide Size" button. This will display the two common slide sizes in a drop-down menu. Click either the "Standard (4:3)" or "Widescreen (16:9)" option to switch all of your PowerPoint slides to that size. Unfortunately, it isn't possible to use multiple slide sizes ...
How to Compress Images in PowerPoint to Reduce File Size (10 Strategies)
To save a PowerPoint file and compress images: Click the File tab in the Ribbon. Choose Save As. If necessary, click Options or More Options. A dialog box appears. Navigate to the desired location and name the file with a different name (such as OurServices2). Click Tools.
How to Make All Images the Same Size in Powerpoint
Right-click and select Format Image or Format Shape. Click the Size & Properties button in the Shape Options section. In the Size section, enter the Height and Width you want for images. Press ...
How to compress PowerPoint presentations
In PowerPoint, find the image that's huge (using method 2), copy it, and reduce the size of it physically on the slide. Copy the new smaller image using Ctrl + C, and then paste it using Ctrl + V. Before doing anything else, you'll see there's a little pop-up box in the bottom right of the image, which are the paste options.
Compress PPT Presentations Online
Upload your PPT to the compress tool, then choose "Basic Compression." Download the file and go to our PDF to PPT converter. Drag the downloaded file into the orange toolbar. Once the tool has converted the file, go ahead and hit "Download." Convert, compress, and download your PPT using Smallpdf Compress My PPT
Large PowerPoint file size when creating persentation in ppt online
When creating Powerpoint files in SharePoint online, the file size will show in Storage Metrics as several GB, but in Finder will show as several MB. To resolve this we have to download file, delete from SharePoint, re upload. The large GB files are having an impact on our overall SharePoint storage limits and we keep getting alerts of low ...

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