• PRO Courses Guides New Tech Help Pro Expert Videos About wikiHow Pro Upgrade Sign In
  • EDIT Edit this Article
  • EXPLORE Tech Help Pro About Us Random Article Quizzes Request a New Article Community Dashboard This Or That Game Popular Categories Arts and Entertainment Artwork Books Movies Computers and Electronics Computers Phone Skills Technology Hacks Health Men's Health Mental Health Women's Health Relationships Dating Love Relationship Issues Hobbies and Crafts Crafts Drawing Games Education & Communication Communication Skills Personal Development Studying Personal Care and Style Fashion Hair Care Personal Hygiene Youth Personal Care School Stuff Dating All Categories Arts and Entertainment Finance and Business Home and Garden Relationship Quizzes Cars & Other Vehicles Food and Entertaining Personal Care and Style Sports and Fitness Computers and Electronics Health Pets and Animals Travel Education & Communication Hobbies and Crafts Philosophy and Religion Work World Family Life Holidays and Traditions Relationships Youth
  • Browse Articles
  • Learn Something New
  • Quizzes Hot
  • This Or That Game New
  • Train Your Brain
  • Explore More
  • Support wikiHow
  • About wikiHow
  • Log in / Sign up
  • Computers and Electronics
  • Presentation Software

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 976,033 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

Step 1 Double-click an image.

  • 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.

Step 2 Click Compress Pictures.

Compressing Images on Mac

Step 1 Click File.

Removing Edit Data on Windows

Step 1 Click the File tab.

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

how to reduce size of powerpoint presentation windows

  • 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

Create a Computer Game Using PowerPoint

  • ↑ 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

Jack Lloyd

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

  • Send fan mail to authors

Is this article up to date?

Am I a Narcissist or an Empath Quiz

Featured Articles

Relive the 1970s (for Kids)

Trending Articles

How to Celebrate Passover: Rules, Rituals, Foods, & More

Watch Articles

Fold Boxer Briefs

  • Terms of Use
  • Privacy Policy
  • Do Not Sell or Share My Info
  • Not Selling Info

wikiHow Tech Help:

Tech troubles got you down? We've got the tips you need

  • 24/7 Live Chat

+1 877 315 1713

Find anything you need

logo

You have %itemCount% in your cart. Total being %total%

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.

how to reduce file size in powerpoint

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.

  • Select the picture you want to compress. This will open up the  Pictures Tools Format  tab in the ribbon on top of your screen.
  • Click on the  Compress Pictures  button.
  • Select the desired picture quality and options. The lower the PPI number, the more compressed your image will be.
  • Make sure to check “ Delete cropped areas of pictures ” and choose whether you want to apply the compression to all pictures in your presentation, or selected pictures only.
  • Click the  OK  button. You should immediately see the changes in quality and notice the reduced file size.

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.

  • Open your presentation in PowerPoint, then navigate to the  File  tab and go to the  Info  page within the backstage view.
  • When video files are detected in your presentation, you'll be able to see the  Compress Media  button. Simply click on it, then choose the desired quality. In most cases, compressing to  1080p  or  720p  will significantly reduce the file size of your presentation.
  • A new window will open up showing the progress of the compression and determining how much space was saved. Wait for the process to finish.
  • Check your video and make sure you’re happy with the quality. If you want to undo the compression, navigate back to  File  >  Info  >  Compress Media , and choose to  Undo  the last compression.

3D model images

(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 entirely, simply select it and press the Delete button on your keyboard. This will remove all traces of the model from your presentation as soon as you save it, and significantly reduce the file size.
  • Insert an image in place of the 3D model by using the  Insert  >  Image  menu. You may choose one from your computer, or look for one online within PowerPoint.

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

  • Create a new, blank slide with a white background.
  • Insert the 3D model you want to use and position it in any way you want to.
  • Take a screenshot using the  Windows  +  Shift  +  S  keyboard shortcut. This shortcut allows you to select a region of the screen instead of screenshotting the entire desktop. Select your 3D model on a white background.
  • On Mac, you can use the  Command  +  Shift  +  4  shortcut to do the same.
  • Delete the 3D model and the blank slide, then insert the screenshot of your model in place of the original.
  • If needed, select the screenshot and click on  Picture Format  >  Remove Background . This will get rid of the white background, creating a transparent static image of your 3D model.

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.

  • Open the  Convertio PPT Converter  in your web browser. This is an entirely free-to-use website that allows you to convert a PPT file into PPTX online.
  • If your file is over 100 MB, click on the  Sign Up  button and create a free account. Otherwise, proceed to the next step.
  • Click on the  Choose Files  button and select your PPT presentation.
  • Make sure to select  PPT to PPTX  using the drop-down menus for file types.
  • Follow on-screen instructions and convert your presentation into the PPTX format. You should immediately see a decrease in file size.

compress powerpoint

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!

  • Open the  File Explorer  and navigate to the location of your saved presentation.
  • Right-click on the presentation file and hover over the  Send to  option.
  • Choose the  Compressed (zipped) folder  option.
  • Wait for Windows to finish compressing your file. When finished, you’ll be left with a ZIP file that has a reduced file size and provides better shareability.

The instructions for  Mac  systems are as follows.

  • Open the  Finder  and navigate to the location of your presentation.
  • Right-click on the presentation and select  Compress “(Presentation name)”
  • Wait for the process to finish. You should see a smaller ZIP file with the same name as your original presentation created.

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!

Keep Learning 

»  What Is PowerPoint Viewer? How Can I Use It? (Part 1) »  What Is PowerPoint Viewer? How Can I Use It? (Part 2) »  What Is PowerPoint Viewer? How Can I Use It? (Part 3) »  How To Use PowerPoint Design Ideas: A Complete Guide »  7 Useful Tips to Build More Creative MS PowerPoint Templates

1591 McKenzie Way, Point Roberts, WA 98281, United Sates

[email protected]

  • Terms & Conditions
  • Privacy & Cookies

© SoftwareKeep 2023 | All right reserved

  • American Express
  • Diners Club

Please SAVE to make app work

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 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

PowerPoint Picture compressing

  • 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

how to save and compress pictures

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

PowerPoint Picture video compressing

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.

PowerPoint media online compressor

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.

link instead of video in 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

Convert PPT into PDF

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.

add 3d model to PowerPoint

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)

how to reduce size of powerpoint presentation windows

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

compress PPT into ZIP

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

decompress ZIP into PPT

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.

Related articles

About the author.

how to reduce size of powerpoint presentation windows

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.

how to reduce size of powerpoint presentation windows

Get 1 Month for free!

Do you want to make your presentations more interactive.

With SlideLizard you can engage your audience with live polls, questions and feedback . Directly within your PowerPoint Presentation. Learn more

SlideLizard

Top blog articles More posts

how to reduce size of powerpoint presentation windows

How to find the best font for your PowerPoint presentation

how to reduce size of powerpoint presentation windows

Create advanced Chart Animations in PowerPoint

SlideLizard Live Polls

Get started with Live Polls, Q&A and slides

for your PowerPoint Presentations

The big SlideLizard presentation glossary

.pps file extension.

A .pps file is a slide show. They are similiar to .ppt files but they open as a slide show if you double-klick them. They later got replaced by .ppsx files.

A webinar is a seminar that takes place in a specific digital location at a specific time. It's a seminar that combines live and online formats.

Vocalized pause

A vocalized pause means the pause when the silence between words is filled by the speaker with vocalizations like "um", "uh" and "er".

.ppsx file extension

A ppsx file is a presentation file. When you open the file the slide show opens and not the editing mode like in ppt files.

Be the first to know!

The latest SlideLizard news, articles, and resources, sent straight to your inbox.

- or follow us on -

We use cookies to personalize content and analyze traffic to our website. You can choose to accept only cookies that are necessary for the website to function or to also allow tracking cookies. For more information, please see our privacy policy .

Cookie Settings

Necessary cookies are required for the proper functioning of the website. These cookies ensure basic functionalities and security features of the website.

Analytical cookies are used to understand how visitors interact with the website. These cookies help provide information about the number of visitors, etc.

How to Reduce the File Size of Your PowerPoint Presentation

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

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

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

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

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

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

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

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

2. Crop Photos With an Image Editor

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

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

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

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

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

3. Edit Images Outside PowerPoint

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

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

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

4. Compress Your Pictures

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

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

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

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

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

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

5. Link Videos

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

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

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

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

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

6. Use the Latest Formats

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

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

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

Save on Space

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

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

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

  • Slidesgo School
  • PowerPoint Tutorials

How to Reduce the Size of a PowerPoint Presentation

How to Reduce the Size of a PowerPoint Presentation | Quick Tips & Tutorial for your presentations

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

Reducing the size of the images

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

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

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

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

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

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

  • File tab > Options > Save.

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

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

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

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

To do this, go to: 

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

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

Do you find this article useful?

Related tutorials.

How to Download Google Slides Templates | Quick Tips & Tutorial for your presentations

How to Download Google Slides Templates

When preparing a presentation, many people start panicking because they realize how much time it will take to edit each and every slide. Creating them from scratch, filling them in, looking for pictures, moving the elements...How stressful! But there is a solution that saves you a lot of time. We're sure that you've browsed the internet for templates, or basically, pre-established designs and elements, that can be downloaded for free and can be edited to your liking. Are we right? Then, we have some good news for you!

Discover our collection of printable templates | Quick Tips & Tutorial for your presentations

Discover our collection of printable templates

With the advance of technology, printing has become something that is no longer a necessity. Smartphones have made the paper format less and less frequent, but there are still certain cases in which having physical resources is much more convenient. Whether it's for taking notes, handing out assignments, making worksheets or handing out business cards or invitations, it's necessary to print your customized designs.From now on, in every Slidesgo printable presentation that you download, you will find the instructions for printing on the third slide. Depending on the style, colors or format of each presentation, we will tell you if you can...

How to Add Superscript and Subscript in Google Slides | Quick Tips & Tutorial for your presentations

How to Add Superscript and Subscript in Google Slides

Let’s take the most famous formula: E=mc^2, Einstein’s relativity equation. It wouldn’t be the same if it was E=mc2, right? Okay, yes, some people write it like that because it’s very famous and it won’t be misunderstood. But technically… It can! This is where the sophistication of superscript or subscript enters the room! Do you know how to write them in equations, copyright brands or even footnotes in your presentations? Let’s figure out how.

How to Add Superscript and Subscript in PPT | Quick Tips & Tutorial for your presentations

How to Add Superscript and Subscript in PPT

It can be a registered brand, a footnote or a math formula that you need to properly write. “2^2+2” is not the same as “22+2”, is it? Using superscript or subscript in a proper way makes a whole difference in texts. If it’s for your mathematical or physics complex formulas or just an anecdotic footnote, let’s figure out how to write them in a powerpoint presentation!

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."

how to reduce size of powerpoint presentation windows

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.

Insider Inc. receives a commission when you buy through our links.

Watch: The coolest gadgets we saw at CES 2018

how to reduce size of powerpoint presentation windows

  • Main content

PresentationLoad

Optimize PowerPoint File Size: 5 Tips for Reducing the Size of Your Files!

It is still a common issue in offices today: employees from your company’s overseas branches send you the “latest presentation” via email. However, what arrives in your inbox is a 30-megabyte attachment that not only clogs your email but also slows down your computer when opened.

Furthermore, many companies still impose fixed maximum sizes for email attachments. As a result, there are instances where you may not receive the presentation at all. However, this scenario can be prevented with a few simple measures. Today, we’ll share 5 tips on how to optimize file sizes.

File Size Optimization: Here’s How!

Aim for a target size of approximately 5 megabytes or less for your presentations. This ensures that your PowerPoint file will reach the recipient as an email attachment. Follow these simple tips to reduce the file size of your PowerPoint files:

1. Remove Unused Slides, Pictures, and Videos

This is especially relevant for presentations that are edited by multiple people over an extended period. Often, there are numerous hidden old slides that may still contain images and videos, which can significantly impact the file size.

In such cases, delete all irrelevant slides and content from the presentation and save a new version. This can noticeably reduce the file size.

2. Compress Inserted Images

PowerPoint provides an integrated function to compress images in a presentation. To do this, open the presentation and go to “File,” then select “Save As.” Click on “Browse” in the newly opened window, then click on “Tools” at the bottom and choose “Compress Pictures.”

Compress PowerPoint File Size

Select the option “Delete cropped areas of pictures” and set the target output to 150 or 96 ppi. If your recipient plans to print the presentation, leave the target output at 220 ppi. For more information on compressing images in PowerPoint, check our article on the subject.

Compress PowerPoint File Size

You can find more information in our articel “ Compress Images “.

3. Discard Editing Data for Images

This option can further reduce the size of presentations. Go to the “File” tab, then select “Options. ” Under “Advanced,” check the box next to “Discard editing data” under “Image Size and Quality.” Keep in mind that after enabling this option, changes made to images cannot be undone.

Compress PowerPoint File Size

4. Avoid Creating Image Effects with PowerPoint

Avoid using PowerPoint’s image tools to edit your graphics and photos. For example, the image tools offer the option to apply “Artistic Effects” to your images. However, PowerPoint creates two image files – one for the original and one for the edited image with the artistic effect.

As a result, the overall file size increases with more images attached to the presentation. Instead, use a separate image editing program for effects and other adjustments. Insert the finished edited images into your presentation.

5. Check the Master Slide

When copying a slide from one presentation to another, it’s possible to unintentionally include the master slide from the source presentation in the target presentation, thus increasing its file size. To avoid this unnecessary increase in file size, always paste copied slides into the target presentation using the right-click option “Use Destination Theme.”

After completing your presentation, it’s always a good idea to check the master slide view. There, you can verify if any unnecessary master slides have been inadvertently included through copying and delete them if necessary.

Extra Tip: Use File Size Optimization Tools

There are various tools available that allow you to reduce the size of PowerPoint and other Office files. A popular tool is for example PowerShrink . Both software options allow you to shrink file sizes without any loss of quality. If you want to try out these tools, you can download and test their free trial versions.

Conclusion: Easily and Quickly Optimize Your File Size with Our Tips!

In presentations, file sizes can quickly become too large. To ensure that you and your colleagues can edit and send the presentation without any issues, it’s important to keep the file size below 5 MB. With our tips, you can easily and quickly optimize your file size! Give it a try!

If you have any questions about optimizing file sizes or general questions about PowerPoint, feel free to contact us at [email protected] . We’re here to help!

Are you looking for professionally designed slide templates to support your key message ? Visit our shop for a wide range of slides on various (business) topics available for download. Explore our shop today! ► Go to Shop

You may also be interested in other articles:

  • Compressing PowerPoint Images
  • Standardizing Image Sizes

Share this post

  • share  
  • save  

how to reduce size of powerpoint presentation windows

Design Thinking: Problem Solving with a Difference

vision-mission-statement

Why Corporate Mission Statements Are So Important

7 Learnings from the apple keynote

7 Tips & Learnings from the Apple Keynote

How to compress PowerPoint files.

A woman sitting at a table compresses PowerPoint files on her laptop.

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

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

When is compressing a PowerPoint file beneficial?

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

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

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

Steps: How to compress a PowerPoint file.

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

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

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

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

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

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

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

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

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

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

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

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

Compress a PowerPoint file as a PDF.

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

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

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

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

Compress PowerPoint files as a ZIP file.

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

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

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

Compressing PPT files on macOS and Windows.

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

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

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

For Windows, follow these instructions:

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

Tips on how to reduce PowerPoint file size.

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

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

More resources to work with your files.

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

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

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

how to reduce size of powerpoint presentation windows

  • Compress PDF
  • PDF Converter
  • PDF Scanner
  • Delete PDF Pages
  • Extract PDF Pages
  • Number Pages
  • AI PDF Summarizer
  • PDF to Word
  • PDF to Excel
  • Word to PDF
  • Excel to PDF
  • Protect PDF
  • Flatten PDF
  • How To Compress PDF

Compress PPT Presentations Online

Compress PPT Online Smallpdf Banner

May 8, 2023 by Hung Nguyen

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

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

How to Compress a PPT File for Free

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

Convert, compress, and download your PPT using Smallpdf

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

Will the Document’s Formatting Remain the Same?

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

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

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

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

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

Hurray for smaller presentations!

Hung Nguyen

Related articles

download-ppt-as-a-pdf

How to Download a Powerpoint as a PDF

Easy to use online converter to save and download PowerPoint presentations in PDF format. No registration, no watermark, no installation.

220803 Get Paid on Time

What To Include in Your Contract To Get Paid on Time

Getting paid for your work is important. Getting paid on time? Even more so. Here are our tips on how to set up your contract for success.

Sustainability series header 1

Why Is Sustainability in Business Important?

With just 100 companies causing the majority of global greenhouse gas emissions, the impact of sustainability in businesses can’t be ignored.

how to reduce size of powerpoint presentation windows

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 .

Compress Pictures

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.

Compress Pictures options

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.

Set the image size and quality

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 .

Embed fonts in the file

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

Reduce the file size of your Excel spreadsheets

Reduce the file size of your Word documents

Facebook

Need more help?

Want more options.

Explore subscription benefits, browse training courses, learn how to secure your device, and more.

how to reduce size of powerpoint presentation windows

Microsoft 365 subscription benefits

how to reduce size of powerpoint presentation windows

Microsoft 365 training

how to reduce size of powerpoint presentation windows

Microsoft security

how to reduce size of powerpoint presentation windows

Accessibility center

Communities help you ask and answer questions, give feedback, and hear from experts with rich knowledge.

how to reduce size of powerpoint presentation windows

Ask the Microsoft Community

how to reduce size of powerpoint presentation windows

Microsoft Tech Community

how to reduce size of powerpoint presentation windows

Windows Insiders

Microsoft 365 Insiders

Was this information helpful?

Thank you for your feedback.

Compress PowerPoint Files

Compress PowerPoint files online for free. Reduce file size of PPT/PPTX/PPTM documents, select the PPT file and click the upload button.

NEW TOOL Free Instagram Video Resizer

Do you like this website? Share it!

Encrypted Connection

Our website uses a secure HTTPS (SSL) connection so you can securely upload your files.

Compress Unlimited Files

Compress as many files you need, there are no limitations on how many files you can compress.

Works via Web Browser

Works on any platform that has a web browser, including Windows, Mac, Linux, iOS, Android.

No Software Installation

You don't need to install any additional software on your computer, our service is 100% cloud-based.

Uploaded Files Are Deleted

All uploaded and compressed files are automatically removed from our servers after a few hours.

Quality is Preserved

We do our best to reduce file size without quality loss and without reducing visual quality.

No Watermark Added

We guarantee you that we don't add any kind of watermark on files compressed with our service.

100% Free for Anyone

You can use our online file compressor for free, please share our website with your friends.

Avantix Learning

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

Compress video in PowerPoint represented by laptop with video and play button.

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)

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

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:

how to reduce size of powerpoint presentation windows

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

Compress media drop-down menu in PowerPoint 2013 and 2016.

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

Compress media dialog box in PowerPoint that appears after you select a compression option.

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

Subscribe to get more articles like this one

Did you find this article helpful? If you would like to receive new articles, join our email list.

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)

Related courses

Microsoft PowerPoint: Intermediate / Advanced

Microsoft PowerPoint: Design for Non-Designers

Microsoft PowerPoint: Animations Bootcamp

Microsoft Excel: Intermediate / Advanced

VIEW MORE COURSES >

Our instructor-led courses are delivered in virtual classroom format or at our downtown Toronto location at 18 King Street East, Suite 1400, Toronto, Ontario, Canada (some in-person classroom courses may also be delivered at an alternate downtown Toronto location). Contact us at [email protected] if you'd like to arrange custom instructor-led virtual classroom or onsite training on a date that's convenient for you.

Copyright 2024 Avantix ® Learning

You may also like

How to Insert or Type E with an Accent Mark in PowerPoint (È, É, Ê, Ë, è, é, ê, or ë)

How to Insert or Type E with an Accent Mark in PowerPoint (È, É, Ê, Ë, è, é, ê, or ë)

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.

How to Fade a Picture or Part of a Picture in PowerPoint (Using a Gradient)

How to Fade a Picture or Part of a Picture in PowerPoint (Using a Gradient)

You can fade a picture in PowerPoint by drawing a rectangle shape on top of the picture and then filling the rectangle with a gradient from opaque to transparent. This technique is often used to fade an image into the background of a slide. Since the rectangle is placed on top of the image and then text may be placed on top of the rectangle, you may need to reorder the objects.

How to Lock an Image, Shape or Other Object in PowerPoint

How to Lock an Image, Shape or Other Object in PowerPoint

You can now lock an image, shape or other object in PowerPoint. Objects can be locked in Normal View or Slide Master View. Only PowerPoint 365 users can lock objects to prevent moving and resizing. This is helpful if you want to select and move other objects on the slide or prevent others from moving or resizing an object. You can lock items using the context menu or the Selection Pane.

Microsoft, the Microsoft logo, Microsoft Office and related Microsoft applications and logos are registered trademarks of Microsoft Corporation in Canada, US and other countries. All other trademarks are the property of the registered owners.

Avantix Learning |18 King Street East, Suite 1400, Toronto, Ontario, Canada M5C 1C4 | Contact us at [email protected]

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

Our Courses

Avantix Learning courses are offered online in virtual classroom format or as in-person classroom training. Our hands-on, instructor-led courses are available both as public scheduled courses or on demand as a custom training solution.

All Avantix Learning courses include a comprehensive course manual including tips, tricks and shortcuts as well as sample and exercise files.

VIEW COURSES  >

Contact us at  [email protected]  for more information about any of our courses or to arrange custom training.

Privacy Overview

Pin it on pinterest.

  • Print Friendly

How-To Geek

How to compress images in microsoft powerpoint.

If you want to reduce the file size of your PowerPoint presentation and save disk space, compress the images in the slideshow. Here's how.

Quick Links

Compress images in powerpoint for windows, compress images in powerpoint for mac.

Compressing images in your Microsoft PowerPoint presentation can help reduce the overall file size of the presentation and save disk space on the device it’s stored on. Here’s how to compress images in Microsoft PowerPoint.

Note that this feature is only available for desktop versions of Office and not Office for the web.

Open the PowerPoint presentation that contains the images you’d like to compress and then select a photo.

Once selected, you’ll automatically be in the “Picture Format” tab. Here, click the “Compress Pictures” button in the “Adjust” group.

The “Compress Pictures” window will appear. In the “Compression Options” group, you can choose if the compression applies only to the selected picture. If you uncheck this option, PowerPoint will compress all of the images in the presentation, which overrides any changes you may have made to those images.

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

In the “Resolution” group, choose which resolution you would like to use. Once ready, click “OK.”

The image or images will now be compressed.

Open the PowerPoint presentation that contains the images you’d like to compress and then select a photo. Once selected, click “Compress Pictures” in the “Picture Format” tab.

The “Compress Pictures” window will appear. Select the picture quality you’d like to use, then select if you’d like to apply the compression to all images in the presentation or only the selected image. Also, if you want to delete the cropped areas of the pictures, check the box next to that option.

When ready, click “OK.”

IMAGES

  1. How to Compress PPT File Size

    how to reduce size of powerpoint presentation windows

  2. How to Reduce File Size in PowerPoint

    how to reduce size of powerpoint presentation windows

  3. How to reduce the file size of a PowerPoint

    how to reduce size of powerpoint presentation windows

  4. 5 Methods to Reduce File Size of a PowerPoint Presentation

    how to reduce size of powerpoint presentation windows

  5. Reduce File Size of a PowerPoint Presentation (2023)

    how to reduce size of powerpoint presentation windows

  6. Learn How To Reduce PowerPoint File Size & Compress A PowerPoint

    how to reduce size of powerpoint presentation windows

VIDEO

  1. Easy PowerPoint Presentation Idea 💡🤗 #powerpoint #viral

  2. #My365 PowerPoint: Re-fit for purpose with resize slide

  3. How To Change the Size of Powerpoint Slide

  4. How to Reduce PowerPoint Presentation File Size on Windows

  5. How to Reduce Powerpoint File Size

  6. Compress Images in PowerPoint

COMMENTS

  1. Reduce the file size of your PowerPoint presentations

    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 ...

  2. How to Reduce the File Size of a PowerPoint Presentation

    Converting the file is as simple as pressing a button and choosing the file type. Go ahead and open your PPT file, head over to the "File" tab, and then click "Convert.". Windows File Explorer will appear. You'll notice the Save As type is set as "PowerPoint Presentation." This is the PPTX file type. Click "Save.".

  3. 3 Ways to Reduce Powerpoint File Size

    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. Click Best for sending in e-mail. This option will reduce the quality of all images in your PowerPoint file to 96 ppi, which is a generally lower resolution than most images' defaults.

  4. 10 Ways to Compress PowerPoint Presentations to Reduce File Size

    10. Save a copy in PDF format. It's also common to save a copy of a presentation as a PDF (portable document format) file to reduce the size and then share it with others. You can compress images during the process. To save a PowerPoint presentation as a PDF (and compress images): Click the File tab in the Ribbon.

  5. 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.

  6. How to compress a PowerPoint file on Windows 11/10

    Open a PowerPoint presentation. Click on any of the images on the slide. A Picture Format tab will appear on the menu bar; click it. On the Picture Format tab, click Compress Pictures in the ...

  7. Compress PPT to reduce File Size (2022)

    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.

  8. How to Reduce Your PowerPoint File Size Way Down (+ Video)

    Then, click on it to select it. Next, find the Insert dropdown in the Tools section. This is in the lower right corner of the Insert Video browser. On the dropdown, click Link to File. Choose Link to File to link to a video file, instead of embedding it directly inside the PPT deck.

  9. 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.

  10. How to Reduce the Size of a PowerPoint Presentation

    Changing the resolution. Open your PowerPoint presentation, go to the File tab and click Options. Then, select the Advanced tab. Under "Image Size and Quality", check "Discard editing data" and uncheck "Do not compress images in file". There's an option that allows you to set the default resolution (measured in ppi).

  11. How to Compress a PowerPoint File on a PC or Mac

    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 ...

  12. How to Reduce the File Size of a PowerPoint Presentation

    To do this, open your presentation in PowerPoint, then press File > Info > Compress Media. In the drop-down menu, select the quality you wish to use for your embedded video files. You can choose ...

  13. Optimize PowerPoint File Size: 5 Tips!

    This can noticeably reduce the file size. 2. Compress Inserted Images. PowerPoint provides an integrated function to compress images in a presentation. To do this, open the presentation and go to "File," then select "Save As." Click on "Browse" in the newly opened window, then click on "Tools" at the bottom and choose ...

  14. How to compress PowerPoint files: Compressing PPT

    Compressing PPT files on macOS and Windows. In the macOS PowerPoint, you can reduce the file size of images but not music or videos. Here are the steps to compress your PowerPoint on a Mac: In PowerPoint, click File. If you only want to compress certain images, select them before you click File. From the dropdown menu, click Compress Pictures.

  15. 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 ...

  16. Compress PPT Presentations Online

    How to Compress a PPT File for Free. Upload your PPT to the compress tool. Choose "Basic Compression.". Click on "Export As" and choose PowerPoint. All done! You can get started with compressing your PowerPoint presentation for free right away. You don't need a Smallpdf account—just go to the tool and drop your file in!

  17. Reduce the file size of your PowerPoint presentations

    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 ...

  18. Compress PowerPoint Files, Online PPT Compressor

    100% Free for Anyone. You can use our online file compressor for free, please share our website with your friends. Compress PowerPoint files online for free, reduce file size of PPT/PPTX/PPTM documents online, compress Microsoft PowerPoint files online, free PPT compressor. No registration, no watermarks, free to use for anyone.

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

    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.

  20. How to Compress Images in Microsoft PowerPoint

    Compress Images in PowerPoint for Mac. Open the PowerPoint presentation that contains the images you'd like to compress and then select a photo. Once selected, click "Compress Pictures" in the "Picture Format" tab. The "Compress Pictures" window will appear. Select the picture quality you'd like to use, then select if you'd ...

  21. How to Fix the PowerPoint Font Not Available Saving Error

    First, open your PowerPoint presentation. Click on the Home tab. Click Replace > Replace Fonts in the Editing section. In the Replace Font box, choose the "unusual" font that you want to ...