powerpoint presentation file size too big

How-To Geek

How to reduce the file size of a powerpoint presentation.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

You can compress images in PowerPoint one at a time or all at once. If you’re looking to do the latter, here’s how.

Open your presentation, head over to the “File” tab, and then select “Save As” in the left-hand pane.

Next, select “More Options,” which you'll find under the area where you would name your file and choose the file type.

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

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

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

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

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

Be sure to save your presentation afterward.

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

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

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

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

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

Convinced yet?

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

We had some issues here, though.

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

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

10 Ways to Compress PowerPoint Presentations to Reduce File Size

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

by Avantix Learning Team | Updated September 21, 2023

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

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

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

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

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

To view file size in PowerPoint:

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

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

Recommended article : How to Embed a YouTube Video in PowerPoint

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

1. Compress pictures

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

To compress a picture:

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

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

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

2. Insert pictures instead of copying and pasting

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

To insert a picture onto a PowerPoint slide:

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

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

3. Use smaller image files

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

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

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

4. Convert images to a different file type

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

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

You can also save images in PowerPoint in different formats:

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

5. Save a copy of images with artistic effects

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

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

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

6. Compress audio and video

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

Files can be compressed at different quality levels.

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

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

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

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

The following compression options appear in PowerPoint 2019 or 365:

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

To compress media in PowerPoint:

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

7. Link to audio or video files

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

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

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

8. Convert Excel charts and other embedded objects

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

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

To ungroup an object:

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

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

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

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

9. Save a copy of large PowerPoint files

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

To save a copy of a PowerPoint presentation:

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

10. Save a copy in PDF format

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

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

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

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

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

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More resources

How to Change Slide Size in PowerPoint

How to Get Slide Design Ideas Using PowerPoint Designer

How to Morph in PowerPoint to Design Engaging Presentations

How to Break, Update or Change Links to Excel Charts or Worksheets in PowerPoint

Where to Find Free Images for Your PowerPoint Presentations (10 Great Stock Photo Sites)

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Why do PowerPoint Files get So Big & How to Reduce the Size!

By: Author Shrot Katewa

Microsoft PowerPoint is convenient, user-friendly, and easily accessible. It has reshaped the methods of digital content presentation in schools, offices, or elsewhere all over the world. One of the most talked-about problems that users face while using PowerPoint is large-sized PowerPoint files. 

Some of the most common reasons for PowerPoint file size to increase are using multiple images, using large images, or embedding elements such as fonts, video or audio directly in the presentation file. An easy way to reduce the file size is to use special compression programs designed for PowerPoint files.

There are many methods to reduce a PowerPoint file size and make it suitable for sharing with others. Almost all the methods aim towards the same objective of reducing the file sizes. Also, some expert use of PowerPoint mechanics could help with reducing file size as well. 

Large file sizes can be a real pain in the rear end. So, let’s look at how can we deal with this problem.

A Quick Note Before We Begin – if you want to make jaw-dropping presentations, I would recommend using one of these Presentation Designs . The best part is – it is only $16.5 a month, but you get to download and use as many presentation designs as you like! I personally use it from time-to-time, and it makes my task of making beautiful presentations really quick and easy!

Why do PowerPoint File Sizes become So Large?

It is not uncommon to have a presentation that is really big in size! If you have dealt with such a PowerPoint file, you know how annoying it is when you are unable to send such a file over an email!

But, what exactly causes the PowerPoint presentation to increase in size?

Well, as it turns out, there is no one single reason for the file size to increase. There could be several possible reasons. Sometimes, there may be multiple reasons at play for increasing the file size of a PowerPoint file.

However, in my experience, I’ve seen that the single most common cause of an increase in file size of a PowerPoint presentation is using too many images or using images that are extremely large in size or both !

Some of the other reasons include –

• High-resolution image files 
• Not converting the file to PPTX format 
• Direct Copying and pasting of Videos 
• Usage of audio files in PowerPoint 
• Usage of embedded fonts 
• Embedding video files instead of using links 

These are some of the mistakes that users make which causes the file size to increase. Not only beginners, many advanced users also overlook these issues rather than solving them.

A few tweaks while preparing your PowerPoint presentation could make your hard work more fruitful.

How Big is Too Big for a PowerPoint File?

Before we understand how to fix the file size issue in PowerPoint, it is perhaps important to know how big is too big when it comes to a PowerPoint file size!

On average, most PowerPoint presentation files range between 4 MB to 10 MB in size. PPT files with over 50 MB can be considered too big in size as it increases the load time. A good size for your PowerPoint file is 4 MB or less.

The reason I recommend keeping your file sizes below 4 MB is that it is easier to share your presentation with employees in a corporate organization. Many businesses use Microsoft Outlook as their primary email client and set the 4 MB limit for accepting files from external sources.

That said, PowerPoint files with up to 10 MB will also work just fine other than the above reason.

Generally, anything above 50 megabytes is considered too big. For all practical purposes, it slows down the PowerPoint application on your computer and increases the load times. This can be really frustrating.

To combat this issue, ensure that the embedded images should not exceed 250 kilobytes each. PowerPoint presentations that include audio files should be kept under 2 megabytes per slide.

How to Reduce the Size of a PowerPoint File?

Now that you have understood what causes large file size in PowerPoint, it is important that we fix the problem and reduce the file size. However, knowing how to overcome this problem could be a bit tricky for beginners at first.

There are some basic yet highly valuable workarounds to keep file sizes at a minimum. I am going to talk about those tweaks descriptively so you don’t have to struggle anymore!

1. Use PPT Compressors Apps or Websites

Removing or replacing any content of your file can solve the problem but it may not be viable all the time.

Furthermore, removing some sections of your file can also be frustrating and it can hamper the way you designed your presentation. You may perhaps not find a suitable image for your project available in lower size. Even if you do find it, the process can be timeconsuming and tedious.

In such cases, you can use PPT compressor apps or websites to decrease the overall file size.

There are plenty of PowerPoint compressing apps and websites available. Most of them offer paid plans and free service but with limited features.

The free version, in most cases, will do the job for you so you don’t have to worry about the cost.

This is perhaps the easiest method of all the described solutions in this article. Although success is not guaranteed, it is still worth a try as the process is very simple and doesn’t take too much of an effort.

Later in this article, I am going to discuss the best ppt compressors available . You just have to pick the one that suits your requirement.

2. Compress Existing Images in your PowerPoint file

Images are the most space-consuming components of a PowerPoint file. Thus, compressing image files can be one of the quickest ways to reduce PowerPoint file size. When it comes to compressing an image in PowerPoint, there are two ways –

2.1 Compress Select Images in PowerPoint

PowerPoint allows you to compress images directly in PowerPoint. You can choose to compress certain pictures and leave the more important ones. This will make sure your presentation remains more relevant.

To compress images in PowerPoint, follow the below process –

Step 1 – Select the Image and Choose to Compress

To compress any particular picture, select the picture. Then click the “ Picture Tool “, and then click “ Format “. Then, select the “Compress Pictures” option.

For Mac users, select the image by clicking on it. Then, go to the “ Picture Format ” tab, and then click on “ Compress Pictures ” icon.

It may be difficult to locate the icon for “Compress Pictures” option at first, but you can follow along as indicated in the above image.

Step 2 – Change the Settings and Compress

Now a pop-up menu shall appear. 

Here you can change the settings for picture compression.

First, based on how you are going to give the presentation, you may want to choose the picture quality. Here’s a decision matrix to help you choose the right picture quality option –

If you cropped the image, make sure Delete cropped areas of pictures is checked.

Lastly, make sure you select the “ Selected Pictures Only ” option.

You can compress as many images as you want using this process. If anything goes wrong, just undo then repeat the above process.

2.2 Compress All Images in PowerPoint

Sometimes, we need to compress all the images on the presentation. For such cases, this method is rather easier to implement.

The steps for this method are exactly the same as described in the previous method. You just need to make a minor change.

In the pop-up menu after selecting “Compress Pictures” , uncheck “Apply only to these pictures” and select “ All pictures in this file “, and then click “ OK “. Make sure you choose your desired output PPI settings. This will compress every picture in the PowerPoint file.

3. Use Links for Videos

Videos are great to deliver your presentation emphatically. So you may consider including video files to your PowerPoint presentation.

Embedding videos directly into your PowerPoint file will greatly increase its size. So an alternative way to do it is just linking the video to your PPT file. This will serve the same purpose as embedding a video but without increasing the file size.

How to Link Videos in PowerPoint on Windows PC?

To link videos on Windows PC, click “ Insert “, then choose “ Video “, and finally “ Video on my PC “ .

From here on out, you can choose to directly insert the video in your file or link the video. To link the video, click on the arrow on the right side, click ‘link to file’ from the drop-down menu. This will link the video to your PowerPoint file.

The process is similar to that on a Mac with marginal difference. In case something is unclear, make sure to check out the screenshots below.

How to Link Videos in PowerPoint on Mac?

Inserting Video Links in PowerPoint on Mac is pretty simple.

First, click on “ Insert ” tab. Then, click on “ Video “, and then choose “ Video from File ” option.

A window will pop-up which will ask you to choose the file.

In the window, first click on the video file that you want to import in PowerPoint.

Then, click on “ Options ” button in the lower left corner of the window. Finally, make sure the “ Link to file ” option is checked before you click “ Insert “.

As mentioned above, this will have the same effect as embedding a video file, however, the size of the presentation file will not increase.

Pro Tip: Make sure that you keep the PowerPoint presentation file and the video file in the same folder. Furthermore, when linking the video to your PowerPoint file, you will also need to share the video file along with presentation in the same folder.

4. Compress the Embedded Videos

If you prefer directly inserting your videos and embedding it in PowerPoint instead of using links and don’t want your files to increase in size, you can try compressing the videos. This will make sure that your presentation runs smoothly while also the file size remains fairly small.

You can use PowerPoint built-in video compressor or any third party website or software. To compress your video file using PowerPoint on Windows, follow the steps mentioned below –

• Open the folder that contains the video and embed the video in PowerPoint
• Click on the “ File ” tab.
• Then, click “ Info “
• Under the “ Multimedia ” section, select “ Compress Media “
• Select the required resolution to reduce the file size and click “ Compress “.

Now your video will compress to your desired suitable size.

It is important to note that PowerPoint on Mac currently does not support video compression.

However, you can use any third-party software or any online tool to compress videos. They are super easy, so you are less likely to face any difficulties.

While there are quite a few applications that can do the job for you, my favorite ones are ApowerCompress and HandBrake , and follow the tutorial on how to compress videos.

These apps are designed for basic users, not advanced ones. They are super easy, you can’t miss it. Both these applications are super helpful!

HandBrake is great for both Windows and Mac, while ApowerCompress works best with Windows.

5. Save the Presentation in Low PPI (Windows Only)

Saving a low PPI copy serves the same purpose as image compression, although it’s not the same. This reduces the overall quality of the PowerPoint presentation instead of certain images. It’s a bit more hassle-free since you don’t have to decide which images to compress and which not.

Many PowerPoint templates available on the internet are very high resolution which isn’t necessary for presenting your project. You can use them and later just reduce the PPI for optimal file size.

When saving your PowerPoint file, select “ File “, then click “ Save As “. In the window that pops-up, look for the “ Save Options “. Click on the “ Advanced Tab “, and make sure that the “ Discard Editing Data ” is checked.

Finally choose the default resolution, the lowest one, or the one that balances both file size and quality. This will save your file in a low PPI and you won’t face any stuttering or playback issues during the presentation.

6. Save the PowerPoint File as PDF

Generally, PowerPoint files are saved in pdf format. This ensures that the file remains universal, user, and device friendly.

Saving as pdf also offers the lowest file size than any other format. Huge file sizes can be a major hindrance to a successful slide presentation. So saving in pdf format serves multiple purposes such as keeping the file size minimum and being device friendly.

To save a file as pdf, click “ File “, then choose “ Save As “. In the dialogue box that appears, enter a name for the file. Select the file type as “ PDF “, then click ok.

Note that you can also compress images in this process. Just click on the tool button at the bottom of the dialogue box. Select “Compress Pictures” from the drop-down menu. Thus you can save files as pdf as well as compress images if necessary.

If the file is already saved in any other format, you can easily convert them to pdf. The PPT compressor tools discussed later in this article also offer a pdf conversion facility. You can choose the one that suits you and convert it easily, thanks to its super user-friendly interface.

7. Delete the Images and Graphics in the Notes Master

High-resolution images and videos may not be the only reason behind the big file size. Hidden images and graphics in the master view section can also contribute to this cause. Notes master is a feature in PowerPoint that allows you to tweak the ‘notes pages’ view to conveniently modify your presentation.

If you forget to clean unnecessary files from notes master views before saving your file, the final file size can be unnecessarily huge. You can simply remove all the graphics or images that you don’t need in your presentation to lower the file size.

To go to the notes master view of your presentation, click on ‘view’ then select ‘notes master’ . Check for any unnecessary graphics and pictures and remove them. You can ignore any default PowerPoint templates as their impact on your file size is minuscule.

8. Remove Images from the Slide Master

‘Slides master’ is another of the three options in the master view feature besides ‘notes master ’ and ‘handout master’ . This feature lets you modify your PowerPoint slides easily without any hassle.

Any images in the slide master that you use and don’t, all are included in the final version of your presentation. The only thing they do is increase the file size and nothing else. So removing any unused images from the slide master can decrease the file size.

Click “ View “, then click “ Slide Master ” to navigate to the slide master. Look out for unused pictures or media files and delete them. This will help you reduce file sizes without making any major changes to your PowerPoint presentation.

9. Check for Embedded Fonts or Graphics

Embedding anything, graphics, videos, or even fonts shall increase the file size. If you need to share the PowerPoint file with anyone, there is no way other than directly embedding these kinds of stuff into your file. Because if they don’t have that particular font or graphics, links will not work.

However for your personal use or any presentation always you can opt to not embed fonts. This will save a lot of space in your device. Go to file>options and select the ‘save’ tab. Uncheck the ‘ Embed fonts in the file’ .

When adding any picture, use the ‘insert’ tab on the ribbon instead of ‘drag and drop’ . Because doing so might cause the image to lose compression. Also, you can link them to the file instead of adding them to the file to reduce size. Click on the arrow beside the Insert dialog box and then select ‘Link to File’ .

Why Does PowerPoint File Size Increase after Saving it as PDF?

A common problem that users often face is pdf files increasing in size (contrary to what we want to do). This issue is prevalent in the Mac operating system. Sometimes file size increases up to 7 times. This is a very frustrating problem for mac users. 

One of the explanations of this problem is that ppt files are zip files that are compressed by default. When converted to pdf, the file loses compression resulting in a large file size. This is due to the disruption of the built-in XMP code in the PPT format which works great for Windows but doesn’t work as well for Mac OS.

Another explanation is that this can sometimes occur due to embedded fonts. Files that include embedded fonts rather than linked fonts increase in size after conversion to pdf.

If you are a Mac user, you can also reduce the print quality to ‘medium’ to compensate for the size increase.

Best PowerPoint File (PPT) Compressor Applications

Overall compressing ppt files is always better than removing contents. There are plenty of ppt compressors available. But finding the right one at the right time can be a headache if you’re not familiar with these tools. So, let me share with you my TOP 3 PPT compressor applications –

1. WeCompress

WeCompress is one of the highest-rated PPT compressors out there. It is online and free. Besides PPT compression, they also offer other large varieties of file compression services. They are free without any advertisement or any other terms and conditions. Wecompress is serving over two million customers worldwide for more than a decade.

WeCompress is partnered with Adobe® PDF Library to work inside a pdf file with ease. This shows their dedication and enthusiasm toward their job. You can try them anytime as they are always free.

2. SmallPDF

Smallpdf is an online compression tool provider from Switzerland. Although they are fairly new, they’ve managed to build a customer base of more than twenty million worldwide in just five years. They offer a free limit of 5 GB which is more than enough for pdf files.

They also have a conversion, editing, split, and merge tools available for their customers. Smallpdf has visitors from every country in the world and this is not an exaggeration. This may be the reason they offer their service in 24 languages for the convenience of every user.

While SmallPDF is simply awesome at the tools that it provides, the only drawback of using this tool for PPT compression is that the output file is a PDF file. That may not necessarily work for some of you.

3. CloudPresso

Cloudpresso is another online ppt compressing tool that provides fast and reliable service. Its user interface is simple and easy. You just need to upload the file and click to convert. It’s that easy!

Cloudpresso uses state of the art compression technology that retains the original quality while reducing the size to a noticeable extent.

If you were to pick one of the above 3 tools, my favorite option would be WeCompress. That’s what I use, and that’s exactly what I would recommend.

Problems with Large PowerPoint Files

By now, you have surely realised that there are a number of ways in which you can compress the file size of a PowerPoint presentation. If that is not enough, let me share with you some of the issues of having a PowerPoint file with a large size (and hopefully motivate you to compress your files going forward).

Large PowerPoint files can cause several problems. Some of them are as listed below –

• Occupy Precious Hard Disc Space
• Hamper the performance of other applications
• Difficult to email  
• Playback performance might lag
• Longer download and upload time
• Longer load and save times causes frustration while working on a presentation
• Can cause PowerPoint to Freeze
• Can cause other software to run slow
• Can make your file corrupt

Final Thoughts

Large-sized PowerPoint files can be frustrating for anyone. Preparing PowerPoint presentations is time-consuming and takes hard work. If playing the file or mailing it to a colleague or coworker is hampered due to excessive size then all that hard work could be foiled in an instant.

Some common reasons behind this are mentioned here. Also basic solutions like Converting formats, image compression, linking videos are discussed.

Online ppt compressor tools are highly useful to reduce file size. They are very common but can be difficult to source in times of need. Keeping that in mind I also talked about the top PPT compressors that you can use.

Creating a perfect presentation is an arduous task, so you wouldn’t want to be bothered with this common problem when it has so many common workarounds.

If you have finished reading this article you should not worry about why do PowerPoint files get so big & how to reduce the size. 

I sincerely hope that PPT size will not be an issue for you after reading this article. Do check out some of the other articles on our website. We’ve got some amazing content so make sure you bookmark this site!

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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 976,806 times. Learn more...

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

Compressing Images on Windows

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

Compressing Images on Mac

Removing Edit Data on Windows

Expert Q&A

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

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

You Might Also Like

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

About This Article

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

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How to reduce the file size of your PowerPoint Presentation

Home > All Tutorials >  PowerPoint Tips > PowerPoint File Size

Let me ask you as question…

Why do you want to reduce the file size of your PowerPoint slide deck?

I am sure, the issue is not ‘lack of space’ in your hard disk. You can always buy space in the cloud for a negligible price these days.

The real reasons why you may want to reduce file size of your PowerPoint presentations could be the following:

• Your file is too big to be emailed as an attachment
• The file is so big that every time you hit the ‘save’ button – it takes forever to save
• The file is so big that the laptop struggles to process the file and hence your computer slows down

Before I show you simple tricks that will solve your problem, it is important to know the reasons that cause your PowerPoint file to bulk up.

There are two main culprits that cause the trouble. They are:

• The large images you stick on your slides
• The fonts you embed in your presentation

Here are 4 simple tips you can follow to solve the problem:

#1 Save your PowerPoint file as a PDF document

If you want to email your file to people, you may consider saving the file as a PDF document. This drastically reduces the file size. The added benefits are –

• Your fancy fonts will remain unaltered
• Your document can’t be edited by people – so you retain control over the content
• Your file can be viewed by people even if they don’t have PowerPoint installed on their computers.

This is usually my preferred way to email my presentations.

To do this in PowerPoint…

Go to File > Save As…and select the File Type as PDF

The screenshot below shows the steps.

#2 Save and insert your pictures instead of pasting them directly on your slides

Instead of cutting and pasting images from computer, save the pictures on your desktop and insert them back as pictures. The reason is – when you paste an image on your slide, you also get a metafile that can’t be compressed by your software. By saving and inserting the pictures – you avoid this issue. So, the file size reduces a lot.

#3 Compress pictures in your presentation

To compress a picture, first select the picture. Go to the ‘Format’ tab in PowerPoint ribbon. In the ‘Adjust’ group in the far left of the ribbon, you’d find an option called ‘Compress pictures’.

When you click on it, a dialog box pops out. You can select your compression options (i.e. you can choose whether you want to compress just the one picture you selected or all the pictures in the presentation) and your Target output options (i.e. the resolution of the output).

Compressing pictures reduces the file size of your presentation because – the weight of the cropped portion is removed. The quality of the original picture is reduced to match the dimensions of your slide size. You can’t see any difference in the way your pictures look on your slides. But, the file size reduces drastically.

#4 Embed only the characters used in your presentation

When you save your presentation with embedded fonts, choose the option called ‘Embed only the characters used in the presentation’, instead of ‘Embed all characters’ option. This reduces the file size dramatically.

To do this in PowerPoint, go to File > Options and Scroll down in the Menu to find the Font Embed option. The screenshot below shows the menu:

These simple tips should help you reduce the file size of your PowerPoint presentations significantly. So, go ahead and try them in your existing presentation and see the difference it makes.

Did you like the tips?

Do you want to find more such unknown capabilities of PowerPoint to take full advantage of the software?

Then, I highly recommend you take a look at our ‘ Ramgopal’s PowerPoint Mastery Program ’. It is the most comprehensive and creative PowerPoint training online for business presenters. ( The link will take you to my training site  – PrezoTraining.com)

I especially invite you to take a look at our ‘ PowerPoint set up mastery ’ section to learn some truly creative techniques to save time, workaround common issues in PowerPoint and more.

In fact, Ramgopal’s PowerPoint Mastery program is the only program you need to create professional quality slides that get you results.

Please click on the link here to know more about the program.

If you liked this article, please share it with your friends.

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How to Reduce PowerPoint File Size

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What to Know

• Crop images or compress them to reduce file size. To compress photos, go to Picture Tools Format >  Compress Pictures .
• To compress media files, select File > Info > Compress Media .
• If some of your slides are content-heavy,  turn a slide into a single image . Then, insert that image onto a slide.

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. 

• 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.

Compress Photos

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

• Select a photo in the slideshow.
• Go to Picture Tools Format .
• Select Compress Pictures in the Adjust group.
• Clear the Apply only to this picture check box to compress all photos in the presentation.
• Place a check next to Delete cropped areas of pictures .
• Select OK .

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:

• Full HD (1080p) reduces the file size and maintains overall quality.
• HD (720p)  saves more space and provides quality comparable to media streamed over the internet.
• Standard (480p)  creates a small file that is perfect to attach to an email, but may diminish overall quality.

To compress media files:

• Go to File .
• Select Info .
• Select Compress Media .
• Choose the option you wish to use.

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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Top 5 Ways to Fix Your PowerPoint File Size Issues

Remember the time you stayed late at the office because your PowerPoint deck refused to leave your Outbox? Click send…and send again and say a prayer and send again… but it kept failing!! The large file size made it impossible for the file to be sent on time ‘and’ you missed the deadline. PowerPoint file size issues can be completely frustrating and unnerving.

Adding that rocking motion graphic video or that the image will give your deck a great visual appeal but it definitely piles up all those extra bytes into the deck. Here are a few easy hacks to rescue you from PowerPoint file size nightmares. Look at the magic these simple tricks can do to an original PowerPoint deck of 16.8MB.

1. Compressing your images:

PowerPoint experts at Chillibreeze swear by this trick. And it has never failed us. A high-resolution picture is bound to be of a large size. This makes your deck heavy and it takes forever to upload or send as an attachment. An easy way to solve this problem would be by compressing your images. As you can see in the example, the file size decreased from 16.8MB to 6.55Mb.

2. Deleting Unused Master slides:

Master slides tend to add weight to a file. Deleting unused master slides brings down the file size. It does not give drastic results as compressing an image but it does trim down the size a little. As seen here, the size went down by only 0.02MB.

3. Save the deck as PDF:

This is a good way to decrease the size of the file. As shown in the example, the size dropped from 16.8MB to 6.79MB. The file size has been trimmed drastically. But apply this only if the recipient of the deck does not need to edit it. PDF version can only be viewed.

4. Embed font:

Sometimes, your client might want to use fonts that she might not have. And most often it is for one-time use, or just to present it at a meeting or conference. We know that if we embed the font, the file size will increase. So what is the fix?

Luckily, Microsoft PowerPoint does provide an option where you can choose to embed only the characters used in the presentation. This option can be selected from the Save tab and definitely helps reduce the file size. However, your client can only view but not edit the font. Oh…and it can be deleted when she no longer needs it.

5. Use links instead of embedding videos:

This is a good tip for files with video or excel workbooks. Instead of embedding your videos or spreadsheets, you could just paste the link. As you can see, in the example mentioned the size dropped the huge number from 16.8MB to only a 6.02MB.

Go on…apply these little tricks to save your day and deadline. No more blank stares at the computer screen waiting for the file to upload or leave your mailbox.

Related posts:

• Easy, Effortless Ways of Maintaining Your Corporate PowerPoint Template
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How to Reduce PowerPoint File Size If It Is Too Large?

A PowerPoint presentation will be attractive and intuitive if it is media-rich with images, videos, etc. However, these media would enlarge the file size. If you need to reduce PowerPoint file size, this post from MiniTool Partition Wizard  might be helpful for you.

About PowerPoint

Microsoft PowerPoint, a part of the Microsoft Office suite, is a presentation program released on April 20, 1987.

The PowerPoint software allows users to create dynamic slideshows with texts, tables, charts, videos, audios, images, etc. It is suitable for projectors or big-screen TVs. Therefore, a lot of religious, corporate, and educational organizations prefer to use this tool to introduce visual information to groups or individuals. Some companies even regard it as a basic market skill.

Although you can make PowerPoint presentation interesting and powerful by inserting images, audios, and videos, it could be annoying that these media files would make your PowerPoint file larger. It takes up more disk space and might reduce playback performance. In addition, users might fail to send an email with a PowerPoint file as an attachment due to exceeding the file size limit.

In the following contents, you can learn about some tips on how to reduce PowerPoint file size.

Tip 1: Use PPTX Format for Your PowerPoint File

PPTX format was released by Microsoft in Office 2007. It has replaced the PPT format which was used by Microsoft PowerPoint previously, and it becomes the default format when users create a file with modern versions of PowerPoint. PPTX format compresses all the content within the PowerPoint file and it makes the file smaller than that using the PPT file type.

If your PowerPoint file is of PPT format, you should convert it to PPTX format to reduce PowerPoint file size. You just need to:

• Open the target file and click File  from the top menu.
• Select Save as  and select a location.
• In the pop-up window, select PowerPoint Presentation for Save as type Then your PowerPoint file will be saved in PPTX format.

In my example, I convert my file to PPTX format and the file size is reduced by 1695KB. This should be an easy way to reduce PowerPoint file size, but the file size is depended on the contents inside the file eventually. If the PPTX file is still too large or your file has been created with PPTX format already, here are more tips that you might need in the following parts.

Tip 2: Insert Your Pictures Instead of Copying and Pasting

The JPG (Joint Photographic Experts Group) format is a lossy compressed file format for pictures. Usually, a picture of JPG takes less storage space than that of BMP (Bitmap) and PNG (Portable Network Graphic).

When you copy a picture and paste it to a PowerPoint file, the picture might be reformatted to BMP or PNG, which makes your PowerPoint file larger finally. So, you’d better add the picture to PowerPoint with the insert function which maintains the original format of the involved pictures.

When you save an image, you need to select an image format for it. If you choose between the PNG and JPG, learning the difference on PNG vs JPG is vital.

Tip 3: Do Not Edit Images in PowerPoint

Before inserting a picture in PowerPoint, you’d better make sure you don’t need to make any further edits for it. Any edits for the picture within the PowerPoint file will be saved as a part of the file, which means that a lot of extra stuff would be stored.

For example, when you change a colorful picture to black and white, PowerPoint retains the full-color image at the same time.

Therefore, if you need to edit a picture, please use an image editor and then insert it in PowerPoint. This could help you to reduce PowerPoint file size.

Tip 4: Compress Images in PowerPoint

Another method to reduce the picture size in a PowerPoint file is to compress the picture. You can compress images in PowerPoint one at a time or all at once. To compress all the images in the PowerPoint file, you need to:

Step 1 : Click File  from the top toolbar and select Save As . Then select the folder where you want to save the compressed file.

Step 2 : Click the Tools  option which is next to Save  button. In the pop-up menu, select Compress Pictures .

Step 3 : In the pop-up window, select “ E-mail (96 ppi): minimize document size for sharing ” under Resolution  section. Then click OK to confirm that you want to compress pictures in PowerPoint.

Step 4 : Click Save  to save the compressed PowerPoint file.

If you want to compress a specific picture, you just need to select the picture in PowerPoint. Then click Format  from the top toolbar and select Compress Pictures .

Tip 5: Remove Personal Information

Microsoft Office stores your personal information and hidden properties of your PowerPoint file, such as the author name, document properties, etc. Remove them could also help you to reduce file size in PowerPoint. Here are the detailed steps.

Step 1 : Click File  and select Info .

Step 2 : Click Check for Issues . In the pop-up menu, select Inspect Document .

Step 3 : The Document Inspector window will pop up, and you should make sure the “ Document Properties and Personal Information ” option in the list has been checked. Then click Inspect .

Step 4 : In the following window, click Remove all  for “ Document Properties and Personal Information ”.

Then save the file and it should be smaller. This could also help you when you need to prevent others from viewing your personal information for confidentiality.

If you find this doesn’t reduce the file size, please move on to the next tip.

Tip 6: Do Not Store a Thumbnail

PowerPoint allows you to save the thumbnail image so that you can preview the file when you search it in File Explorer . It is a useful feature to help you find the PowerPoint file you want quickly when there are many files with similar names, but this could increase the PowerPoint file size.

To disable the feature, you can:

Step 1 : Click File  > Info .

Step 2 : On the right-hand side, click Properties and select Advanced Properties .

Step 3 : In the pop-up window, switch to Summary  tab. Then uncheck the option Save preview picture .

Step 4 : Click OK  to save the changes. Then save the PowerPoint file.

In my case, the file size is reduced by 10KB for me after I disable the thumbnail preview feature. It’s a pretty small save and might not help you. But if you have tried all the other tips and you are still unsatisfied with the PowerPoint file size, you can try this method.

How to reduce PowerPoint file size? Here are some tips. Click to Tweet

Tip 7: Upgrade Your Storage Device

If it is hard for you to reduce PowerPoint file size and your disk is running out of space, which makes you unable to store more data on the disk, you might need to upgrade your disk to a larger SSD or HDD .

To replace your old disk with a larger one, you’d better transfer all the data. MiniTool Partition Wizard should be a helpful assistant. Here is how to migrate all the data on the old disk to the larger one with it. Please connect the larger disk to your PC and follow the steps below.

Step 1 : Download MiniTool Partition Wizard by clicking the button below. Then install and launch it. To copy the system disk, you need to pay for the Pro Ultimate edition.

MiniTool Partition Wizard Demo Click to Download 100% Clean & Safe

Step 2 : When you get the main interface, click Migrate OS to SSD/HD Wizard  under Wizard  section in the left action panel.

Step 3 : In the pop-up window, select Option A  and click Next .

Step 4 : In the following window, select the larger disk you prepared as the destination disk to store the copied data and click Next  to continue.

Step 5 : After selecting the destination disk, you can modify the Copy Options  and Target Disk Layout . For an SSD, you’d better check Align partitions to 1MB . Then click Next .

Step 6 : Read the pop-up note carefully which reminds you how to boot from the larger disk. Then click Finish . When you go back to the main interface, click Apply  to execute the pending operations.

After copying the data, you can install the larger SSD or HDD to your PC and boot from it. You should get a lot of free space and you don’t need to reduce PowerPoint file size to save storage space now.

Further Tip: Extend the Drive Where the PowerPoint File Is Stored

If you prefer to store your PowerPoint files in a specific drive, it might be annoying when the drive is running out of space and you can’t save your PowerPoint files. Fortunately, you are able to extend the drive to get more free space if there is free space on other drives of your disk.

You can also use MiniTool Partition Wizard to achieve the goal and it’s totally free.

MiniTool Partition Wizard Free Click to Download 100% Clean & Safe

Step 1 : Launch MiniTool Partition Wizard and get its main interface.

Step 2 : Right-click the involved drive and select Extend .

Step 3 : Follow the pop-up wizard to finish the operation. Remember to click Apply  to make the changes to take effect.

Is there any way to reduce file size in PowerPoint? What can I do if I cannot reduce the file size? Click to Tweet

Bottom Line

Here are some sweet tips if you need to reduce PowerPoint file size. Some of them might not help a lot. If you need more storage space to store your PowerPoint files, you can consider extending the involved drive or upgrading your disk.

If you have better ideas or suggestions, you can leave a message in the following comment zone. For any problems with MiniTool software, you can ask help via [email protected]

About The Author

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User Comments :

• Presentation

Why is my PowerPoint file so large?

• June 26, 2022

Microsoft PowerPoint is convenient, user-friendly, and easily accessible. It has reshaped the methods of digital content presentation in schools, offices, or elsewhere all over the world. One of the most talked-about problems that users face while using PowerPoint is large-sized PowerPoint files.

possibly  the  most   widely   recognized   functions   behind  PowerPoint  file   length  to increment are  using   various   pix ,  using   big   photos , or implanting  additives ,  for example ,  textual content   patterns , video, or sound straightforwardly  inside the   show   report . An easy   technique  for diminishing the  record   size  is  to make use of   specific   stress   programs   meant  for PowerPoint  documents .  some other   way  is to  trade  the  snapshots   in your  PowerPoint  advent  to  decrease  their  dedication . And  keeping  in  mind that doing such,  you may  likewise  utilize  little  images  or resize them.

Below are some other tips for reducing the file size of your PowerPoint presentation:

– Use .jpg or .png format for images instead of .bmp or .gif.

– Use vector graphics (e.g. .wmf or .emf files) instead of raster images.

– Delete any hidden slides or unused slide layouts.

– Save the PowerPoint file as a .pptx file instead of a .ppt file.

– Do not save your PowerPoint presentation as a .pdf file.

– Use a file compression program (e.g. WinZip) to zip the PowerPoint file.

Table of Contents

Why do PowerPoint File Sizes become So Large?

As we  know , Microsoft PowerPoint is a presentation  program  that  allows   users  to create slideshows  inclusive of   textual content ,  photos , and  different  multimedia  factors .  these  slideshows  may be   stored  as PowerPoint  documents  (.ppt or .pptx) which  can be  opened and edited later.

PowerPoint  displays   frequently   end up  very  huge   due to  the inclusion of many  high – resolution   photos ,  motion pictures , or audio  files .  additionally , PowerPoint  documents  can  turn out to be   huge   if they   comprise  many slides or if the slides are very  complicated  (e.g. containing many  elements  or animations).

however , the  most   commonplace   cause of a  boom  in  file   length  is  because of  the compression of  pix   within the  presentation.  by means of  default, PowerPoint compresses all  photos   which can be  inserted  into a  presentation.  the quantity  of compression is  decided   by  the  image   pleasant   placed  in PowerPoint (  options   include  Low, Medium,  high , and  pleasant ). The  decrease  the  first-class   setting ,  the more  compressed the  picture   may be  and the smaller the  file   length .

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Some of the other reasons for PowerPoint file size becoming too large include :

– If you paste an image from the web into PowerPoint, the resulting file size will be large because the images are saved in their original resolution.

– When you save a PowerPoint presentation as a .pdf file, the file size will be larger than if you had just saved it as a .pptx file.

– If you have a lot of slides or a lot of complex slides in your PowerPoint presentation, the file size will be more significant.

– If you embed audio or video files into your PowerPoint presentation, the file size will be more significant.

How Big is Too Big for a PowerPoint File?

How to Reduce the File Size of a PowerPoint Presentation

considering that   you have got  perceived what  reasons   massive   record   size  in PowerPoint, we  need to   repair   the problem  and  reduce  the  report   size .  anyhow ,  understanding   how to  defeat this  problem   could be   a piece  precarious for  novices  from the outset.  In this   way ,  we’ve got   thought  of  a   plenty  created  guide  to make  things   less   demanding  for you. There are  a few   essential   yet  profoundly  important  workarounds to  maintain   file  sizes  at the very least .  I’m able to   speak   those   changes  expressively  so you   don’t   need  to  struggle   any longer !

1- Compress the Images in PowerPoint

This is one of the most important methods to reduce PowerPoint file size. As I have told you earlier that PowerPoint compresses images by default. The resolution of images is set to low which makes it extremely light for PowerPoint to load quickly but the disadvantage is that it makes your images look blurry.

To change the resolution, follow these steps:

– Go to the slide where you have inserted your image

– Double click on the image to open the Format Picture tab

– Select Picture Tools from the top menu and then go to Adjust group

– From here, you can change the brightness, contrast, and sharpness of your image.

– You can also crop, rotate or flip your image if you want.

2- Choose the Right File Format

As you know, PowerPoint comes in different file formats like .ppt, .pptx, .pptm, etc. Each format has its purpose and file size.

The most common format is .pptx which is meant for general presentation. It has a smaller file size as compared to other formats.

If you want to save your PowerPoint presentation for future use, then you should go for the .pptm format. It is an XML-based format which makes it editable even in the future.

3- Reduce the Number of Slides

If your PowerPoint presentation has too many slides, then it will have a large file size. So, it is always better to reduce the number of slides in your presentation.

You can do this by removing the unnecessary slides or by combining some of the slides.

4- Remove Unnecessary Objects

If you have inserted any unnecessary objects in your PowerPoint presentation, then it will increase the file size. So, it is always better to remove those objects.

You can do this by selecting the object and then pressing the Delete key on your keyboard.

5- Export to PDF

in case you   want  to  similarly   reduce  the PowerPoint  report   length , then  you can  export your presentation to PDF  format .  this could   assist  in  decreasing  the  file   length . you could   do that   by  going to  file  > Export > Create PDF/XPS  file   and then   choosing  the  location   in which  you  need  to  store  your  record . these   have been   a number of  the  best   methods  to  lessen  PowerPoint  document   length .  if you   comply with   those   techniques , then  you may   lessen  the  record   size  of your PowerPoint presentation.

21 Best PowerPoint File (PPT) Compressor Application / Tools

1- Free PDF Compressor

2- Adobe Acrobat Pro DC

3- Batch PowerPoint File Compressor

4- PowerPoint File Size Reduce Software

5- Apowersoft Free PDF Compressor

6- PDF Candy

7- Smallpdf

8- Lighten PDF Compressor

9- Free PDF Compressor by NicePDF

10- CVISION Technologies PPTcompressor

11- PPTXpress

12- ApinSoft PPT to PDF Converter

13- Okdo Ppt Pptx to Pdf Converter

14- Moyea PPT to PDF Converter

15- PPTminimizer

16- PDF Reducer Cloud

17- PDF Compressor

18- Wondershare PDFelement

19- Icecream PDF Compressor

20- Free PDF Compressor

Problems with Large PowerPoint Files

1. Difficult to Email

2. Slow to Open

3. Unable to Insert into Another PowerPoint Presentation

4. Printing Issues

5. Compatibility Issues

6. Security Issues

7. Might Get Corrupted Easily

8. Takes Up a Lot of Space

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How to Compress Your PowerPoint Files Down to Size

Picture this – you’ve finally finished that PowerPoint presentation you’ve been working on. The data is compelling, the slides are tight, and the visuals are strong. Then you click Save and realize it’s also GIGANTIC. Like 30,000 KB  huge .

This is no good, since oversized and bloated PowerPoint files can be difficult to share and challenging to upload for others to see. The performance of your slides can even suffer at times too.

So here we are – as the great Jon Bender would say, your slides are “pushing maximum density.” (What, I can’t make a  Breakfast Club reference ? John Hughes FTW!) In these cases, the culprit is almost always too many large images or media files in your slides. Fortunately, there’s an easy fix to get them down to size quickly.

The easy way to compress your PowerPoint files

First, simply choose an image (any one will do) to edit with PowerPoint Picture Tools (all you have to do is double-click the image to open this view).

Next, select the Compress Pictures option to the left of the tool bar.

The resulting popup will give you the option to compress the size of the image you selected (with the Email option being the smallest). By unchecking the “Apply only to this picture” option, you can reduce the size of all the images in your desk. Just be sure to consider how your presentation will be used when making your selection.

That’s all there is to it! Resave your presentation and you’ll see your PowerPoint file has been shrunk down to a much more manageable level. It’s as simple as that.

For more PowerPoint tips and ideas, check out the resources below:

• An Easy Tip to Merge PowerPoint Slides from Different Templates
• Working with Graphics in PowerPoint: 4 Simple Tips to Try
• How to Use PowerPoint to Create Screen Capture Videos

Looking to drive sales productivity at your organization?  Learn more  about how Brainshark can help.

Simple Methods for a Smaller PowerPoint File Size

August 27, 2014 / Blog, PowerPoint Tips, PowerPoint Tutorial compressing powerpoint file size, Powerpoint tips

You’ve created a PowerPoint with plenty of interesting visuals. You also made use of some animations and transitions. It looks great! But when you tried to share it online, you got stuck in the loading time. Or maybe when you were launching the file to start your presentation, your laptop started lagging. In all these scenarios, your problem is a PowerPoint file size that’s too large.

Here are four simple methods to fix your PowerPoint file size issue:

Compress pictures

Using high-quality images will bloat your PowerPoint file size. While you should use high-quality pictures for your slides, always be cautious that they’re not too large. A hefty resolution might be great to look at, but it can cause your PowerPoint file to lag. Don’t worry, because there’s an easy fix.

Select on any image in your PowerPoint deck and head to the  Pictures Tools Format  tab. Click on  Compress Pictures  in the  Adjust group. This will prompt a dialogue box where you can choose different options for shrinking all the pictures in your deck.

Convert to PDF

Another option you can consider is to convert the PowerPoint file to PDF. Simply launch your PowerPoint deck, go to the  File  tab and choose  Save As . When the dialogue box appears, choose  PDF under  Save as type .

But just a quick reminder: If you convert your PowerPoint file to a PDF, you will lose all animations and transitions. Do this only if you’re planning to print out your PowerPoint deck or share it through email.

Avoid embedding fonts

Unique fonts can make for great PowerPoint design. But they can be another factor as to why your PowerPoint file size is too large.

When building your PowerPoint deck, use unique fonts minimally so you don’t have to embed too much data in your file. Unique fonts are best for headers and section breaks. If you’re using typical font types such as Arial or Times New Roman, check if PowerPoint is embedding fonts and disable it.

Simply head to the  File  tab and click on  Options . When the dialogue box appears, go to  Save . Make sure there’s no check mark in the box for  Embed fonts in file .

Don’t save in Compatibility Mode

Lastly, if you’re going to use your own device to present your PowerPoint deck, you don’t have to save it as a  PowerPoint 97-2003 file. To make sure your file is saved in the latest version of PowerPoint, check that the file extension is  .PPTX . Simply go to the folder where your PowerPoint file is saved, right click on it and choose  Properties . You should see something like this:

Your presentation can suffer if your deck is not optimized to perform in the best way possible. Don’t forget to take some measures to ensure that your PowerPoint file size isn’t too large.

Read More:  4 Ways to Shrink Your PowerPoint File [All About Presentations]

Featured Image: Chris Isherwood via Flickr

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Error: Can't read file, or Presentation cannot be opened

If you've arrived at this article because you got an error message that PowerPoint can't read a file or that the presentation cannot be opened, it's likely that Microsoft 365 has blocked the file for security reasons. You can unblock the file so it can be opened:

Open Windows File Explorer (Open Start in Windows and type File Explorer .)

Locate the problematic file on your computer.

Right-click the file and select Properties .

In the Properties dialog box, look for an Unblock button near the bottom right. If it exists, click Unblock , then click Apply , and then click OK to dismiss the dialog box.

Now, attempt to open the presentation again. Right-click the file in File Explorer and select Open .

Still having trouble?

If you're having a problem with PowerPoint that's not resolved here, please contact us for technical support.

For a discussion about why Microsoft 365 blocks files, read Block or unblock external content in Microsoft 365 documents .

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