reducing file size of powerpoint presentation on mac

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

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

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

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

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

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

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

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

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

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

How to compress a PowerPoint file on a Mac

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

To do this:

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

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

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

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

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

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

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

Related coverage from  Tech Reference :

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

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How to Compress a Powerpoint on Mac A Comprehensive Guide

If you're using a Mac and facing challenges with large PowerPoint files, this article is for you. Compressing a PowerPoint presentation can significantly reduce the file size, making it easier to share and store. In this comprehensive guide, we'll walk you through the process of compressing a PowerPoint on Mac and introduce you to the perfect software for all your office needs.

Part 1. Why Should Compress a PowerPoint

Compressing a PowerPoint presentation offers numerous benefits that enhance your experience with the file. Let's explore some of the key advantages of compressing PowerPoint presentations:

To make it easier to share. If you need to send your presentation to someone via email or another file-sharing service, a smaller file size will make it easier to send and download.

To improve performance. A smaller file size can also improve the performance of your presentation, especially if it contains a lot of images or videos.

To save space on your computer. If you have a lot of PowerPoint presentations, compressing them can help you save space on your computer's hard drive.

To make it easier to edit. If you need to make changes to your presentation, a smaller file size will make it easier to open and save the file.

Part 2. Compress a PowerPoint on Mac.

Welcome to Part 2 of our tutorial on how to compress a PowerPoint on Mac! In this section, we'll show you the straightforward steps to reduce the file size of your PowerPoint presentations without compromising their quality. Let's get started and make your PowerPoint files smaller and easier to share!

#1.Using the Built-in PowerPoint Tool

If you're using a Mac and have Microsoft PowerPoint installed, you can easily compress your presentations using the built-in compression feature. Follow these steps to get started:

Step 1. Open your PowerPoint presentation.

Step 2. Click on the "File" menu in the top-left corner.

Step 3. Choose "Reduce File Size" from the menu.

Step 4. Select the desired compression option (e.g., "Best for Sending in Email" or "Best for Viewing on Screen").

Step 5. Click "OK" to compress the pictures and reduce the file size.

Step 6. Save the compressed presentation.

#2.Using a Third-Party Compression App

If you prefer using third-party applications to compress your PowerPoint presentations on Mac, there are various options available. Here, we'll guide you through using two popular compression apps: Smallpdf and Zamzar.

1.  smallpdf

Smallpdf, a user-friendly third-party compression app, allows you to quickly compress PowerPoint presentations on Mac. Just upload your file, let Smallpdf work its magic, and download the optimized presentation, ready for easy sharing and viewing.

Step 1. Go to Smallpdf's website: https://smallpdf.com/compress-pdf .

Step 2. Drag and drop your PowerPoint file onto the web page.

Step 3. Wait for the compression to finish.

Step 4. Click "Download" to save the compressed presentation.

2.  zamzar

Zamzar is another easy-to-use option for compressing PowerPoint presentations on Mac. Upload your file, select the desired output format, and let Zamzar handle the compression process, resulting in a smaller file size for effortless sharing and management.

Step 1. Visit Zamzar's compression page: https://www.zamzar.com/compress-ppt/ .

Step 2. Upload your PowerPoint file.

Step 3. Select the output format (PPT or PPTX).

Step 4. Click "Convert Now" to compress the presentation.

Step 5. Download the compressed file.

With these two methods at your disposal, you can easily compress your PowerPoint presentations on your Mac and enjoy smaller file sizes without compromising on content quality. Choose the method that best suits your needs and get ready to share your presentations effortlessly!

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1. Does compressing a file save space?

Yes, compressing a file saves space. When you compress a file, it becomes smaller in size, which means it takes up less storage space on your device or computer. This is useful for managing large files and freeing up storage capacity.

2. Can I compress pictures in PowerPoint on iPad?

Yes, you can compress pictures in PowerPoint on an iPad. Microsoft PowerPoint for iPad offers a built-in feature that allows you to compress pictures within your presentation to reduce the file size. This is helpful when you want to share the presentation via email or other means where file size matters.

3. Is WPS Office compatible with Windows and Mac?

Yes, WPS Office is compatible with both Windows and Mac operating systems. WPS Office offers versions for Windows and macOS, allowing users to seamlessly use the software on either platform. Whether you are using a Windows PC or a Mac computer, you can download and install WPS Office to create, edit, and save Word, Excel, and PowerPoint files.

4. Can I compress a PowerPoint presentation without losing image quality?

Yes, you can compress a PowerPoint presentation without losing image quality. Choose compression settings that strike a balance between reducing file size and maintaining clear images. This way, you can have a smaller file size without compromising the visual quality of your presentation.

In conclusion, compressing a PowerPoint on Mac is essential for optimizing file size, improving performance, and ensuring compatibility. We've covered two methods to achieve this: using the built-in tool and third-party apps. Additionally, WPS Office offers a powerful, free solution for editing Word, Excel, and PowerPoint files on both Mac and Windows platforms. Enjoy the benefits of WPS Office for all your office needs.

• 1. How To Narrate a PowerPoint on Mac – A Comprehensive Guide
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• 3. How to Compress Excel Files Online: A Guide for Free and Large Files
• 4. How to Compress Pictures in Powerpoint Without Losing Quality
• 5. How to Compress a Powerpoint Presentation for Email (Step-by-Step)
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How to Compress a PowerPoint on Mac: A Comprehensive Guide

Compressing a PowerPoint presentation on a Mac is an effective way to reduce file size and improve performance. Large file sizes can make sharing and transferring presentations difficult. Compressing reduces file size while maintaining image quality. This comprehensive guide covers multiple methods to compress PowerPoints on Mac.

Why Compress a PowerPoint?

Here are some key reasons to compress PowerPoint files on a Mac:

• Reduce file size – Compressing removes excess data and reduces file size, making transfers faster.
• Faster load times – Smaller files load quicker when opening and presenting.
• Easy sharing – Compressed files are easier to attach and share via email and cloud services.
• Save storage space – Less storage space is required for compressed presentations.

PowerPoint Compression Options on Mac

The main built-in PowerPoint compression options on Mac include:

• Compress Pictures – Reduces image sizes and resolutions to make files smaller.
• Compress Media – Compresses videos, audio, and animations to reduce file size.
• Save As Reduced Size PDF – Exports presentation as a smaller PDF file.

Third-party compression software and online tools offer additional compression capabilities.

Method 1: Use Built-In Compress Pictures

To compress images in a PowerPoint on Mac:

• Open the PowerPoint file
• Select the images to compress
• Go to the Picture Format tab
• Click Compress Pictures
• Choose compression quality option
• Click Apply to All Pictures

Benefits: Quick, easy, maintains high image quality.

Drawbacks: Only compresses images, not other media.

Method 2: Compress Media

To compress videos, gifs, and other media in a PowerPoint on Mac:

• Click on File
• Select Compress Media
• Choose desired compression quality
• Click Apply

Benefits: Compresses all media, not just images.

Drawbacks: Can reduce media quality at high compression.

Method 3: Export As PDF

Exporting as PDF can dramatically reduce file size:

• Select Export As
• Select Reduced Size PDF

Benefits: Often results in smallest files.

Drawbacks: Loses PowerPoint editing capabilities.

Method 4: Use Third-Party Software

Third-party apps like Smallpdf and Zamzar provide additional compression options:

• Upload PowerPoint file
• Choose compression settings
• Download compressed file

Benefits: Very high compression ratios.

Drawbacks: Requires downloading software.

Tips for Maximum PowerPoint Compression

Follow these tips in addition to compression methods:

• Delete unused slides and media
• Resize oversized images
• Convert 3D objects to 2D images
• Use JPEG, PNG, or GIF instead of BMP
• Check compression settings in PowerPoint Preferences

Compressing PowerPoint presentations on a Mac is easy with built-in tools like Compress Pictures and Compress Media. For maximum compression, export as PDF or use third-party software. Following best practices for inserting and formatting images, video, and audio can also reduce file size. Compressed PowerPoints load faster, share easier, and take up less storage space.

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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 976,960 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 Compress a PowerPoint on a Mac

• By: Scott Schwertly

Looking to make your presentation file size smaller on a Mac? Ethos3 is here to show you the way! All you have to do is follow these easy steps:

1. Scroll up to “File”

2. Scroll down to “Reduce File Size”

3. Select your compression size (220ppi is standard, as seen in the Screenshot 2)

That’s all there is to it! Your presentation has been compressed like a PB&J squished in a backpack!

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Compress PPT Presentations Online

May 8, 2023 by Hung Nguyen

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

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

How to Compress a PPT File for Free

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

Convert, compress, and download your PPT using Smallpdf

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

Will the Document’s Formatting Remain the Same?

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

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

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

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

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

Hurray for smaller presentations!

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5 Methods to Reduce the File Size of a PowerPoint Presentation

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

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

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

Jump to Solution

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

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

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

• 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.

(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.

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.

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

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How can I reduce the size of my PowerPoint file in Office for Mac 2008?

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Embedded pictures are the common cause for large PowerPoint files. Office for Mac 2008’s PowerPoint has a built-in tool that can compress your embedded images and shrink your PowerPoint file:

1. With PowerPoint open, click PowerPoint on the menu bar at the top of the screen and choose Preferences... 2. Choose the Save tab 3. At the bottom of the window, check the box for "Compress graphics files". This will automatically compress all graphics in your PPT files.

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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.

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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.”

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Reduce the Size of a PowerPoint File (Mac)

Compress pictures to reduce the presentation size in powerpoint 2016 for mac.

You can reduce the file size of a presentation and save disk space by compressing pictures in your document. The compression options reduce both the file size and picture dimensions based on how you intend to use the picture, such as viewing on screen or in an email message. You can compress all pictures in the file or just the ones that you select. 

Note: Compressing a picture to reduce the file size changes the amount of detail retained in the source picture. This means that after compression, the picture can look different than before it was compressed.

Compress pictures

To compress all pictures in your presentation, click File > Compress Pictures .

Select one of the following in the Picture Quality box:

Tip: If you have cropped any pictures, you can reduce the file size even more by selecting the Delete cropped areas of pictures check box.

Click Selected pictures only or All pictures in this file .

Note: If you used the File menu to choose all pictures in step 1, these options will be unavailable. Compression will be applied to all pictures in your presentation.

Compress your media files

You can improve playback performance and save disk space by compressing your media files.

(This feature is available in PowerPoint for Windows, but not on PowerPoint for Mac or PowerPoint for the web.)

Open the presentation that contains the audio or video files.

On the File tab, select Info , and then in the Multimedia section, select Compress Media *.

* Embedded subtitles and alternate audio tracks are lost in this compression process.

To specify the quality of the video, which in turn, determines the size of the video, select one of the following:

Full HD (1080p)      Save space while maintaining overall audio and video quality.

HD (720p)      Quality will be comparable to media which is streamed over the Internet.

Standard (480p)      Use when space is limited, such as when you are sending presentations via e-mail.

Figure: Media compression in progress

On the File tab, select Info , and then in the Media Size and Performance section, select Compress Media *.

Presentation Quality      Save space while maintaining overall audio and video quality.

Internet Quality     Quality will be comparable to media which is streamed over the Internet.

Low Quality      Use when space is limited, such as when you are sending presentations via e-mail.

Important:  Certain older video file formats may not compress or export properly in Office on a Windows RT PC. Instead, use modern media formats such as H.264 and Advanced Audio Coding (AAC), which PowerPoint 2013 RT supports. Want to know what version of Office you’re using?

Check the following article to know more about Tips for improving audio and video playback and compatibility .

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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!

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

Compress Video and Audio Media in PowerPoint

by Avantix Learning Team | Updated April 6, 2021

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

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

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

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

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:

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

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

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

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More resources

How to Embed a YouTube Video in PowerPoint

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

A Beginner's Guide to Video Formats in PowerPoint

How to Highlight Text in PowerPoint (5 Ways)

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

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Keynote User Guide for Mac

• What’s new in Keynote 14.0
• Intro to Keynote
• Intro to images, charts, and other objects
• Create a presentation
• Choose how to navigate your presentation
• Open or close a presentation
• Save and name a presentation
• Find a presentation
• Print a presentation
• Undo or redo changes
• Show or hide sidebars
• Quick navigation
• Change the working view
• Expand and zoom your workspace
• Customize the Keynote toolbar
• Change Keynote settings on Mac
• Touch Bar for Keynote
• Create a presentation using VoiceOver
• Add or delete slides
• Reorder slides
• Group or ungroup slides
• Skip or unskip a slide
• Change the slide size
• Change a slide background
• Add a border around a slide
• Show or hide text placeholders
• Show or hide slide numbers
• Apply a slide layout
• Add and edit slide layouts
• Change a theme
• Add an image
• Add an image gallery
• Edit an image
• Add and edit a shape
• Combine or break apart shapes
• Draw a shape
• Save a shape to the shapes library
• Add and align text inside a shape
• Add 3D objects
• Add lines and arrows
• Animate, share, or save drawings
• Add video and audio
• Record audio
• Edit video and audio
• Add live video
• Set movie and image formats
• Position and align objects
• Use alignment guides
• Place objects inside a text box or shape
• Layer, group, and lock objects
• Change object transparency
• Fill shapes and text boxes with color or an image
• Add a border to an object
• Add a caption or title
• Add a reflection or shadow
• Use object styles
• Resize, rotate, and flip objects
• Move and edit objects using the object list
• Add linked objects to make your presentation interactive
• Select text
• Copy and paste text
• Use dictation to enter text
• Use accents and special characters
• Format a presentation for another language
• Use phonetic guides
• Use bidirectional text
• Use vertical text
• Change the font or font size
• Add bold, italic, underline, or strikethrough to text
• Change the color of text
• Change text capitalization
• Add a shadow or outline to text
• Intro to paragraph styles
• Apply a paragraph style
• Create, rename, or delete paragraph styles
• Update or revert a paragraph style
• Use a keyboard shortcut to apply a style
• Adjust character spacing
• Add drop caps
• Raise and lower characters and text
• Format fractions automatically
• Create and use character styles
• Format dashes and quotation marks
• Format Chinese, Japanese, or Korean text
• Set tab stops
• Format text into columns
• Adjust line spacing
• Format lists
• Add a highlight effect to text
• Add mathematical equations
• Add borders and rules (lines) to separate text
• Add or delete a table
• Select tables, cells, rows, and columns
• Add or remove rows and columns
• Move rows and columns
• Resize rows and columns
• Merge or unmerge cells
• Change the look of table text
• Show, hide, or edit a table title
• Change table gridlines and colors
• Use table styles
• Resize, move, or lock a table
• Add and edit cell content
• Format dates, currency, and more
• Create a custom cell format
• Highlight cells conditionally
• Format tables for bidirectional text
• Alphabetize or sort table data
• Calculate values using data in table cells
• Use the Formulas and Functions Help
• Add or delete a chart
• Change a chart from one type to another
• Modify chart data
• Move, resize, and rotate a chart
• Change the look of data series
• Add a legend, gridlines, and other markings
• Change the look of chart text and labels
• Add a chart border and background
• Use chart styles
• Animate objects onto and off a slide
• Animate objects on a slide
• Change build order and timing
• Add transitions
• Present on your Mac
• Present on a separate display
• Present on a Mac over the internet
• Use a remote
• Make a presentation advance automatically
• Play a slideshow with multiple presenters
• Add and view presenter notes
• Rehearse on your Mac
• Record presentations
• Check spelling
• Look up words
• Find and replace text
• Replace text automatically
• Set author name and comment color
• Highlight text
• Add and print comments
• Send a presentation
• Intro to collaboration
• Invite others to collaborate
• Collaborate on a shared presentation
• See the latest activity in a shared presentation
• Change a shared presentation’s settings
• Stop sharing a presentation
• Shared folders and collaboration
• Use Box to collaborate
• Create an animated GIF
• Post your presentation in a blog
• Use iCloud Drive with Keynote
• Export to PowerPoint or another file format
• Reduce the presentation file size
• Save a large presentation as a package file
• Restore an earlier version of a presentation
• Move a presentation
• Delete a presentation
• Password-protect a presentation
• Lock a presentation
• Create and manage custom themes
• Transfer files with AirDrop
• Transfer presentations with Handoff
• Transfer presentations with the Finder
• Keyboard shortcuts
• Keyboard shortcut symbols

Reduce a presentation’s file size in Keynote on Mac

If your presentation includes image, audio, or video files, you can reduce its file size to make it easier to send, post, or share.

If you don’t want to permanently change your original presentation, you can save a copy of it with a smaller file size instead.

Choose File > Reduce File Size (from the File menu at the top of the screen).

Select the adjustments you want to make:

Scale down large images: Images are scaled to the resolution used in the presentation while preserving visual quality. For example, if you added a photo to your presentation and resized it to be smaller, selecting this option removes the unused image data.

Note: Whether or not you select this checkbox, if an image is in a format that can’t be viewed on iPhone or iPad, it’s automatically converted to a format that can.

Remove trimmed parts of movies and audio: If you trimmed the start or end of movies or audio clips (using the controls in the Format sidebar), the trimmed portions are deleted.

Most compatible (H.264): Movies in your presentation are converted to H.264 format, which plays on most iOS devices, iPadOS devices, and Mac computers.

Note: H.264 doesn’t support alpha channels, so transparency is converted to a black background.

High efficiency (HEVC): This format option appears only if you’re using macOS 10.13 or later and your Mac supports hardware HEVC encoding. Movies in HEVC format have the best quality at the smallest file size, but they can be played only on devices with iOS 11, iPadOS 13, or later, and Mac computers with macOS 10.13 or later.

If you’re using macOS 10.13 or later and Keynote 8.0 or later and you select this format, you can later add HEVC files to the reduced-size presentation or copy. For more information about HEVC, see this Apple Support article .

Preserve original format: This option retains the current movie formats. In this case, any movies in formats incompatible with iOS or iPadOS aren’t optimized and therefore don’t play on iOS or iPadOS devices.

Movie Quality: Set the maximum resolution for movies. Movies with a resolution smaller than the maximum aren’t scaled up.

Click one of the following buttons to apply the adjustments:

Reduce This File: Applies the settings to the original presentation.

Reduce a Copy: Applies the settings to a copy of the presentation and preserves the original presentation. Enter a name for the copy of the presentation and choose where to save the copy, then click Save.

Note: It’s possible to choose a combination of options that makes the file size larger.

How to Compress a PowerPoint with Audio on Windows and Mac

Famous for presentation, business, and other fields, PowerPoint is a slideshow used for delivering presentations or providing visual aids. Meanwhile, a presenter usually inserts multimedia files like audio and video to get the spectator's attention, allowing them to convey their message well.

However, there are moments when the playback is not playing smoothly. Or, perhaps you want to send the PPT file with audio to someone. The solution is to compress the PPT or the audio file from the PPT. Therefore, this post will explain the default and great alternatives you may use. You will also know how to compress a PowerPoint with Audio on Mac and Windows.

Part 1. How to Compress PowerPoint with Audio

Part 2. other ways to compress a powerpoint file, part 3. faqs on compressing powerpoint with audio, 1. use the default compressing tool in powerpoint.

PowerPoint comes with a built-in tool for compressing audio and video media to help you constrict file size. In this way, you can improve the performance of the audio playback. Also, compressing your media file size can help reduce the file size of the PPT file. Most especially when the media file is embedded, the compression tool of PPT can significantly reduce the file size.

Tip: Note that online videos cannot be compressed using the default compression tool in PowerPoint.

2. Use Video Converter Ultimate's Audio Compressor

Video Converter Ultimate helps you to reduce the size of an audio file significantly. This program has been made specifically to convert audio and video files. More than that, it can also assist you in compressing media files of various audio formats. As a matter of fact, compressing up to 95% is possible with this program. You can save 117 MB from 122 MB media size.

On top of that, parameters including the bitrate, sample rate, and output format can be modified. In other words, you have full command over your audio files. If you wish to learn how to compress a PowerPoint file with audio, see the instructions below.

Video Converter Ultimate

• Customize format, size, bitrate, and channel.
• Compress files with little quality loss.
• Supports batch compression.
• It is not internet-dependent.

Start by downloading the program. Simply click on either of the Free Download buttons above. You can choose between the Mac and Windows installers. Now, follow the setup wizard to install the app and launch it afterward. Acquaint with the interface and functionalities once the program is launched.

Next, import your target audio file to compress. Navigate the Toolbox tab and access the Audio Compressor option. Next, a new window will appear. From here, click on the Plus button to import the audio file. Locate the audio you prefer to compress and double-click on it to upload.

Once the audio file is uploaded, the compression panel will appear. You can set the compression rate to your desired file size from this window by moving the slider ball. Also, you may modify the output format and bitrate. After setting up, hit the Compress button at the bottom right corner of the interface.

After compressing the audio file, you can now embed it into your PowerPoint presentation. Simply open the presentation, go to the Insert tab in the Ribbon , and go to the Audio option. Select Audio on My PC . Lastly, locate and upload the compressed file to the presentation.

1. VLC Media Player

VLC Media Player is a free tool that allows you to compress audio and video files. It can effectively downscale the media size of an audio file, yet the process can be a bit difficult to set up. As a matter of fact, it supports many audio formats, like MP3 and M4A. Meanwhile, here is how to operate this app to compress PowerPoint with audio.

2. MP3Smaller

If you are up for an online tool, MP3Smaller can get this job done. It can resize audio files without installing anything on your device. You also do not need to cut or trim the audio file because it can effectively compress audio files with preserved quality. Here is a simple guide to compressing PowerPoint with audio online.

Further Reading

• Online Audio Cutter - Cut Audio Files With Ease
• How to Add Music Background to PowerPoint Presentation [in Details]

What makes the size of my PowerPoint huge?

The reasons lie in attaching multimedia files, such as large images, video, and audio files, and using different elements.

How do I compress a PowerPoint file without losing quality?

Since PowerPoint comes with a trimmer feature, you can cut the unwanted parts of the audio file to reduce the file size without losing the quality.

How do I send PowerPoint via email?

If you wish to send PPT using email, you should compress the file into a zip file or compress your presentation's attachments.

Those are the programs you can use to compress audio files or PowerPoint with audio files. You may also utilize them to learn how to compress PowerPoint audio files on Mac and Windows systems. Suppose you wish to send via email or reduce the PPT presentation to save space, the tools are provided to help you with this problem.

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How to change a PowerPoint slide size or dimension? This page shows you the full guide to resize a PowerPoint slide in 2007, 2010, 2011, 2013, 2017, 2018, etc.

You may think the best download PowerPoint templates are those that you need to spend money on. This guide shares you top 10 sites to get them for free.

Can I make a picture background transparent in PowerPoint? How do I remove background in PowerPoint? Learn how to remove picture background using PowerPoint.

Video Converter Ultimate is excellent video converter, editor and enhancer to convert, enhance and edit videos and music in 1000 formats and more.

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Fixing Font Not Showing Up in PowerPoint on Mac: Simple Solutions

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As someone who has had to deal with the frustrating issue of fonts not showing up in PowerPoint on Mac, I understand the importance of having a visually appealing presentation that is easy to read for your audience. There are several reasons why this problem may occur, including having too many fonts installed on your computer or not installing the font in the correct location.

One solution to this problem is to prioritize the fonts you use in your presentation. This can be done by using the Terminal app on your Mac to move the fonts you need to the top of the list. Another solution is to ensure that the font is installed in the correct location. When you install a font on your Mac, it is important to make sure that it is installed in the “Computer” group rather than the “User” group.

It is important to remember that the fonts you choose for your presentation can greatly impact its visual appeal and readability. Taking the time to troubleshoot font issues and ensure that your fonts are installed correctly can make a significant difference in the overall quality of your presentation.

JUMP TO TOPIC

Utilizing Font Book for Font Management

Embedding fonts in powerpoint presentations, selecting the right font style and size, ensuring compatibility across different platforms, dealing with missing fonts and compatibility issues, optimizing font files for smaller file sizes, installing and managing fonts on mac for powerpoint.

When it comes to creating a PowerPoint presentation, choosing the right font can be crucial. However, sometimes the font you want to use may not be available in PowerPoint. In this section, I will discuss how to install and manage fonts on Mac for PowerPoint.

Font Book is a font management application that comes with macOS. It allows you to install, organize, and preview fonts on your Mac. Here are the steps to install a font using Font Book:

• Download the font file to your Mac.
• Double-click the font file to open it in Font Book.
• Click the “Install Font” button in the lower-right corner of the Font Book window.

Once you have installed a font, you can use it in PowerPoint by selecting it from the font list.

If you want to use a custom font in your PowerPoint presentation, but you’re not sure if the font is installed on the computer you’ll be presenting on, you can embed the font in the presentation. Here’s how to embed fonts in PowerPoint:

• Click on “File” in the top-left corner of the PowerPoint window.
• Click “Options” in the left-hand menu.
• Click “Save” in the left-hand menu.
• Check the “Embed fonts in the file” box.
• Choose whether to embed only the characters used in the presentation or all characters.
• Click “OK” to save the changes.

Embedding fonts will increase the file size of your presentation, but it ensures that the font will be displayed correctly on any computer.

In conclusion, managing fonts on Mac for PowerPoint is a straightforward process. With Font Book, you can easily install, organize, and preview fonts on your Mac. And if you want to use a custom font in your presentation, embedding the font will ensure that it’s displayed correctly on any computer.

Enhancing Readability and Visual Appeal

When it comes to creating a presentation, the visual appeal and readability of the content are of utmost importance. The right font style and size can make a significant impact on how well the audience can comprehend the information presented. As a designer, I believe that typography plays a crucial role in conveying the tone and impact of the message.

Selecting the right font style and size is essential to make the content legible and visually appealing. The font style should match the tone of the message and the overall design of the presentation. For example, if the presentation is formal, a serif font like Times New Roman or Georgia would be appropriate. On the other hand, if the presentation is informal, a sans-serif font like Arial or Calibri would be more suitable.

The font size should be large enough to be readable from a distance. A font size of 24 to 32 points is ideal for body text, while a font size of 36 to 48 points is suitable for headings. However, it’s crucial to strike a balance between font size and the amount of text on each slide. Too much text can make the presentation cluttered and difficult to read, even with the right font size and style.

One of the most common issues faced by Mac users is the missing fonts in PowerPoint. It’s essential to ensure that the fonts used in the presentation are compatible with different platforms to avoid this issue. Using free fonts available on the internet can be a tempting option, but it’s crucial to check their compatibility before using them in a presentation.

Professional designers recommend using fonts from reputable sources to ensure compatibility and quality. It’s also essential to check the font licensing agreement before using any font in a presentation. Some fonts may have restrictions on usage, and violating these restrictions can lead to legal issues.

In conclusion, enhancing the readability and visual appeal of a presentation requires careful consideration of font style, size, and compatibility. By following best practices and using professional fonts, designers can create memorable and consistent presentations that convey the message effectively.

Navigating Font Challenges in PowerPoint

When it comes to PowerPoint presentations, fonts are an essential element that can make or break the overall design and aesthetic appeal. However, Mac users may face some challenges when it comes to using fonts in PowerPoint. In this section, I will discuss some of the common font issues that Mac users may encounter and provide some tips on how to navigate these challenges.

One of the most common issues that Mac users may face when working with PowerPoint is missing fonts. This can happen when a font that was used in a presentation is not installed on the computer where the presentation is being opened. When this happens, PowerPoint will automatically substitute the missing font with a default font, which can affect the overall design and layout of the presentation.

To avoid missing font issues, it is important to ensure that all the fonts used in the presentation are installed on the computer where the presentation will be opened. If you are unsure whether a font is installed on a computer, you can check the Font Book on a Mac or the Fonts folder on a PC. Additionally, it is important to note that some fonts may not be compatible with PowerPoint, especially if they are OpenType or PostScript fonts.

Another issue that Mac users may encounter when working with PowerPoint is large file sizes. This can be especially problematic if you need to share your presentation with others or if you need to upload it to a website or cloud storage service. One way to reduce the file size of a PowerPoint presentation is to optimize the font files.

There are a few ways to optimize font files for smaller file sizes. One way is to use a font management tool, such as FontExplorer X or Suitcase Fusion, to remove any unnecessary font data from the font files. Another way is to convert the fonts to a different format, such as TrueType or OpenType, which can be more efficient in terms of file size.

In conclusion, font issues can be a frustrating challenge for Mac users working with PowerPoint. However, by following these tips and being mindful of font compatibility and file size optimization, you can ensure that your presentations look their best and are easily shareable.

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