powerpoint reduce size of presentation

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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

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• ↑ 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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Blog > Compress PowerPoint to reduce the file size

Compress PowerPoint to reduce the file size

02.12.20   •  #powerpointtips.

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

Compress images

Compress videos and audios.

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

Compress PPT as ZIP- file

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

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

Compress selected pictures

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

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

Compress all images while saving the PPT file

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

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

Compress videos and audios in PPT

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

Online video compressor

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

Links instead of videos

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

Convert PPT to PDF

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

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

Get rid of 3D models

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

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

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

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

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

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

How can I reduce the size of a PowerPoint file?

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

How do I compress a video in PowerPoint?

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

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How to Reduce the Size of a PowerPoint Presentation

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

Reducing the size of the images

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

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

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

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

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

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

• File tab > Options > Save.

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

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

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

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

To do this, go to: 

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

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

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How to Reduce the File Size of Your PowerPoint Presentation

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

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

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

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

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

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

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

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

2. Crop Photos With an Image Editor

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

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

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

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

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

3. Edit Images Outside PowerPoint

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

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

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

4. Compress Your Pictures

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

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

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

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

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

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

5. Link Videos

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

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

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

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

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

6. Use the Latest Formats

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

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

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

Save on Space

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

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

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

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

• You can easily compress a PowerPoint file's size, which makes it easier to share and save.
• When you compress your PowerPoint, you'll have to reduce the quality of any music, videos, or pictures you have in your slideshow.
• Once you've compressed your PowerPoint, it will load faster, but the media in it may not look as good.
• Visit Business Insider's Tech Reference library for more stories .

At some point in your slideshow-creating life, you've probably saved a PowerPoint presentation and realized that the file size is entirely too large. 

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

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

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

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

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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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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 to Compress a PowerPoint

• PowerPoint Tutorials
• Miscellaneous
• April 22, 2019

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

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

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

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

Table of Contents

[watch] 6 ways to compress a powerpoint presentation.

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1. Compress Images in PowerPoint

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

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

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

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

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

To compress your images in PowerPoint, follow these steps.

1. Open the Picture Format tab

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

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

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

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

2. Select the Compress Pictures command

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

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

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

3. Choose your compression options

You have two main compression options to choose from:

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

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

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

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

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

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

4. Choose your resolution

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

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

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

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

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

5. Click OK

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

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

2. Compress Videos in PowerPoint

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

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

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

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

1. Select the File tab

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

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

2. Select the Info tab

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

3. Open the Compress Media dropdown

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

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

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

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

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

4. Choose a compression file size

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

• Full HD (1080p)
• Standard (480p)

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

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

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

5. Wait as PowerPoint compresses your videos

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

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

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

3. Clean out the Master Views in PowerPoint

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

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

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

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

A. Slide Master - Hidden graphics

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

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

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

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

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

B. Handout Master - Hidden graphics

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

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

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

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

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

C. Notes Master - Hidden graphics

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

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

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

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

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

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

4. Swap out 3D Models and Other Media

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

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

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

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

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

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

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

5. Convert PowerPoint to PDF

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

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

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

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

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

6. Compress PowerPoint as a ZIP File

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

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

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

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

How to create a compressed (zipped) folder

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

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

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

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

How to extract a compressed (zipped) folder

To decompress a zipped file, simply:

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

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

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

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

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

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

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

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

File Size Optimization: Here’s How!

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

1. Remove Unused Slides, Pictures, and Videos

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

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

2. Compress Inserted Images

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

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

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

3. Discard Editing Data for Images

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

4. Avoid Creating Image Effects with PowerPoint

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

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

5. Check the Master Slide

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

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

Extra Tip: Use File Size Optimization Tools

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

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

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

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

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How to compress PowerPoint files.

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

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

When is compressing a PowerPoint file beneficial?

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

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

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

Steps: How to compress a PowerPoint file.

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

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

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

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

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

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

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

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

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

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

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

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

Compress a PowerPoint file as a PDF.

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

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

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

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

Compress PowerPoint files as a ZIP file.

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

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

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

Compressing PPT files on macOS and Windows.

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

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

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

For Windows, follow these instructions:

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

Tips on how to reduce PowerPoint file size.

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

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

More resources to work with your files.

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

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

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

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

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

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

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Reduce the file size of your PowerPoint presentations

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

Compress pictures in your presentation

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

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

Under Compression options , do any of the following:

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

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

Under Resolution , select Use default resolution .

Under Compression options , do either of the following:

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

Delete image editing data and lower default resolution

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

Go to File > Options > Advanced .

Under Image Size and Quality , do the following:

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

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

Reduce the character set of embedded fonts

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

Go to File > Options > Save .

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

Reduce the file size of your Excel spreadsheets

Reduce the file size of your Word documents

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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.

Quick Links

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

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

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

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

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

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

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

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

The image or images will now be compressed.

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

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

When ready, click “OK.”

Compress PPT

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Why compress ppt files.

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

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Home Blog PowerPoint Tutorials PowerPoint Slide Size: What is the Best Size for a Presentation

PowerPoint Slide Size: What is the Best Size for a Presentation

Whether you’re a business professional, educator, or public speaker, understanding what are the optimal slide dimensions can enhance the impact of your presentation. This guide will walk you through everything you need to know about the size of your PowerPoint presentation, from the basics to advanced tips.

What is the PowerPoint Slide Size?

PowerPoint slide size refers to the dimensions of the slides within your PowerPoint presentation. These dimensions determine how your content is displayed in a monitor or projector, and can significantly affect the overall look and feel of your presentation.

The most common slide sizes in PowerPoint are 16:9 (widescreen) and 4:3 (standard).

Choosing the right slide size is essential as it impacts how your content is perceived and ensures compatibility with various display devices. Once you define the optimal slide size for your next presentation, you can change the slide dimensions in PowerPoint following the steps described in our article.

It is important to understand the differences between Aspect Ratio and Pixel Dimensions.

The specific pixel dimensions for a standard 16:9 slide are 1920 pixels in width by 1080 pixels in height.

Understanding Aspect Ratio vs. Pixel Dimensions

Aspect ratio vs. pixel dimensions: what’s the difference.

When defining the optimal slide size for your presentation, it’s important to understand the difference between aspect ratio and pixel dimensions, as these terms often cause confusion but are critical for creating well-designed presentations.

Aspect Ratio

The aspect ratio refers to the proportional relationship between the width and height of your slide. It’s expressed as two numbers separated by a colon, such as 4:3 or 16:9. The aspect ratio defines the shape of your slide and how it will appear on different screens.

Pixel Dimensions:

Pixel dimensions, on the other hand, specify the total number of pixels in the width and height of your slide. This measurement determines the resolution and quality of your images and text in your PowerPoint slide size. For example:

• 1920 x 1080 pixels: This is a common dimension for a 16:9 aspect ratio, known as Full HD. It provides high clarity and detail, making it suitable for large screens and high-resolution displays.
• 1024 x 768 pixels: This dimension matches a 4:3 aspect ratio and is often used for smaller screens or lower resolution displays. It’s less detailed than 1920 x 1080 but can be effective for standard printouts or older projectors.

Why both slide size definitions matter? Understanding both aspect ratio and pixel dimensions is important because they impact how your PowerPoint slide size is viewed across different devices and formats. Here’s why:

• Consistency Across Devices: Ensuring your aspect ratio is compatible with the display device prevents issues like black bars on the sides (letterboxing) or content being cut off (cropping).
• Clarity and Detail: Choosing appropriate pixel dimensions ensures that your images and text appear sharp and clear, avoiding pixelation or blurriness.
• Professional Appearance: Matching the right aspect ratio and pixel dimensions helps maintain a polished and professional look, whether you’re presenting on a large screen, sharing a PDF handout (as we will see later), or displaying your slides online.

The Impact of Slide Size on Different Industries

Different industries have unique needs when it comes to presentation slide sizes. For instance:

• Business: Corporate presentations often require widescreen formats (16:9 slide size) to showcase detailed charts and data on modern projectors and screens. However, in some environments there are still projectors using the traditional 4:3 aspect ratio format for slide sizes.
• Education: Lectures and workshops benefit from both 16:9 and 4:3 formats, depending on the teaching aids and screen setups used.
• Design: Creative professionals need to create visually appealing slides that may require custom dimensions to stand out and effectively communicate their ideas.

Best Practices for Choosing a Proper Slide Size for your Presentation

When selecting an optimal PowerPoint slide size, consider the following:

• Audience and Venue: Tailor your slide size to the screen size and setup of your presentation venue. Widescreen (16:9) is typically best for large screens, while standard (4:3) works well for print distributions.
• Presentation Type: Webinars and online presentations held via Zoom or Teams , for example, often benefit from widescreen formats, while in-person meetings might require flexibility.
• Aesthetics vs. Functionality: Balance visual appeal with readability and content integrity.

When creating PDF handouts from your PowerPoint presentation, it’s also important to choose a convenient slide size that ensures readability and clarity in print.

The 4:3 aspect ratio is generally preferred for printed handouts as it aligns well with standard paper sizes such as A4 or Letter. This format ensures that your content fits neatly onto the page without excessive margins or cropping.

Additionally, using 4:3 for print ensures that text and graphics are appropriately scaled, maintaining the legibility and professional appearance of your handouts. This consideration is essential for creating effective printed materials that complement your live presentations.

Overcoming Challenges with Slide Size

Adapting content for different slide sizes.

Resizing images and adjusting layouts can be challenging. Here are some tips:

• Resizing Images: Ensure that images maintain their aspect ratio to avoid distortion.
• Text Adjustments: Modify font sizes and text boxes to fit the new slide dimensions without compromising readability.
• Consistency: Keep a consistent layout throughout your presentation to maintain a professional look.

Dealing with Mixed Slide Sizes in a Presentation

Sometimes, you may need to integrate slides with different dimensions. Here’s how:

• Transition Techniques: Use smooth transitions to blend slides of varying sizes seamlessly.
• Tools and Add-Ins: You can use PowerPoint add-ins that help manage and standardize slide sizes across your presentation.

Advanced Tips for Custom Slide Sizes

When it is time to innovate, the PowerPoint slide size can also play an important role. If you are considering to create a presentation for digital signage, or non traditional devices, choosing a custom PowerPoint slide size can help to achieve this. Here are some ideas and ways you can innovate by choosing a different slide size:

• Unique Dimensions: Create custom slide sizes for branding or special events.
• Custom Branding: Use non-standard slide sizes to align with your brand identity and marketing materials.
• Innovative Uses: Experiment with different dimensions to create unique visual experiences.

For example, to create high-quality digital signage content, you’d need to set the PowerPoint slides to a 1920×1080 resolution in vertical (portrait) or horizontal (landscape) mode, which are the typical digital sign screen sizes.

Understanding what is the optimal slide size and how to configure it is essential for creating effective and engaging presentations. By optimizing your slides, and overcoming common challenges, you can ensure your visual aids are impactful and professional. Keep experimenting with different sizes and formats to find what works best for your needs. Remember, the key to a successful presentation lies in the details—choosing the right slide size is one of them.

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Take the snooze out of your PowerPoint presentations

The design of your slide show can be a snooze fest if you don’t incorporate strategies to make your presentation more visually appealing and the delivery of your talk more engaging. It is easy to create a poorly designed presentation. The following are mistakes that presenters often make:

• Information Overload : Too much information crammed onto slides.
• Lack of visual appeal : Generic templates, clip art, and low-quality graphics.
• Poor Design Choices : Inconsistent fonts, colors, and formatting, along with cluttered layouts
• Reading from Slides : Presenters who read directly from their slides instead of engaging with the audience contribute to the phenomenon of Death by PowerPoint. This approach fails to add value beyond what is already on the slide.
• Overuse of Bullet Points : Bullet points can be effective for organizing information, but overusing them leads to text-heavy slides that overwhelm audiences.
• Lack of Interaction : Presentations that lack opportunities for audience interaction or participation feel one-sided and impersonal.

Use the strategies below to enhance your next presentation and to save your audience from “Death by PowerPoint.”

• Use Visual Elements : Incorporate visuals such as images, icons, charts, and graphs to enhance understanding and add visual interest to your slides. Visuals can help break up text-heavy slides and make complex information more digestible. You can find images at Pixabay and Adobe Stock .
• Limit Bullet Points : While bullet points can be an effective way to organize information, avoid overcrowding slides with too many bullet points. Instead, use them sparingly to highlight key points or list items. Consider breaking up lists into multiple slides for better readability.
• Use White Space : Embrace white space in your slide design to create breathing room and improve readability. White space helps reduce visual clutter and directs attention to important elements on the slide. Don’t be afraid to leave areas of the slide blank to allow content to stand out.
• Emphasize Visual Hierarchy : Establish a clear visual hierarchy on each slide to guide your audience’s attention. Use font size, color, and formatting to differentiate between headings, subheadings, and body text. Ensure that important information stands out visually.
• Use Color Strategically : Strategically incorporate color to enhance visual appeal. Stick to a cohesive color palette and avoid using too many colors that may distract from the content. Use color to emphasize key elements or highlight important information.
• Embrace Slide Efficiency : Each slide should convey a single idea or concept, allowing for deeper engagement and understanding.
• Seek Feedback : Before finalizing your presentation, seek feedback from colleagues or peers on your slides’ visual design and readability. Their input can help identify areas for improvement and ensure that your presentation effectively communicates your message.
• Practice : Use PowerPoint’s Speaker Coach feature to practice your presentation.

By implementing these tips, you can create a more impactful presentation.

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Most Efficient Way on How to Compress Images in PowerPoint

There are many reasons why compressing images on your slides is the wisest thing to do. The PowerPoint software may give a slow-loading page when working with multiple images or dealing with photos with heavy file sizes. On the other hand, file sharing over cloud computing storage may take a long time, or worse, it is not supported when sending files via email, given that it is only limited to 25MB. Yet, PowerPoint software features a built-in compressor that allows users to minimize image sizes to overcome this limitation. In this article, stay further and know the ultimate way of PPT image compression .

Part 1. How to Compress Pictures in Powerpoint

Part 2. limitations to compress pictures in powerpoint, part 3. better ways to ppt image compression, part 4. faqs on compressing photos in ppt.

As we all know, PowerPoint is a valuable tool that helps people create presentations through a series of digital slides. With the tool, you can add text, graphs, pictures, and even transitions and effects whenever you prefer. However, most people must learn that PowerPoint can also shrink picture size when an image can cause a file size that is too heavy once the presentation is finished. Beneath, you can follow the steps on how to make pictures smaller in PowerPoint without needing any third-party application.

Step 1 Open the PowerPoint presentation software on your computer and add the pictures you wish to compress.

Step 2 Afterward, head over to the Picture Tools tab, which you can see in the upper corner of the screen.

Step 3 Next, select the Compress Picture button. On the pop-up window, you can pick from the following compression options that will meet your project needs on the Resolution box.

Step 4 Finally, select OK and save the PowerPoint shrink picture size once you are finished.

The compression feature in PowerPoint presentation can be a great solution, but only to an extent. When you need to PowerPoint compress images, keep in mind certain limitations you may have to face, which are listed below:

Decrease image quality: when presenting on a big screen, the images in your PowerPoint slide may appear pixelated when the compression rate is high. So, cropping the original image may be the best thing to do if compressing the image will make each slide suffer.

Format Support: When your PowerPoint shrinks picture size in JPG and PNG format, PowerPoint presentation is a sufficient tool for your compression needs. However, this tool is limited when working with lossless files like SVG or EPS.

Larger File Size: despite compressing images with the tool, several users still notice a bare difference between their original file and the compressed one. To solve this, you can export your slides to PDF or use another tool online to compress photos.

Knowing the pros and cons of using PowerPoint presentation when compressing pictures is necessary to maximize its usefulness. However, keep hope when you are facing limitations in PowerPoint. There are thousands of online tools, but AVAide Image Compressor Online rules are above the standard. This free tool allows users to shrink images without sacrificing the quality of images. It ensures that your file's resolution will be retained from 50-80 percent while seeing a drastic decrease in the file size.

Moreover, you can work on batch files and compress 40 images simultaneously. This way, you can save more time working with all of your images and have them compress in a single click. Moreover, AVAide Image Compressor Online generously supports multiple image formats, not limited to JPEG. You can shrink down large photos in PNG, Web, and GIF on the program.

Step 1 Land on the AVAide Image Compressor Page

Click the link provided above to land on the official site of the online compressor. You can open the tool on your preferred search engine using mobile phones, computers, or tablets.

Step 2 Upload Image

Next, hit the Choose File button to access your local file directory and select the images you want to trim the file size off. Alternatively, you can use the drag-and-drop feature when using a computer.

Step 3 Compress Photos

Once you upload the images, the tool will start to compress the images. This will take only seconds, depending on the speed of your internet.

Step 4 Save Output

Once the Finished status appears, you should see the compressed file size on the left corner of the status bar. Finally, hit Download to save the image.

• A Quick Guide to Editing Background Graphics in PowerPoint
• Full Guide to Resize Pictures with PowerPoint Easily

Can I compress all pictures in a PowerPoint at once?

Definitely yes! PowerPoint presentation allows users to compress images one by one or all at once. When you reach the Compression tool options, you can check and apply the compression on all images to do batch compression.

Where is the compress option in PowerPoint?

The compression option allows you to set your preferences when you use PPT built-in compressor. You can find this once you click the Picture tool and the Compress Picture button. On the other hand, you can look at the following options on the resolution box by cropping selected areas on the image, minimizing size for email sharing, and even trimming the image for a faster web page load.

Will the quality of your photos decrease when compressed?

As an absolute rule, the higher the compression rate on your image when you use the PowerPoint software, the lower the output quality will be. However, if you want to surpass a dramatic change in the resolution of your images, you can use AVAide Image Compressor Online.

Can I reduce the picture size in PowerPoint?

Ultimately, yes! Compressing images and reducing picture size are different solutions for saving digital space. By reducing image size, you can select the picture and click the crop button to cut out the size of an image.

Can I convert PPT slides to JPG?

Yes, you can convert your slide presentation into a JPG file instead of having it in a presentation file. In the PowerPoint settings, click Export and choose Pictures as your final output.

In this walkthrough, you have acquired the vital ways to compress images in PowerPoint and using an online tool. When you reduce picture size in Powerpoint , you can do it individually and by batch as long as you tick the right preference in the Compression setting. On the other hand, using AVAide Image Compressor online, your ultimate advantage is getting a high-quality image with a smaller file size.

By Jane Pineda on May 23, 2024

Image Compressor

Reduce the file size of an image online within seconds while preserving the quality. We support JPG, PNG, WEBP, GIF, and more.

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