How to Reduce File Size in PowerPoint

As you create your PowerPoint presentation, you add videos, images, audio, charts, and more slides. Over time, these can add up to a lot in terms of file size. The next thing you know, you’re having trouble sending it via email or sharing it with your peers. When this happens, of course, you can’t take out the images and videos you so painstakingly inserted in your slides. You should still preserve all the elements that make your presentation the way it is. Fortunately, there are many ways to significantly reduce PowerPoint file size.

Quick and Easy Way to Reduce Your PowerPoint File Size

Every element is important in your presentation, so if you’re going to have to reduce the file size, you must still maintain the integrity of your slideshow. Before you think about significantly reducing your PowerPoint presentation’s file size, you have to first make sure that the objects in your slides are optimized. This means they are in the lowest file size that is enough for your presentation. After all, you don’t need huge images to begin with.

So, for images, your file size shouldn’t exceed 1920×1080 pixels. It should also be a JPEG file as it has the lowest resolution compared to other file types. However, if you need an image with a transparent background such as a logo, then PNG is your choice.

Keep in mind that your images should be below 500KB for the best look of your images in your slides and in the projector. This will allow you to show clear pictures without compromising your file size. Furthermore, you should also consider how the image fits in your slide layout. So don’t hesitate to resize the images or even find a new one that has the right size and fits perfectly in your layout.

Compress Images to Reduce Presentation File Size

When you have images that are large, you can save them as a JPEG file. Just right click on the image, choose Save as Picture, and use this file for your slide.

Another way to make those images smaller in terms of file size is to compress them. To do this, you can select one or multiple images in your presentation. Just press down Shift and then click on the images to select them all. Then, the Picture Format tab will appear. Here, select the Compress Pictures option.

Once you press this option, a dialog box will appear. If you want to compress one image, select the “Apply only to this picture” option. If you want to compress multiple images you have selected, then make sure you deselect this option.

You can also select the “Delete cropped areas of picture” option. However, if you want to go back and edit these images, you can leave this option unchecked. You will also need to pick what resolution you want the images to be compressed down to. If your presentation is for projecting, you can choose 150ppi, which is ideal for displaying PowerPoint slideshows. If you’re just printing your slides, however, you can choose 330ppi.

Compress Media Files

Media files, such as video and audio, can also bulk up your file size. You can also compress these media files by following these steps.

In the File tab in the Ribbon, go to Info -> Media Size and Performance -> Compress Media.

Then, you will be presented with the option to compress your media files for Presentation Quality, Internet Quality, or Low Quality. Experienced presenters would tell you that Internet Quality compression would more often than not do the trick.

Use Third-Party Software to Reduce PowerPoint Size

When you’ve done all the tips above and your file is still too large, then you can get help from third-party software such as NX PowerLite. This is a paid software that you can use to reduce your PowerPoint presentations’ size. NX PowerLite not only supports compression for PowerPoint but also other file types including PDF, DOC, XLS, JPG, PNG and TIFF.

You can download a fully functional 14-day trial for NX PowerLite from the link given below.