Compress PowerPoint files (by up to 90%)

Huge PowerPoint files are often a nightmare to send by email. Fortunately, I know a few ways to reduce their size to manageable limits. [Mac users click here]


1) Use "Insert Picture"

Go to Insert > Picture > From File and select the picture you want to add. Never copy and paste the picture from elsewhere. This will cut as much as 90% off the file size.


2) Use JPEG format instead of BMP

If you encounter a BMP picture file that you need to insert into your presentation, go to Start > Programs > Accessories > Paint. Open the file in question, and select "save as". Click on the "save as type" and select JPEG. This should greatly reduce the file size and result in a smaller PowerPoint file.


3) Compress Pictures

Go to File > Save As > Tools > Compress Pictures, tick "compress pictures" and "delete cropped areas of pictures".

Unless you intend to make high resolution copies of the document, go to "Change Resolution" and select "Web / Screen".

Press OK and save the document. This has a huge effect on the file size if you are using very high resolution photos or illustrations.


4) Turn off "Fast Save"

Under Tools > Options > Save > Save Options, untick "Allow fast saves".


5) Use compressed folders (a.k.a ZIP files)

Right click on the PowerPoint file and select "Send To" > "Compressed (zipped) Folder".

I have seen a 1 megabyte Word document shrink by 70% of its size using this simple tip. This difference is very significant to the around 20% to 30% of the people still using dial-up access.


6) Remove preview picture

Under File > Properties > Summary, untick "Save Preview Picture". This saves a small amount of space.


6) Save in the latest PowerPoint format

If your PowerPoint file is made from an old computer, you can open it up and then save it as "Presentation (*.ppt)" format. This should help reduce the file size significantly when used in conjunction with the tips above.