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Compress PowerPoint Files

Compress PowerPoint files online for free. Reduce file size of PPT/PPTX/PPTM documents, select the PPT file and click the upload button.

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Compress PPT Presentations Online

July 12, 2024 by Hung Nguyen

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

We’re well into the 21st century, but many email servers still have a 20–25 MB size limit for attachments. This isn’t an inconvenience when you’re sending or receiving simple documents or files. But it can be a severe impediment when you work on presentations and PPT files regularly.

Basic presentations of only a few text-based slides are rarely too large to send via email. But once you start adding charts and images to a PowerPoint presentation with more than 20 slides, the size can rapidly balloon past the email size cap.

Using the compression tools built into Windows and macOS might save you 1–2 MB. Cloud-based storage involves multiple steps for you and the recipient, and file transfer services usually require registration.

Smallpdf offers a simpler alternative that requires no registration and can reduce PowerPoint file size by more than half.

How To Compress a PPT File for Free

Upload your ppt to our compress tool ., choose “basic” once the compress panel appears., once compression is complete, select “export as” instead of “download.”, choose “powerpoint (.pptx),” and on the next screen select “convert selectable text only” and then the “convert” button., after conversion, you can download your document, share it, or save it..

Convert, compress, and download your PPT using Smallpdf

What Happens When We Compress PowerPoint Files

Smallpdf can compress PowerPoint files more effectively than zipping by first converting them to a PDF. During this process, our compressor looks for repeated patterns and data, replacing them with unique identifiers. This results in a much smaller file.

If what you wanted was a smaller PDF, you can download this once the conversion and compression are complete. But to reduce PowerPoint file size, the “Export As” option allows you to turn the PDF back into a PPT file. The layout remains unchanged, and all fields can still be edited in PowerPoint.

Once your file has been compressed and converted, you can either download it to your device, share a link to the file, or save it to your Dropbox or Google Drive account. If you have a Pro subscription, you can also save it to your Smallpdf storage.

One caveat is that compression can sometimes affect non-standard fonts, special characters, and emojis. To reduce the risk of any text in your presentation from being changed, you can embed the fonts used in your PowerPoint file.

• With your presentation open in PowerPoint, select “Preferences.”
• Select “Save” under “Output and Sharing.”
• In the panel that opens, check the “Embed fonts in the file” option.

Emojis are usually replaced by the “undefined” glyph—a rectangle with an X—during compression. If your presentation must include emoji, turn them into images first and add the image to your slides.

Other Measures to Reduce PowerPoint File Size

There are a few other steps you can take to make your PPT file smaller before compressing it.

Each high-resolution image in your presentation can add 2 MB or more to the file size. Instead of removing images essential to the presentation, try optimizing them first. This guide will take you through the steps to using our Compress tool on your images. Once you have compressed all your images, replace the high-resolution version with the optimized version.

You can also compress images using PowerPoint. Go to File and select “Compress Pictures”. This will give you a variety of options that you can experiment with to see what effect it has on the image quality and the file size.

Embedding videos in your presentation will also inflate the file size. Although Smallpdf can’t help with compressing video files, there are other online services that can. Alternatively, consider uploading the video to YouTube and then adding a link to it in the presentation.

Once you have finished compiling your PowerPoint presentation, run through all the slides again to ensure all unused slides and slide masters have been removed. You can reduce PowerPoint file size substantially by following these steps, and then you can use our Compress tool to make it even smaller.

Maintaining Quality and Formatting

Whenever you compress PowerPoint files, there is always some risk of losing quality. Text and vector graphics will remain clear with well-defined edges, but other images could end up with slightly blurred edges. Opting for Basic compression reduces this risk while still giving you a much smaller file. But always check the results before sending your file.

Our compression tool also retains the original formatting. You can still edit any text in your presentation, along with shifting, resizing, or removing individual images.

When uploading a file to our Compress tool, you’re uploading a copy. The original file is never removed from your device. So, if you are unhappy with any results, you still have the uncompressed original to work with.

Go Pro and Get More Done

Smallpdf is free to use, and you don’t need to create an account. However, you are limited to two downloads a day using any of our more than 20 tools . If you create a Smallpdf account, you unlock a 7-day free trial with unlimited downloads and access to other Pro features. You can also download our Windows app, allowing you to compress PowerPoint files, JPGs, and other file types offline. After 7 days, you can switch back to a free plan with limited downloads or subscribe to a Pro, Team, or Business plan.

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Compress PPT Files

Here you can compress PowerPoint PPT, PPTX, PPTM and ODG files online and reduce their file size of up to 90% the original size. Just select the PowerPoint file (max 50MB) to compress and wait.

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Compress PowerPoint files

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Reduce the size of your PowerPoint files online with our FREE PowerPoint compressor. Easily compress PowerPoint files for email and more.

By using our compression tool you can reduce the size of your PowerPoint presentation by up to 90%. Try it now, it’s FREE.

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Our free PowerPoint compressor is super fast and has almost no limitations. Used another compression tool with success? Try our tool!

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We use the latest technology to compress your PowerPoint presentation. Want to email a presentation and it's too big? We got you covered. Simply upload your file and we will reduce the file size by up to 90%.

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Compress PPT Documents

Reduce and compress PowerPoint documents (.ppt, .pptx, .pptm, .odg) online to make them smaller, so you can better send them via email. You just need to select the PowerPoint file (~50MB) you want to compress.

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You can use this service as much as you need, there is no limitation on daily usage.

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All files are processed in the cloud, you do not need to install any software or plugin.

All Files Are Removed

Both uploaded and compressed documents are removed from our servers after a few hours.

Nothing to Configure

You just need to select the Office file you want to compress, there is nothing to configure.

Without Quality Loss

We use the best settings to maintain a good visual quality when compressing the file.

No Watermark

All compressed documents are free from watermarks, we do not add any logo on processed files.

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Usage of this document compressor is totally free for both home and business users.

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Have questions about this online service? That's good, you can contact us via email. If you don't receive a reply within seven (7) business days, please send again the message. We receive a lot of junk messages and your email may be automatically blocked by the anti-spam filter in some cases.

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PowerPoint Compressor

Use our free PowerPoint compressor tool to reduce the size of PPT files, so you can send them as emails and speed up your computer.

PowerPoint compressor features

How can i reduce the file size of a powerpoint file.

If you need to compress a PowerPoint presentation , you should always start with the native compression features in PowerPoint.

They can help you cropped areas of pictures and reduce the resolution of photos without affecting presentability.

If you need to further reduce the size of your PowerPoint, you can try things like compressing the file in a .zip folder, compressing the file as a PDF, or using an online PowerPoint compressor.

Why is my PowerPoint file so large?

The primary reason that PowerPoint files become very large is because of media - images, video, and audio.

You can have dozens or hundreds of text slides, and still maintain a small file size, but just one or two large images can drastically increase the file size of your PPT file.

If you would like to nerd out and see what is driving the size of your PowerPoint file, you can convert it to a .zip folder by renaming the file extension from .pptx to .zip, and then open up the .zip to see the sizes of the individual items within the file.

How do I send a large PowerPoint file?

To send a PowerPoint as an email attachment, you should try to keep it (or compress it to) under 20MB. The limit can be higher for certain email providers, but this will help to maximize your deliverability.

If you file is larger than 20-25MB, you should use a cloud file-sharing platform like OneDrive or Google Drive and send your recipient a link to download the presentation, rather than using an attachment.

Why is my PowerPoint so slow?

When PowerPoint files become very large, they can noticeably slow down your PowerPoint app and make it difficult to work.

In these cases, you may want to reduce the file size of your presentation to ensure you can work efficiently, and the app does not crash.

How do I create a PowerPoint with AI?

Creating a PowerPoint with AI is easy! You can use tools like Plus AI and Copilot to create a presentation from a prompt or an existing source document like a PDF or a Word doc.

Check out our list of the Best AI Presentation Makers to see what's out there, and the latest capabilities of these types of tools.

Will zipping a .PPTX file reduce its file size?

Interestingly, a .pptx file is actually already a zip folder with the contents of a presentation. If you change the file name of your .pptx file to .zip, you can open it like a normal .zip folder and view the contents of your presentation.

Nevertheless, it seems like "rezipping" the already compressed files can reduce the size of your .pptx document.

How to I reduce the file size of a PPT as a PDF?

Sometimes you can reduce the file size of a PowerPoint presentation by exporting it as a PDF document.

When going through this process, you can change the desired quality of the PDF document, and selecting a lower quality will reduce the size of the PPT file.

You may also notice differences between the size of the PDF file from a PPT export when using Windows or Mac because they use different PDF utilities, so that is another way to experiment with reducing the file size of your PDF.

Can I reduce the file size of a PDF file?

PDF files can sometimes be larger than the original document, and if you are trying to send a presentation as a PDF attachment in an email, that might be a problem.

To reduce the size of your PDF, try opening the PDF in Adobe Acrobat and using the "Reduce file size" feature.

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Choose Files:

Compression settings:, output files:.

To compress all output files in a ZIP file, click " " icon on the right, then click "Add to ZIP". To download one single file, simply right-click on file link and click "Save link as...".

How to compress PPT files:

Set image quality first. Image quality value can be 1 (lowest image quality and highest compression) to 100 (best quality but least effective compression).

Drag multiple PowerPoint files to the "Choose Files" section. File extension name can be .ppt or .pptx. Each PowerPoint file size can be up to 40 MB.

Compress Files

The batch compression automatically starts when files are uploaded. Please be patient while files are uploading or compressing.

Output Files

The output files will be listed in the "Output Files" section. To compress all output files in a ZIP file, click " " icon on the right, then click "Add to ZIP". You can right-click on file name and click "Save link as..." to save the file. The output files will be automatically deleted on our server in two hours, so please download them to your computer or save them to online storage services such as Google Drive or Dropbox as soon as possible.

Unblock Files (if needed)

You may need to unblock the PowerPoint files if your Microsoft PowerPoint software can't open them. To unblock a file on Windows, right-click on the file and open "Properties". Under the General tab, towards the bottom you will see "Unblock" button or checkbox next to "Security: This file came from another computer and might be blocked to help protect this computer". Click on it, then click "Apply/OK".

The big change in PowerPoint 2007 was that the stable binary file format of 97-2003 (.ppt files) was replaced as the default by a new zipped XML-based Office Open XML format (.pptx files). Microsoft's explanation of the benefits of the change included: smaller file sizes, up to 75% smaller than comparable binary documents; security, through being able to identify and exclude executable macros and personal data; less chance to be corrupted than binary formats; and easier interoperability for exchanging data among Microsoft and other business applications, all while maintaining backward compatibility.

We can't find any open-source projects to compress PowerPoint presentations, therefore we wrote all the source codes from scratch by ourselves. This PowerPoint compressor compresses images in PowerPoint presentation to reduce file size.

Copyright © 2024 Compresss.com - A universal file compressor. All rights reserved. Privacy Policy Aconvert.com is a sister website of Compresss.com, it focuses on converting files instead of compressing files.

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Supported formats: PDF, DOC, DOCX, XLSX, PPTX, TEX, HTML and others

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Compress PPT file to reduce the size of documents by optimizing contents

Our PPT compressor allows you to compress several PPT files online for free. Compress PPT or any other supported file formats. No third-party software installation is required. Web-based application is fast, robust, easy-to-use and absolutely free.

Compress multi-format files

Compress your multi-format documents including DOC, PDF, DOCX, PNG,JPG, HTML, TXT and many more.

Save to desired format

Save your compressed documents with same quality but with less file size.

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Lightning fast compress operations for your selected documents.

Compress image files

Ability to compress various popular image file formats easily.

Reorder compressed files

Arrange and reorder the compressed files as required.

How to compress PPT files

• Upload PPT files to compress them online for free.
• Specify the parameters and press the "COMPRESS" button to compress PPT.
• Download the compressed PPT to view instantly or send a link to email.

How to compress Microsoft PowerPoint and other files?

Just use our online compress . It is fast, easy to use and entirely free. It is designed to quickly compress documents and images online.

Which formats does your compress app support?

How many files can i compress at a time, what is the maximum allowed file size for compression, how can i get the compressed result, for how long are my files stored on your servers, are my files safe on your servers, why does the compression process run so long, learn about different file formats.

Indulge yourself into learning more about well-known document and image file formats.

PowerPoint Presentation

A file with PPT extension represents PowerPoint file that consists of a collection of slides for displaying as SlideShow. It specifies the Binary File Format used by Microsoft PowerPoint 97-2003. A PPT file can contain several different types of information such as text, bulleted points, images, multimedia and other embedded OLE objects. Microsoft came up with newer file format for PowerPoint, known as PPTX, from 2007 onwards that is based on Office OpenXML and is different from this binary file format.

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Compress PowerPoint File Online: Fast & Secure PPT Size Reduction

Reduce PowerPoint file size with our advanced PPT compressor effortlessly. Compress your presentations securely and quickly without compromising quality.

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PowerPoint presentations are vital for communication today. But as they get more complex, file sizes grow. This makes sharing and storing them a challenge. Our innovative online tool offers a solution to compress PowerPoint files efficiently and securely, all within your web browser – no software installation required.

Introducing Our Free PowerPoint Compression Tool

Our PPT compressor is a powerful, free online tool that can reduce PowerPoint file size by up to 90%. It keeps quality high and works right in your web browser, processing files locally on your device. This means it’s fast, secure, and efficient, unlike many other options.

Key Features:

• 100% Free: No hidden costs or premium versions
• Local processing: No need to upload files to external servers
• Rapid compression: Instantly begins to compress PPT files
• Secure: Your files never leave your device
• Efficient: Ability to reduce PPT file size in batches
• No file size limits: Compress even your largest presentations
• Multi-device access: Use on your computer, tablet, or smartphone

Key Takeaway: Our free online PPT compressor offers local processing on any device, ensuring fast, secure, and efficient compression of your PowerPoint files for storage and easy email sharing.

Why Choose Our PowerPoint Compressor?

When it comes to compressing PowerPoint files, our tool stands out from the crowd:

Benefits of using our online compressor tool:

• Easier File Sharing: Reduce file sizes to easily share presentations via email or messaging apps
• Save Storage Space: Compress PowerPoint files to free up space on your device or cloud storage
• Faster Upload Times: Smaller file sizes mean quicker uploads for online meetings or presentations
• Maintain Quality: Compress files without significantly compromising the quality of your presentations
• Batch Processing: Save time by compressing multiple PowerPoint files at once

Key Takeaway: Our free, local PPT compressor offers a faster, more secure, and more efficient way to reduce PowerPoint file size compared to online alternatives.

How to Reduce PowerPoint File Size Using Our Tool?

Follow these simple steps to compress PowerPoint files:

• Select Compression Level : Choose “Small Size”, “Balanced”, or “High Quality” based on your needs
• Choose Files : Drag and drop or choose the PowerPoint files you want to compress
• Start Compression : Our tool immediately begins processing
• Add More Files (Optional) : While compression is ongoing, you can add more files
• Download : Once complete, download your compressed files to your device

Pro Tip: For presentations with numerous high-resolution images, try the "Balanced" option first. It often provides the best compromise between file size and image quality.

Frequently Asked Questions

Try our free online PowerPoint compressor today and experience effortless file size reduction without compromising quality or security. Whether you need to compress PowerPoint files for easier sharing, save storage space, or speed up uploads for presentations, our tool makes it simple and efficient – all from the convenience of your web browser.

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• Drag or click the add file button to choose your document or image.*
• Wait for WeCompress to reduce the file size.
• Click to download the smaller file to your local computer.

*Supported formats are: PDF, PPT, Word, Excel, JPEG, PNG and TIFF

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Reduce the size of your PPT files

How to compress ppt files.

First, you need to select an application from the available options and upload the PPT/PPTX file

Compress it

In the next step, you need to select the necessary settings and proceed to compress your image.

And finally, when everything is ready, you can download the file to your device and check it.

What is PPT

Microsoft Office PowerPoint (or simply PowerPoint) is the name of a special program designed to create and deliver presentations. PowerPoint was developed by Microsoft and since 1990 has been an integral part of the Microsoft Office suite. PowerPoint was originally developed for Macintosh computers, but later expanded to be used on the Microsoft Windows operating system. To share your presentation, you can record it in video format. This allows you to send it by e-mail, publish it on the Internet or save it to disk. When converting your presentation to a movie, you can add voice-overs, set the timing of the slide show, and even record your pointer movements. You can watch a presentation in this format without PowerPoint; it will play as a video file.

How PPT compression works

Information in PowerPoint is placed on separate sheets - slides. Each slide can have its own design and size. Information on a slide can be presented in the form of text, images, photos, videos. Each block of information on a slide can be animated. You can also apply animation effects to transitions between individual slides. If you paste pictures into slides using the clipboard (copy-paste), then you are doing it wrong. Use the standard image insertion function. Often, when using the insert method by CTRL + C / CTRL + V, the JPEG image is automatically converted to PNG or BMP format, which is much heavier in itself. Before embedding any image in your presentation, make sure that it does not need editing. Otherwise, first use any third-party editor (Photoshop, Gimp, Paint, etc.) to make edits and only then paste the final version.

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Why compress pptx files.

PPTX is a PowerPoint file type developed by Microsoft as part of Office 2007. PPTX was introduced by Microsoft in order to help users share information between programs more easily and to combat the increasingly large file sizes that they'd been in previous versions of Office. Not withstanding this change, file sizes of PPTX can still be exceedingly high especially if users have included images or video clips within the PPTX and those images/videos are themselves file types that are large in size. Given PPTX files can be so large it is perhaps no surprise that there is a need to compress them into more manageable file sizes. The compression works in a way that despite reducing the size of the file, there is no noticeable impact to the quality of the file. The advantage of compressing PPTX files is that they are more easily shared and can be downloaded that much quicker. Often, when shared, a large PPTX file can consume all of a recipient's mailbox which we all know can be so frustrating! By compressing the file that problem does not exist and all the while the same content can be sent to the recipient. The PPTX converter tool can be used today to compress those large PPTX files and make them smaller in size whilst retaining their quality. Compress your file today and you can share it safe in the knowledge you're not about to blow a users mailbox.

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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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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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About the author.

Pia Lehner-Mittermaier

Pia works in Marketing as a graphic designer and writer at SlideLizard. She uses her vivid imagination and creativity to produce good content.

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How-To Geek

How to reduce the file size of a powerpoint presentation.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Be sure to save your presentation afterward.

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

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

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

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

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

Convinced yet?

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

We had some issues here, though.

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

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

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Top Tips to Optimize PowerPoint File Size

One of the common problems in PowerPoint is a large file size which makes it difficult to access or share your presentation. Large files also occupy too much space on your computer, and your system slows down when you open that file. Some organizations impose limitations on maximum file sizes for email attachments, which further prevents you from sending your large-sized presentations over email. 

Well, this issue can be mitigated by compressing or reducing the size of your PowerPoint file! Wondering how you can do it without losing the quality? Just follow the below given simple measures.

How can compressing a PowerPoint file help?

Compressing a PowerPoint file helps you in several ways-

• Easy Sharing: Small-sized files are easy to share via email.
• Improves Accessibility: Makes your presentation accessible on all devices, including mobile, improving collaboration.
• Saves Storage Space: Compressed files occupy less space on your computer, leaving room for storing more important documents.
• Enhances Productivity: Compressed files are easy to upload and download, which reduces waiting time and improves your productivity.

Methods for Reducing the Size of Your PowerPoint File

1. reduce the size of images.

Images are a great way to make your presentations visually appealing; however, they may increase the size of your PowerPoint file. 

You can compress image size by following these steps-

Step 1 – Select the image you want to compress.

Step 2 – Click on the ‘Picture format’ tab and choose ‘Compress pictures.’

Step 3 – Under the ‘Compression options’ menu, select the box labeled ‘Apply only to this picture,’ if you want to compress the selected image only. Uncheck the box if you want to compress all the images.

Step 4 – If you have cropped an image, check the box labeled ‘Delete cropped areas of pictures’ to remove the cropped section. 

Step 5 – Select the resolution for your image from the ‘Resolution’ menu under the ‘Compression options’ menu. 

Step 6 – Click ‘OK.’

2. Remove Unnecessary Elements

The PowerPoint file size can be reduced considerably by removing irrelevant videos, pictures, slides, and unused/duplicate layouts.

Follow these steps:

Step 1 – Click View > Slide Master.

Step 2 – Review your slide layouts and check if there is any media that you can compress. Right-click on unused layouts and select ‘Delete layout.’

Step 3 – Click View > Handout Master.

Step 4 – Check the handout templates and remove unwanted graphics or handout masters.

Step 5 – Click View > Notes Master.

Step 6 – Search for large or unused/irrelevant graphics and compress or delete them.

3. Use Smaller Size Image/Picture

High-resolution pictures/images increase the size of your PowerPoint file. That’s why; consider using lower resolution images (at the required quality level).

Open the high-resolution image in Adobe Photoshop or Microsoft Picture Manager or any other image editing program, and save it at a lower resolution.

Remember, like other types of images, you can’t compress 3D models. So, if file size is an issue, insert a picture instead of a 3D model.

4. Reduce the Size of Audio and Video Files

Audio and video files occupy a lot of space in a presentation, increasing its size. 

You can reduce the size of audio and video files in this way-

Step 1 – Click on the File tab.

Step 2 – From the drop-down menu, select Info.

Step 3 – Click ‘Compress Media.’ 

Step 4 – You will get 3 options for compression in PowerPoint 2013 and 2016: Presentation Quality, Internet Quality, and Low Quality. 

Image Source

In PowerPoint 2019 and 365, you will get these 3 compression options: Full HD (1080p), HD (720p), and Standard (480p).

Choose any one option and then click Close.

Ensure that the compressed file meets your expected standards. If not, adjust the settings as required.

5. Instead of Copying and Pasting, Insert Pictures

Instead of dragging and dropping or copying and pasting an image or picture into the PowerPoint file, insert it following the below-given steps:

Step 1 – Choose the slide where you want to insert an image or picture.

Step 2 – Go to Insert > Pictures.

Step 3 – A dialog box will appear. Choose the location of the picture.

Step 4 – Select the picture and double-click it.

6. Compress as a ZIP File

Sending your big-sized PowerPoint presentation file to others is easier in the ZIP format. It shrinks the media files within the presentation, thereby reducing the file size without affecting the original quality.

Step 1 – Go to File > Open. 

Step 2 – Right-click the PowerPoint file you want to compress. You will see additional options.

Step 3 – Choose ‘Send to.’ More options will appear.

Step 4 – Choose the option ‘Compressed (zipped) folder’ to compress the file.

7 . Compress as a PDF

Follow these steps to compress a PowerPoint as a PDF for easy storage or sharing.

Step 1 – Visit the online PDF editor tool like Adobe Acrobat.

Step 2 – Upload the PowerPoint file you want to convert to PDF.

Step 3 – Download the PDF file.

8. Reduce the Character Set of Embedded Fonts

Step 1 – Go to File > Options > Save > Preserve fidelity when sharing this presentation.

Step 2 – Select the box next to ‘Embed fonts in the file.’

Step 3 – Select ‘Embed only the characters used in the presentation.’ However, if you have used custom fonts that can be edited by other people, choose ‘Embed all characters.’

9. Convert Embedded Objects or Charts to Images

Excel charts or other embedded objects can increase the file size of your presentation. However, by converting embedded objects to pictures or images, you can shrink the file size. For this, either ungroup the embedded objects or cut and paste them again into PowerPoint.

Ungrouping Shapes/Objects:

Step 1 – Select the Excel chart or embedded object. 

Step 2 – In the Ribbon, click the Format tab. It will appear as a Drawing Tools Format.

Step 3 – Select Group and then Ungroup. It will open a dialog box asking if you want to convert the selected object to a PowerPoint object.

Step 4 – Click OK.

Cutting and Pasting the Object Again into a Presentation as a Picture:

Step 2 – Cut it by pressing Ctrl+X.

Step 3 – In the Ribbon, click the Home tab.

Step 4 – Click the arrow below Paste. From the drop-down menu, choose Paste Special.

Step 5 – Select an image type (such as PNG, JPEG, GIF, etc.). Click OK.

10. Discard Editing Data for Images

Step 1 – Go to File > Options > Advanced > Image Size and Quality.

Step 2 – Select the box labeled ‘Discard editing data.’ Note that you won’t be able to restore the original image after you edit it.

Ensure that the box labeled ‘Do not compress images in file’ is not selected.

11. Save a Copy of Images with Artistic Effects

PowerPoint retains 2 copies of the image when you apply artistic effects: the original copy and a copy with artistic effects. Images with artistic effects usually remain unaffected even if you compress pictures. You can reduce the file size of such images using the following method:

Step 1 – Right-click the image on which you have applied the artistic effect. A drop-down menu will appear.

Step 2 – Select ‘Save As Picture.’ A dialog box will appear.

Step 3 – Choose the folder where you want to save the image.

Step 4 – Name it and select a file type (PNG or JPG). Click Save.

Step 5 – Delete the image with the artistic effect in the PowerPoint presentation.

Step 6 – Go to Insert > Picture(s).

Step 7 – Go to the location where you have saved the image with the artistic effect. 

Step 8 – Double-click the image.

Use these methods to reduce your PowerPoint presentation size and avoid crashes!

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