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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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 All Files Are Deleted

Both uploaded and compressed files are removed from our servers after approximately 6 hours.

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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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It doesn’t matter what operating system you’re running; as long as you have a web browser, Zamzar can convert your files.

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Zamzar prides itself on the highest-quality file conversion, so you won’t be able to tell the difference between your uploaded file and your newly converted file.

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You don't need to download any software to convert a file with Zamzar. All you need is access to the internet and you can then convert your file with us online.

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Zamzar has been around since 2006, and in that time we have worked day and night to make sure your files get converted as quickly as they possibly can.

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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Compress PowerPoint files

Use our PowerPoint compressor to shrink the size of your PowerPoint file.

Compress PowerPoint files with 1 click​

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.

Why our PowerPoint Compressor?

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

Compress PowerPoints quickly

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%.

Secure Online PPT Compressor

SlideSpeak takes data security and privacy very seriously. That's why all PowerPoint presentations are stored fully encrypted. We never share any data with 3rd parties. You can take our word for it.

Frequently Asked Questions

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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.

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.

Unlimited Compressions

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

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Works with all modern web browsers, such as Gogole Chrome, Microsoft Edge, Firefox, etc.

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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.

101% Free to Use

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

Contact Details

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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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 .

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

Our PPTX compressor allows you to compress several PPTX files online for free. Compress PPTX 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.

Free online quick compress operation

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 PPTX files

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

How to compress Word, PDF, JPG 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 Open XML Presentation

Files with PPTX extension are presentation files created with popular Microsoft PowerPoint application. Unlike the previous version of presentation file format PPT which was binary, the PPTX format is based on the Microsoft PowerPoint open XML presentation file format. A presentation file is a collection of slides where each slide can comprise of text, images, formatting, animations, and other media.

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PPT Compressor

Want to compress PowerPoint files? Here you can reduce .ppt file size. Compress .ppt, .pptx and .pptm files on-line (max 50 Mb).

Compress Any File

You can compress any file, including video, image, Office document and audio files.

Quality Preserved

Don't worry about visual quality, we use smart settings to preserve and not degrade quality.

On-line Processing

We don't your device's resources to compress files, all is done on-line in the cloud.

Web-Browser Based

You just need a web browser to use our service, works with Firefox, Chrome, Edge, etc.

Unlimited Usage

Feel free to compress as many file as you need, of course use the service ethically!

Trusted by Thousands

Thousands of Internet users are already using our services to compress files on-line.

Zero Configuration

Select file to compress, wait a few seconds (or minutes) and download the new smaller file.

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How to Contact Me

Do you have questions about this awesome all-in-one file compression service? You can contact me directly via email. I will do my best to reply to all emails, however sometimes some emails may get lost or blocked. Re-send the email if you don't get a reply within a few business days.

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Upload your PPT file, choose settings and resize your PPT online

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By uploading your files or using our service you agree with our Terms of Service and Privacy Policy .

Resize PPT files with our easy-to-use tool for free. Resize documents and images online from anywhere. You can resize your files from any platform (Windows, Linux, macOS).

No registration needed. Just drag and drop your PPT file on upload form, choose the resize options and click "Resize Now" button. Once processing completed you can download the resultant PPT file with changed dimensions.

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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. Read More

How to resize PPT

• Click inside the file drop area to upload a PPT file or drag & drop a PPT file.
• Click Resize Now button to resize your PPT.
• Once your PPT is resized, you may download the resultant PPT file.

Other file formats supported by Resize app

You can also resize many other file formats. Please see the complete list below.

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 Compress Videos in PowerPoint for Smaller File Size

Learn how to effectively compress videos in PowerPoint without losing quality. Get tips on optimizing file size... read more

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In today’s fast-paced digital world, efficient communication is key, and that includes the way we prepare and share presentations. With the growing trend of remote work and digital collaboration, the need for small-sized presentations has surged. This is not just to accommodate the varying bandwidth limitations faced by individuals but also to optimize for mobile device compatibility where every byte counts. Smaller PowerPoint file sizes mean quicker load times, easier sharing via email or cloud services, and ultimately, a smoother presentation experience for both the presenter and the audience.

Key Takeaways

• Open your PowerPoint file and go to the “File” menu, then choose “Save As.” Click on the “Tools” menu within the “Save As” dialog box and select “Compress Media” to initiate the compression process.
• By knowing how to compress videos in PowerPoint, you reduce file sizes, making the videos easier to share via email or online platforms, and the files occupy less storage space on your computer or hard drive.
• Compressing media in PowerPoint helps enhance performance and ensures your presentation is more likely to be compatible with different devices and platforms, while also considering the balance between compression and maintaining video quality.

Compressing Videos in PowerPoint

Compressing videos within PowerPoint is like giving your presentations a performance boost. It cuts down on unnecessary bulk, ensuring your slides glide smoothly from one to the next without the dreaded loading lag or compatibility issues. Imagine not having to worry about video playback stuttering during an important pitch or educational session. That’s the value of understanding video compression in PowerPoint. Below, I’ll walk you through the straightforward process of reducing your video size without compromising the impact of your visual aids. Whether you’re preparing for a boardroom presentation or a classroom lecture, mastering this skill can make a world of difference.

Table of Contents

The Art of Reducing Video Size in PowerPoint

Review the quality of your images and videos.

Reflecting on the quality of the images and videos embedded in our presentations is a step we must not overlook. As we endeavor to compress them, reviewing their current state is crucial as it serves as our benchmark for post-compression results. By scrutinizing the resolution, frame rate, and audio clarity, we gain insights into what the audience will experience. A resolution that’s too low can render imagery pixelated, frame rate drops may disrupt smooth playback, and poor audio can overshadow the visual narrative.

It’s important to note how compression affects each element. Compressing your video files too much might lead to a fuzzy picture or muffled sound, which can detract from the overall impact. We must ensure the final version maintains a professional polish—it should look crisp on a big screen and clear through a projector—but not at the expense of file portability. Hence, it’s about striking that sweet balance.

Inserting Videos Directly vs. Linking to External Sources

When considering how to incorporate videos into a PowerPoint presentation, we’re faced with a crucial choice: embedding the videos directly into the slideshow or linking to external sources. Both methods have their merits, and the decision hinges on various factors such as the presentation’s purpose and the audience’s access to the internet.

Embedding videos ensures that the presentation is self-contained. There’s no reliance on internet connectivity which means zero buffering issues during playback. However, this comes with a significant increase in file size. On the other hand, linking to external sources, such as YouTube, helps maintain a slender file size. Accessibility becomes contingent on an active internet connection, which may not be ideal in all scenarios.

My recommendation is clear. If you are not transferring the presentation elsewhere or if internet access is reliable, link to the videos. Doing so is quite straightforward: under the Insert tab, click on the Video button and explore your options. But if you need a presentation that works offline, then consider embedding and compressing your videos. Remember, a presentation should not only capture the audience’s attention but also be approachable and sharable with ease.

Step-by-Step Instructions to Compress Videos

Accessing compression features in powerpoint.

STEP 1: First, embed a video into your PowerPoint slide.

Fine-Tuning Compression Settings for Optimal Results

Fine-tuning compression settings in PowerPoint is akin to being a skilled artist carefully mixing paint—it’s all about getting those details right for the perfect finish. Once you’re in the ‘Compress Media’ options, you’ll see choices such as ‘Presentation Quality,’ ‘Internet Quality,’ and ‘Low Quality.’ These settings are your paintbrushes for crafting the desired output.

‘Presentation Quality’ preserves the highest video quality suitable for, say, large screens and projections—it’s your go-to for a boardroom presentation. ‘Internet Quality’ strikes a reasonable balance, understandable for online sessions where file size matters but quality can’t be sacrificed. And ‘Low Quality’ minimizes the file size, a feasible option when sharing via email or other restrictions.

Remember to carefully experiment with these settings. If you choose a setting that’s too low, your video may seem a tad impressionistic when full resolution is needed. But a setting that’s too high can result in a bulky file, impeding easy sharing and playback.

After the compression, we must verify the output. Play the video to ensure the quality still conveys your message effectively, and remember, this isn’t a ‘set it and forget it’ task. Every video, every audience and every presentation may demand a different setting. Keeping this in mind, we can master the fine art of compression, ensuring our presentations are both visually stunning and remarkably optimized.

Tips and Tricks for Efficient PowerPoint Compression

Converting images to jpeg format before insertion.

Before dropping images into our PowerPoint masterpiece, consider this: format plays a huge role in the file size. I’ve found that converting images to JPEG format before insertion can significantly reduce the overall size of the presentation. JPEG is ideal for detailed photographs, and its compression algorithm excels in maintaining an acceptable level of quality with a smaller file footprint.

Do Image Edits Outside PowerPoint for Smaller Files

Taking the time to edit images outside of PowerPoint is a game-changer for keeping files lean. I’ve observed many of us tweak pictures directly in the presentation software, perhaps for convenience. However, it’s worth noting that PowerPoint retains all the original data of the edited images, which can bloat your file size considerably.

To avoid this, I strongly recommend using a dedicated image editor—be it Photoshop for the pros or simpler tools like Paint or GIMP for basic adjustments. Make all your crops, color adjustments, resizes, or filters there. Only once you’re satisfied with the image, bring it into PowerPoint.

This practice has a two-fold benefit. First, it preserves the optimal quality of your visuals because dedicated editors offer finer control over the edits. And second, it keeps your PowerPoint file size in check, as the software only stores the final version of your image.

Let’s remember to tell PowerPoint to discard all excess editing data once the images are in place. It’s an additional precaution to ensure our presentations remain as lightweight as possible.

Alternate Methods for Slashing PowerPoint File Size

Turning a bulky ppt into a compressed pdf or zip file.

When all else fails and you’re still grappling with a sizable PowerPoint file, consider flipping the script—turn that bulky PPT into a compressed PDF or ZIP file. The process is straightforward and can drastically reduce your file size, making it manageable for email and online sharing.

Transforming your PowerPoint into a ZIP file is essentially archiving it. Archive by right-clicking on the file, selecting ‘Send to’, and then choosing ‘Compressed (zipped) folder’. By doing this, you can reduce the size of the entire project, which is particularly useful when it’s chock-full of media and other hefty elements.

Another clever move is to convert the PPT to a PDF, especially when it’s heavy on text and static images. By using online PDF conversion tools like Adobe Acrobat, the process is a breeze. The resultant file is not only lighter but also more secure against unwanted modifications, and it maintains a consistent format across devices.

Here’s what to remember: subsequent compression of the PDF can further slim it down if needed. In essence, these techniques are the ace up our sleeve for sharing content-rich presentations without the bulk.

Real-world Applications for Compressed PowerPoint Files

When is compressing a powerpoint file beneficial.

Compressing a PowerPoint file is not just a best practice; it’s a strategic move that’s advantageous in myriad scenarios. For instance, when you’re gearing up to email a presentation, size limits can be your nemesis. A compressed file slips elegantly under those maximum capacity ceilings that email services impose.

Another situation where it shines is in facilitating smoother collaboration—think cloud storage and file sharing platforms. When working in teams, especially with bandwidth discrepancies, a smaller file ensures swift uploads and downloads, making the flow of ideas seamless.

Moreover, for those of us constantly on the go, a compressed PowerPoint is a must. Aside from freeing up valuable space on mobile devices, it also opens the door to remote accessing without painful waiting times. It’s an all-around win, enhancing accessibility, preserving quality, and boosting productivity. Whether presenting in person, sharing for review, or archiving, a lighter PowerPoint file is often the smarter choice.

Strengthening Your Presentation Profile with Reduced File Sizes

Reducing the file size of your presentations can significantly beef up your presentation profile. In a world where digital competency is paramount, being known for sleek, efficient, and easy-to-handle presentations can set us apart. A compressed PowerPoint lifts the burden on the recipient’s storage, conveys professionalism, and displays an understanding of digital etiquette.

Moreover, it can underline your skills in creating impactful presentations without overloading them with unnecessary data. This streamlining can directly affect your audience’s engagement and ensure smooth delivery whether you’re presenting in person or virtually.

By keeping your file sizes compact, you show a respect for people’s time and bandwidth limitations. Not to mention, smaller files are less likely to encounter compatibility issues, ensuring your content reaches your audience just as you intended—intact and effective.

Compressing PPT Files on Different Operating Systems

Differences between macos and windows compression techniques.

Navigating the maze of presentation file compression reveals one stark truth: the methods can differ greatly between operating systems, specifically macOS and Windows. Knowing these differences is not only empowering, it’s practically essential for achieving optimal results.

macOS users typically leverage built-in tools like iMovie and QuickTime Player to compress their media files before integrating them into PowerPoint. The advantage here lies in the seamless ecosystem of Apple products. However, macOS PowerPoint has a limitation—it doesn’t allow users to compress music or video files directly within the application, unlike on Windows.

On the Windows side, PowerPoint comes equipped with a dedicated ‘Compress Media’ option that’s highly intuitive and doesn’t require external tools. It’s just a few clicks within PowerPoint’s interface to shrink videos to your desired quality. This built-in functionality caters well to users who prefer a one-stop solution without toggling between different software.

Having this cross-operating system awareness when it comes to compression is not trivial, as it nudges us toward tailored approaches rather than one-size-fits-all solutions. Being adept at using the specific techniques of both macOS and Windows ensures we are versatile presenters, capable of smart file management no matter the platform.

Cross-Platform Tools for Universal File Reduction

In the quest for universal file reduction, cross-platform tools are our knights in digital armor. These stalwarts bridge the operating system divide, making video compression a cinch whether you’re a macOS devotee or a Windows warrior.

One such savior is HandBrake, an open-source video transcoder available for both macOS and Windows. HandBrake shines with its ability to convert video from nearly any format to a selection of modern, widely supported codecs. It’s a favorite for its granular control over compression settings, plus it’s free.

Then there’s the stalwart Adobe Premiere Pro, recognized for professional-grade video editing and compression capabilities, with consistent performance across both platforms. It’s a bit more advanced, and while it might be overkill for simple compression tasks, it offers unparalleled fines autonomy for those desiring the highest precision.

Tools like these dispel the friction sometimes encountered when sending presentations across different OS environments. By adopting a cross-platform mindset, we take a significant step towards creating universally accessible PowerPoint files without worrying about file bloat or compatibility issues.

Achieving Stunning Presentations without Compromising Quality

Achieving stunning presentations without compromising on quality may seem like a balancing act, but it’s definitely within reach with careful planning and understanding of compression techniques. The goal is to create slides enriched with media that captivate your audience while ensuring the file remains manageable and functional.

Here are some indispensable tips to hit that sweet spot: consider the resolution of your images and tailor them to your presentation medium, use video clips judiciously, and compress only to a level that maintains professional quality. Optimization tools in PowerPoint, such as the ‘Compress Media’ feature, should become your allies in this endeavor.

Remember, a high-quality presentation isn’t solely defined by pixel counts or decibels—it’s about coherence, relevance, and delivery. By striving for a harmony between visual excellence and file efficiency, we can craft presentations that are both visually impressive and technically sound.

Exploring More Resources and Articles on File Compression

As we venture further into the digital realm, expanding our knowledge on file compression becomes crucial. Fortunately, the landscape is abundant with resources and articles that delve into the intricacies of compressing PowerPoint files effectively.

For those looking to deep dive, Adobe’s blog offers a treasure trove of insights about file compression. Websites like TechRepublic or Computerworld often publish tips and tricks on handling large files. Additionally, Microsoft’s own support pages provide guides tailored specifically for PowerPoint users.

It’s essential to stay abreast of the latest discussions in forum sites like Stack Exchange or Reddit, where tech enthusiasts and professionals frequently share their real-world experiences and hacks.

By making use of these resources, we not only hone our technical skills but also enrich our understanding of best practices, ensuring our presentations are the epitome of efficiency and engagement.

Frequently Asked Questions About Video Compression in PowerPoint

What’s the most effective way to compress powerpoint videos without losing quality.

The most effective way to compress videos in PowerPoint without losing discernible quality is by using the built-in ‘Compress Media’ feature. Rather than compressing blindly, I recommend choosing ‘Internet Quality’, which retains a high level of visual fidelity while significantly reducing the file size. This strikes a good balance between clarity and manageability, which is ideal for most situations. Always preview the video post-compression to ensure it meets your expected standard.

Are There Any Free AI PPT Tools to Help with Video Compression?

Yes, there are free AI-powered tools like Winxvideo AI that can help with video compression for PowerPoint. These tools leverage AI to maintain quality while dramatically reducing file size, sometimes by up to 90%. This is especially useful when dealing with large videos, as the AI can intelligently optimize frames and audio to keep the essence of the video intact despite the size reduction.

How to reduce File size in PowerPoint?

To reduce file size in PowerPoint, compress your media files via the ‘Compress Media’ feature under the File and Info tab. Also, resize and edit images externally, saving them as JPEGs before inserting, and where possible, link to videos instead of embedding them. Don’t forget to remove unnecessary fonts, animations, and transitions that can add to the file size.

How do I send a compressed powerpoint file via email?

To send a compressed PowerPoint file via email, first reduce its size by using the ‘Compress Media’ feature in PowerPoint. If it’s still too large, turn the file into a ZIP by right-clicking and selecting ‘Send to Compressed (zipped) folder’ (Windows) or ‘Compress [file name]’ (macOS). Attach the ZIP file to your email as you would with any other document. If the file still exceeds your email provider’s limit, upload it to a cloud service and share the link instead.

John Michaloudis

John Michaloudis is a former accountant and finance analyst at General Electric, a Microsoft MVP since 2020, an Amazon #1 bestselling author of 4 Microsoft Excel books and teacher of Microsoft Excel & Office over at his flagship MyExcelOnline Academy Online Course .

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6 ways to speed up your powerpoint file.

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Why i still prefer the word desktop app to the online version, how i got rid of microsoft edge's unnecessary features, quick links, reduce your powerpoint file size, review the master slides, check for macros and add-ins, disable autosave, other options.

There are many reasons why your PowerPoint file is running slowly, and all of them lead to frustration and wasted time. Before you throw your computer out the window, take a look at these tips that will hopefully get you back up and running more smoothly.

It's likely that the main cause of your sluggish PowerPoint file is its size. Since PowerPoint is a presentation designer, you might have lots of images, audio clips, and videos, each increasing the memory the program consumes on your computer. You might have also added many animations and transitions to make your PowerPoint more impressive, but these also add to your file's size. Addressing these will significantly reduce your file size and, thus, quicken the program's processing speed.

The question to ask is whether you need so many images in the first place. Go through your slides and remove any images that don't add any true value to your presentation. If you still find that you have lots of images, consider making them smaller by dragging the corner image handle towards the center of the picture.

Hold Ctrl to select many images on a slide at the same time, and then adjust one of those images to make them all smaller.

A second option is to remove artistic effects from images. It might be tempting to use PowerPoint's built-in picture editor, but adding shadows, reflections, and borders instantly adds kilobytes to your file. To revert the image to its original formatting, first select the image, and then click "Reset Picture" in the Picture Format tab on the ribbon.

Finally, consider compressing your images . While this will reduce their quality, using a lower resolution will mean that PowerPoint won't have to work as hard to display them in both the Normal and Slide Show views. Select an image in your slideshow, and click "Compress Pictures" in the Picture Format tab.

Then, you can either choose to compress the image you selected or all images in your file. If you plan to project your finished presentation onto a screen, 150 PPI is the optimal choice for reducing your file size without lowering the image quality too much.

The other way to compress your images, and all future pictures you add, is to first click File > Options. Then, click "Advanced" in the left-hand menu, and change "Default Resolution" to 150 PPT or 220 PPI in the Image Size And Quality options.

Then, click "OK."

Removing backgrounds and watermarks from your slides will also help to speed up your file.

Audio and Videos

As well as compressing images, you can also compress the media within your presentation, but the method differs slightly. Click File > Info, and choose the "Compress Media" drop-down button. There, click "HD" or "Standard" as alternatives to the Full HD option.

Compressing the media in your presentation will also remove embedded subtitles and alternate audio tracks.

If this doesn't speed up your file, consider removing the media from your PowerPoint file altogether. This doesn't mean you have to lose that feature from your slideshow, however—adding a link to the video or audio, which you can click when delivering your presentation, is a good alternative.

Animations and Transitions

Animations are a good way to emphasize details in your PowerPoint presentation or gradually introduce information step-by-step, and transitions between slides can look professional and slick. However, overusing these features not only distracts your audience and looks tacky, but also reduces your PowerPoint's performance efficiency. Keeping animations and transitions to a minimum, in terms of both quantity and type, will make a big difference. If possible, try to stick to these rules:

• Ask yourself, "Does this make my presentation better?" If the answer is no, don't put it in.
• Use slick effects that last less than one second without you having to change the speed of the animation . Fade and Cut are professional and quick transition effects, and Appear and Fade are optimal entrance animations.
• Use the same transition effect for each slide, and the same animation for each item.
• Try to avoid adding more than one animation to each item, and avoid animating individual words and letters.

You might think that the slides in the thumbnail pane on the left-hand side are the only slides in your file. However, the Slide Master contains hidden information that dictates how your presentation is designed. You can see the master slides by clicking "Slide Master" in the View tab on the ribbon.

First, scroll through the Slide Master, and right-click and delete any of the layouts you don't need.

Second, you might see objects (such as pictures or formatted text) that don't add any value to your PowerPoint. Click the relevant master slides and remove those items.

While useful, macros and add-ins—advanced tools that enable more features and functions—significantly add to your PowerPoint file's workload, and could be the reason it is running slowly.

Macros let you automate a series of commands to execute a task with a single click or keyboard shortcut. To check which macros you have enabled in your PowerPoint, click the "Macros" button in the View tab. This will bring up a dialog box, where you can view, edit, and—importantly—delete any macros.

Even though deleting a macro means you might lose some automation, it will likely speed up your file significantly.

Add-ins are custom tools you can add to PowerPoint that enable you to do more with the program. For example, you can add more customized charts or interactive elements to take your presentation to the next level. However, since you're effectively adding another program to PowerPoint, these affect its performance hugely.

To see whether you have add-ins installed, click the "Add-ins" icon on the Home tab, and any add-ins will show under My Add-ins in the drop-down dialog box.

Then, to remove an add-in, click "More Add-ins."

In the Office Add-ins window, click "My Add-ins," and click the three dots next to whichever add-in you want to delete. Finally, click "Remove."

This will remove the add-in from your Microsoft account, affecting all Office applications compatible with this add-in.

This tip is somewhat of a last resort, as Microsoft 365's AutoSave is a great way to ensure you don't lose your work if something unexpected happens, such as an impromptu update or the dreaded blue screen of death .

However, because AutoSave uploads the latest version of your PowerPoint file to your OneDrive account every few seconds, it's always working in the background and might slow down the program's performance.

Providing you're sure that you'll remember to press Ctrl+S every few minutes to save your work manually, try disabling AutoSave to speed up your file.

If you can't see the AutoSave icon, right-click any of the tabs and click "Show Quick Access Toolbar."

If you still can't see it, click the "Customize Quick Access Toolbar" down arrow, and check "Automatically Save."

Then, click the AutoSave toggle to "Off," and the AutoSave function will stop working away in the background.

Failing all of the above, there are two more options you might explore to work more efficiently in PowerPoint.

Use PowerPoint for the Web

If you're using a low-spec computer, it mightn't be powerful enough to handle PowerPoint's complexities. Using the web-based version of PowerPoint could be your way around this issue, as it doesn't require the use of any software on your PC. What's more, PowerPoint for the web is a slimline version of the desktop app, so it's likely to perform more efficiently on lightweight PCs and tablets.

Clean up Your PC

Have you considered that the issue mightn't be PowerPoint itself? Try opening some other apps, and see whether they also run more slowly than you'd hope. If this is the case, try freeing up some space on your PC . Similarly, if your computer has just installed an update, this might be the cause of your device's sluggish performance, and there are different things you can try to fix this issue.

As well as optimizing your file, you can increase your PowerPoint effectiveness and efficiency by avoiding some of the common mistakes that people make when using the program.

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