how to reduce size of powerpoint presentation for email

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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:

difference in file size with embedded fonts

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!

Microsoft Office
Office 2016

How to Send a PowerPoint Through Email When It’s Too Big

Sending a PowerPoint presentation through email can be a headache when the file is too big. But fear not, there’s a simple workaround to sharing that hefty file without clogging up someone’s inbox. All you need to do is compress the file, use a cloud storage service, or send it as a link. After reading this paragraph, you should have a basic understanding of how to accomplish the task specified by the prompt.

Step by Step Tutorial on Sending a Large PowerPoint Through Email

Getting that oversized PowerPoint file to its destination doesn’t have to be a battle with your email’s file size limit. The following steps will guide you through the process smoothly.

Step 1: Compress the PowerPoint file

Right-click on the file, select ‘Send to’, and then choose ‘Compressed (zipped) folder’.

Compressing the PowerPoint file can significantly reduce its size, making it easier to send through email. This method works well for files that are just slightly over the limit, as compression can only reduce the size so much without affecting the quality of the content within the presentation.

Step 2: Upload the file to a cloud storage service

Services such as Google Drive, Dropbox, or OneDrive allow you to upload and share large files.

Cloud storage services are incredibly useful when dealing with large files. Once uploaded, you can share a link to the file or even set permissions for who can view or edit the document.

Step 3: Send the link through email

Instead of attaching the file, paste the link to the file in your email.

Sending a link is a quick and efficient way to share a large PowerPoint file. The recipient can simply click on the link to view or download the presentation, without it taking up space in their email.

After completing these steps, your recipient should receive an email with either a compressed file or a link to the PowerPoint presentation. They’ll then be able to download or view the file without any issues related to file size.

Tips for Sending a Large PowerPoint Through Email

Always check the file size limit of your recipient’s email provider.
Compress images and videos within the PowerPoint before trying to send it.
Remove any unnecessary slides or content to reduce the file size.
Consider breaking the presentation into smaller parts if it’s still too large.
Always inform the recipient to expect a large file or link, so they know to look for it.

Frequently Asked Questions

What is the maximum file size that i can send through email.

Most email providers have a limit of 20-25MB for attachments.

Can I compress a PowerPoint with embedded videos?

Yes, but the video quality may be reduced, and it may not compress enough to meet email size limits.

How do I compress images in PowerPoint?

You can use the ‘Compress Pictures’ feature under the Picture Format tab to reduce the file size.

Is it safe to use cloud storage services to share presentations?

Yes, reputable services like Google Drive and Dropbox have security measures to protect your files.

What do I do if my PowerPoint is still too large after compression?

Consider using a cloud service or breaking the presentation into smaller parts.

Compress the PowerPoint file.
Upload the file to a cloud storage service.
Send the link through email.

Sending a large PowerPoint through email doesn’t have to be a daunting task. With a few simple steps, you can ensure your comprehensive, visually stunning presentations reach their intended recipients hassle-free. Whether you choose to compress the file or opt for the convenience of cloud storage services, the key is to find the method that works best for you and your recipient. Always remember to double-check file sizes, compress content where possible, and communicate with your recipient about the impending large file. By following the steps outlined in this article, you’ll become a pro at circumventing those pesky file size limits and ensure your presentations are delivered effectively and efficiently every time.

Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.

His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.

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10 Ways to Compress PowerPoint Presentations to Reduce File Size

Compress PowerPoint presentations to reduce file size represented by large and small PowerPoint icons.

10 Strategies to Compress or Reduce the Size of Large PowerPoint Presentations

by Avantix Learning Team | Updated September 11, 2024

Applies to: Microsoft ® PowerPoint ® 2016, 2019, 2021 and 365 (Windows)

You can compress or reduce the size of large PowerPoint presentations in several ways. The most common strategy to reduce the size of a PowerPoint file is to compress pictures, video and audio. However, you can also use other methods to make files smaller including saving media and PowerPoint files in other formats and converting or removing embedded objects.

In this article, we'll look at 10 ways to compress or reduce the size of a PowerPoint presentation:

Compress pictures
Insert pictures instead of copying and pasting
Use smaller image files
Convert images to a different file type
Save a copy of images with artistic effects
Compress audio and video
Link to audio or video files
Convert Excel charts and other embedded objects
Save a copy of large PowerPoint files
Save a copy in PDF format

Note: Buttons and Ribbon tabs may display in a different way (with or without text) depending on your version of PowerPoint, the size of your screen and your Control Panel settings. For PowerPoint 365 users, Ribbon tabs may appear with different names. For example, the Picture Tools Format tab may appear as Picture Format.

To view file size in PowerPoint:

Click the File tab in the Ribbon.
Click Info. In the Properties area, file size is listed beside Size.

Microsoft PowerPoint File Info pane which displays properties including file size.

Once you've completed the following strategies, close and save the PowerPoint file, reopen it and check the file size again. You can also view file size in Windows 10 File Explorer or Windows Explorer in older versions of Windows.

Recommended article : How to Embed a YouTube Video in PowerPoint

Do you want to learn more about PowerPoint? Check out our virtual classroom or live classroom PowerPoint courses >

1. Compress pictures

One of the most common ways to reduce file size is to compress one or all of the pictures in your PowerPoint file. You may want to try this with one picture at a time to be sure you are satisfied with the result after compression.

To compress a picture:

In Normal View, select a picture on image on a slide.
Click the Picture Tools Format or Format Picture tab in the Ribbon.
In the Adjust group, click Compress Pictures. A dialog box appears.
Select the check box to Apply only to this picture if you want to compress only the current picture or uncheck this option if you wish to compress all pictures in the presentation.
Select the check box to Delete cropped areas of pictures if you have cropped images and want to permanently delete the areas you have removed by cropping.
Choose the desired document resolution.

PowerPoint compress pictures dialog box to reduce file size.

Don't forget to check pictures in Slide Master View (click the View tab in the Ribbon and then click Slide Master) as you may want to compress or delete those images as well.

Also, be sure to check image(s) after you compress them to be sure to are satisfied with the quality of the image(s). If you create a copy of the presentation before compressing the image(s), you can revert to the original if necessary.

2. Insert pictures instead of copying and pasting

It's best to insert pictures, rather than copying and pasting (or dragging and dropping) into the PowerPoint file. When you copy and paste (or drag and drop) an image into a presentation, it can lose compression, change file type and also bring in other data that can increase file size.

To insert a picture onto a PowerPoint slide:

In Normal View, display the slide where you want to insert a picture.
Click the Insert tab in the Ribbon and click Pictures (2013 and later versions) or Picture (2010). You can also click the Pictures or Picture icon in a placeholder on a slide. A dialog box appears.
Navigate to the location of the picture.
Select the picture and click Insert or double-click the picture.

You also have the option of linking to a picture file by clicking the arrow beside Insert in the Insert Picture dialog box and then choosing Link to File. However, the picture is not actually "in" the file (which reduces file size) and if you email the document, the pictures will not be included. If you use this strategy, it's best to copy the picture to the same folder as the PowerPoint presentation and be sure to bring the entire folder with you when you deliver the presentation.

3. Use smaller image files

It's best to insert pictures in smaller sizes to reduce the size of your PowerPoint files. For example, if you are inserting pictures from a phone taken at a high resolution, this will result in larger PowerPoint decks. Create, save or send images at a lower resolution and insert the lower resolution images into your PowerPoint files.

If you're using stock images, select images at the lowest resolution (at the quality level you require). You can also open an image in an image editing program (such as Microsoft Picture Manager or Adobe Photoshop) and then save it at a lower resolution.

In PowerPoint 365, one of the biggest culprits causing inflated file size is 3D models. Although 3D models are not inserted as pictures but rather as 3D models, they are images. One 3D model we inserted took up 17 MB of space. You can't compress 3D models like other types of images so you may need to delete 3D models or use a picture instead of a 3D model if file size is an issue.

4. Convert images to a different file type

Prior to inserting an image in PowerPoint, you can open it in an image editing program (such as Microsoft Picture Manager or Adobe Photoshop) and then use Save As to save the image in another format.

The format that will result in the smallest size is usually JPEG (Joint Photographic Experts Group format) or JPG. The JPEG compression algorithm significantly reduces the file size of images.

You can also save images in PowerPoint in different formats:

Right-click the picture. A drop-down menu appears.
Select Save As Picture. A dialog box appears.
Navigate to the folder where you want to save the image.
Enter a name for the file and select a format such as JPG or PNG.
Click Save.
In the PowerPoint presentation, delete the original image.
Click Insert and then click Picture(s).
Navigate to the location with the image you saved.
Double-click the image.

5. Save a copy of images with artistic effects

When you apply an artistic effect to an image, PowerPoint retains two copies of the image (the original and a copy with the artistic effects). This allows the user to reset the image but can significantly increase file size. Compressing pictures also doesn't normally have any effect on images where you have applied artistic effects.

If you have applied an artistic effect (such as blur) to an image, you can reduce file size using the following method:

Right-click the image with the artistic effect. A drop-down menu appears.
Enter a name and select a file type (usually JPG or PNG).
In the PowerPoint presentation, delete the image with the artistic effect.
Navigate to the location with the image you saved with the artistic effect.

6. Compress audio and video

In 2010 and later versions of PowerPoint, audio and video files are copied into presentations rather than linked to the original files. You can improve playback performance and reduce PowerPoint file size by compressing audio and video files in your presentation.

Files can be compressed at different quality levels.

In PowerPoint 2013 and 2016, you can compress to the following quality levels:

Presentation Quality – select this option to save space but maintain overall audio and video quality.
Internet Quality – select this option and quality will be comparable to media which is streamed over the web.
Low Quality – select this option if space is limited, such as when you are sending presentations via e-mail.

Compress media options in PowerPoint older versions to reduce file size.

In PowerPoint 2019 and 365, you can compress to the following quality levels:

Full HD (1080p) – select this option to save space while maintaining overall audio and video quality.
HD (720p) – select this option to save space and the quality will be comparable to media which is streamed over the Internet.
Standard (480p) – select this option when space is limited, such as when you are sending presentations via e-mail.

The following compression options appear in PowerPoint 2019 or 365:

Compress media options PowerPoint 2019 or 365 to reduce file size.

Note: Some older video file formats may not compress or export properly. Embedded subtitles and alternate audio tracks will be lost in the compression process.

To compress media in PowerPoint:

Open the presentation that contains the audio or video files you want to compress.
Save a copy of the presentation so you can retain a copy of the file with the original media.
In the copy, click the File tab in the Ribbon.
Click Info.
In the Media Size and Performance area, click Compress Media. A dialog box appears.
Select the desired compression option. A dialog box appears indicating that media compression is in progress. PowerPoint will indicate how much space is saved.
When compression is complete, click Close.

Compress media dialog box in Microsoft PowerPoint to reduce file size.

7. Link to audio or video files

You also have the option of linking to audio or video files. When you insert an audio or video file, click the arrow beside Insert in the Insert dialog box and then choose Link to File. Linked audio or video is not actually "in" the presentation (which reduces file size) and if you email the presentation, the media files will not be included if you have linked to audio or video files. Linking was the default behavior in PowerPoint 2007 and earlier versions for video and larger audio files.

If you choose to link to audio or video files, t's best to copy the media files to the same folder as the PowerPoint presentation and be sure to bring the entire folder with you when you deliver the presentation.

Note: You cannot apply certain types of formatting to linked video files.

8. Convert Excel charts and other embedded objects

Embedded objects such as Excel charts or worksheets can also increase file size. If you convert embedded objects to images, it can impact the size or your presentation. You can also reduce file size by breaking links to Excel files.

If you want to convert embedded objects into pictures, you can ungroup them or cut and paste them back into PowerPoint.

To ungroup an object:

Select the chart or embedded object.
Click the Format tab in the Ribbon. This tab may appear as Drawing Tools Format, Drawing Format or Shape Format.
Select Group and then Ungroup. A dialog box appears asking if you want to convert the object to a PowerPoint object.

To cut an object and paste it back into a presentation as a picture:

Select the embedded chart or object.
Press Ctrl + X to cut it.
Click the Home tab in the Ribbon.
Click the arrow below Paste to display the drop-down menu and then choose Paste Special.
Select an image type (such as JPEG) and click OK.

PowerPoint paste special dialog box to compress embedded files and reduce file size.

If you have links to Excel files, you can reduce file size using Edit Links to Files. Check out How to Break, Update or Change Links to Excel Charts or Worksheets in PowerPoint for more information on how to break links.

9. Save a copy of large PowerPoint files

It's a good idea to save a copy of a large PowerPoint files periodically using Save As and give the file a different name (i.e. Sales Presentation and the date). If you save a copy using Save As, version history and some editing data is removed during the process and this will reduce file size. This can also help avoid corrupted files.

To save a copy of a PowerPoint presentation:

Choose Save As. If necessary, click Options or More Options. A dialog box appears.
Navigate to the desired location.
Enter a new name for the presentation.

10. Save a copy in PDF format

It's also common to save a copy of a presentation as a PDF (portable document format) file to reduce the size and then share it with others. You can compress images during the process.

To save a PowerPoint presentation as a PDF (and compress images):

Choose Save As and then click Options or More Options if necessary. A dialog box appears.
Navigate to the desired location and enter a name for the file. You can use the same name since the extension will be different (PDF).
Under File Type, select PDF.
Click Tools on the bottom right of the dialog box. A drop-down menu appears.
Select Compress Pictures. A dialog box appears.
Click the desired compression option.

Large file size is a common problem in PowerPoint and you can use these strategies to reduce the size of your PowerPoint presentations. Compressing the size of your decks should also help to improve speed and avoid crashes.

This article was originally published on November 6, 2016 and has been updated for clarity and content.

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More resources

How to Change Slide Size in PowerPoint

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How to Morph in PowerPoint to Design Engaging Presentations

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How to Insert or Type E with an Accent Mark in PowerPoint (È, É, Ê, Ë, è, é, ê, or ë)

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

How to Fade a Picture or Part of a Picture in PowerPoint (Using a Gradient)

You can fade a picture in PowerPoint by drawing a rectangle shape on top of the picture and then filling the rectangle with a gradient from opaque to transparent. This technique is often used to fade an image into the background of a slide. Since the rectangle is placed on top of the image and then text may be placed on top of the rectangle, you may need to reorder the objects.

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

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

Microsoft, the Microsoft logo, Microsoft Office and related Microsoft applications and logos are registered trademarks of Microsoft Corporation in Canada, US and other countries. All other trademarks are the property of the registered owners.

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10 Ways to Compress PowerPoint Presentations to Reduce File Size

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How to Reduce Powerpoint File Size

Last Updated: March 29, 2022

This article was co-authored by wikiHow staff writer, Jack Lloyd . Jack Lloyd is a Technology Writer and Editor for wikiHow. He has over two years of experience writing and editing technology-related articles. He is technology enthusiast and an English teacher. This article has been viewed 980,762 times. Learn more...

This wikiHow teaches you how to lower a PowerPoint presentation file's size by compressing its images on a Windows or Mac computer, or by clearing the editing data on a Windows computer. There is currently no option to delete the editing data of PowerPoint presentations on a Mac.

Compressing Images on Windows

If your PowerPoint file isn't yet open, first open it by double-clicking it.
It doesn't matter which picture you double-click, since all of them will open the appropriate tab.

Compressing Images on Mac

Removing Edit Data on Windows

Expert Q&A

Using JPEG files rather than other file formats will cut down on your presentation's overall size. Thanks Helpful 0 Not Helpful 0
When formulating a presentation, using the default plain backgrounds in your slides will make your file smaller than if you upload detailed backgrounds. Thanks Helpful 0 Not Helpful 0
If you can't get your PowerPoint file to shrink down enough to send it via email, you can upload it to a cloud service (e.g., Google Drive) and send an email with a link to the file instead. Your recipient will be able to download the file from Google Drive. Thanks Helpful 0 Not Helpful 0

how to reduce size of powerpoint presentation for email

Reducing your images' quality will make a noticeable difference in your PowerPoint's overall quality. Thanks Helpful 1 Not Helpful 1

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1. Double-click an image. 2. Click Compress Pictures . 3. Remove the check mark from “Apply only to this picture.” 4. Select a lower DPI. 5. Click OK . 6. Click File . 7. Click Options . 8. Click Advanced . 9. Click Discard editing data . 10. Click OK and save the file. Did this summary help you? Yes No

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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.

Compress-PowerPoint-Presentations-Online-2

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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Home Blog PowerPoint Tutorials How to Compress PowerPoint Presentations

How to Compress PowerPoint Presentations

How to compress a PowerPoint presentation and reduce its size. Learn how to minimize PowerPoint file size.

Many users, when sharing PowerPoint files via email, can end up realizing that the file is too big to be sent via their email service provider because of its excessive file size. While there are many third-party apps that enable sending large files via sharing links, not only can they be less secure to use for confidential documents, but the files might take a while to download by the recipient due to the heavy file size. therefore, Compressing a PowerPoint presentation can help you avoid such issues.

Compress a PowerPoint Presentation File

There are different methods by which you can compress a PowerPoint file and elements within the file to reduce the file size and make your slide deck more manageable.

1. Compress Images in PowerPoint

The most common method to reduce the file size of a PowerPoint presentation is to compress slide images. This method is also quite useful if you’re wondering how to compress a ppt file for email since it provides the option to reduce the images down to a very low resolution of 96 PPI, which is usually sufficient to make the presentation small enough for an email attachment.

To compress one or more images in PowerPoint, select an image from the presentation, go to the Picture Format tab, and select Compress Picture from the Adjust menu.

Compress pictures in PowerPoint to fully compress PowerPoint presentations

From the dialog box that appears, you can choose various compression options. If you want only to compress the selected image, check Apply only to this picture checkbox.

The compression options available from the given dialog box can be used to reduce the size of the current or all images in the presentation file for print (220 PPI), web (150 PPI), and email (96 PPI), or you can choose the default resolution.

2. Compress Video and Audio in PowerPoint

Video and audio files can take up a lot of space and make PowerPoint presentations difficult to manage due to their large file size. If you have media files added to PowerPoint that are heavy, your presentation might also lag in SlideShow mode.

To compress video and audio files in PowerPoint, go to File > Info > Compress Media . Select a lower resolution of the media files from the drop-down menu to reduce their file size.

Selecting compress media options to compress a PowerPoint presentation

This will shrink the PowerPoint file size and reduce the file size for video and audio files, with information regarding how much the files were compressed.

Processing the media files in PowerPoint to get a compressed PowerPoint presentation - shrink PowerPoint file size

You can play to preview the media files to ensure the quality of the converted media files is satisfactory. Suppose you aren’t satisfied with the compression quality and reduced file size.

In that case, you can also compress the media files using third-party tools, including online converters like CloudConvert and ZamZar or media file conversion apps like HandBrake, Xilisoft audio/video converter, Freemake audio/video converter, etc.

The result on how to compress a PowerPoint presentation - Compress PPT presentation to minimize PowerPoint file size

It is also important to note that if you use audio in your presentations, MP3 files typically compress the audio more than WAV files. To reduce the file size of your presentations with audio, consider inserting MP3 audio files into your presentation, over the WAV format. Check out our article how to add audio to PowerPoint presentations to learn more about the available audio formats.

3. Remove Heavy Graphics and Slide Elements

Another easy method to compress PowerPoint and shrink its size is to remove unwanted elements to reduce the file size. You can either do this directly from slides or edit the layouts of the deck via View > Slide Master .

Remove heavy images and slide elements to reduce the overall PPT file size

4. Replace Media Files with Links and Embedded Content

You can also replace certain files that might be making your slides heavy. Embedding the media files directly via online sources like YouTube or by adding links to media instead of embedding files in your presentation will significantly reduce file size.

Embedding videos in PowerPoint slides to compress presentations in PowerPoint

5. Convert PowerPoint File Type to Compress File Size (E.g. Export to PDF)

If you don’t need to present your slides as a PowerPoint file, Converting PowerPoint presentations to a different format, such as PDF, can compress the file size. This will also remove media files such as audio and video files that you can instead add as a clickable link for the recipient prior to conversion. This process could also shrink PowerPoint file size. Learn how to save a PowerPoint presentations to PDF .

Converting a PowerPoint presentation to PDF to reduce its file size

6. Compress a PowerPoint File using a File Compression Format

To share a PowerPoint file online in a compressed format, you can convert it to a ZIP file or use a number of formats supported by your operating system or third-party apps such as RAR, 7z, GZIP, TAR, XZ, WIM, etc. The compression feature is often integrated via the right-click context menu or long tap for mobile operating systems.

Some of the most famous tools known to provide a high file compression ratio and various security features for file compression include 7-Zip, WinRAR, WinZIP, PeaZip, etc.

Using Microsoft Windows to reduce the PPT file size by compressing the ppt into a .zip

Compressing your PowerPoint presentation can help reduce the file size, making it easier to share via email, improve loading times, and reduce storage space. It also ensures that the recipient can quickly download and access the presentation.

The most common method is to compress the images in your presentation: – Select an image in your presentation. – Go to the Picture Format tab. – Click on Compress Pictures in the Adjust group. – Choose the desired compression options (e.g., for print, web, or email).

If the media quality is unsatisfactory, you can compress the media files separately before adding them back to your presentation using third-party tools. Tools like HandBrake, Xilisoft, and Freemake can help you achieve better compression results.

To reduce the file size by removing unnecessary elements: – Review each slide and identify heavy graphics, images, and other elements that can be removed or simplified. – Use the Slide Master view to make global changes to the slide layouts, reducing the number of heavy elements across all slides.

Yes, you can replace media files with links to online sources or embed content directly from websites like YouTube. This reduces the file size significantly by not storing large media files within the presentation.

You can convert your PowerPoint presentation to a PDF: – Go to File > Save As. – Choose PDF from the file format options. – Save the file. This will remove media files and significantly reduce the file size.

Yes, you can use file compression tools like 7-Zip, WinRAR, or WinZIP: – Right-click on the PowerPoint file. – Select Send to > Compressed (zipped) folder. – Alternatively, use third-party tools to compress the file into ZIP, RAR, or 7z formats.

The potential downsides include: – Loss of media quality due to compression. – Incompatibility issues if the recipient does not have the required software to decompress the file. – Reduced functionality if converting to a different format like PDF, as interactive elements may be lost.

To work with full compatibility: – Use common compression formats like ZIP. – Provide instructions or links to software if using less common formats like RAR or 7z. – Consider sharing a link to an online version of the presentation if possible.

Compressing PowerPoint files can have pros and cons, including loss of media quality or inability of the recipient to open the file if it’s in a compression format that requires a specific app that he/she might not have. Therefore, you should pick a mode of compression that is convenient enough for you and the recipient of the file.

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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.

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 Reduce the File Size of Your PowerPoint Presentation

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

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

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

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

insert picture from this device PowerPoint 365

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

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

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

2. Crop Photos With an Image Editor

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

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

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

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

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

3. Edit Images Outside PowerPoint

editing a photo using Windows built-in editor

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

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

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

4. Compress Your Pictures

compressing images in Microsoft PowerPoint

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

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

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

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

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

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

5. Link Videos

linking videos in powerpoint presentations

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

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

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

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

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

6. Use the Latest Formats

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

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

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

Save on Space

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

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

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

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

You can easily compress a PowerPoint file's size, which makes it easier to share and save.
When you compress your PowerPoint, you'll have to reduce the quality of any music, videos, or pictures you have in your slideshow.
Once you've compressed your PowerPoint, it will load faster, but the media in it may not look as good.
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At some point in your slideshow-creating life, you've probably saved a PowerPoint presentation and realized that the file size is entirely too large.

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

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

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

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

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1. In the ribbon or menu bar at the top of the screen, click "File." Make sure that "Info" is selected in the left sidebar.

2. Click "Compress Media." Depending on whether your version of PowerPoint was made before or after 2016, this button will either be next to the label "Multimedia" or "Media Size and Performance."

3. Choose one of the three options for media quality from the dropdown menu. These will differ based on which version you have as well, but they boil down to:

Select the highest quality option if you want to maintain high quality media for in-person presentations.
Select the middle option for quality akin to media found on the internet.
Select the lowest quality option if your file needs to be as compressed as much as possible — for example, if you need to send it via email.

How to compress a PowerPoint file on a Mac

In the Mac version of PowerPoint, you can only reduce the file size of images, not videos or music.

To do this:

1. Open your PowerPoint slideshow and click "File" in the menu bar at the top of the screen. If you only want to compress specific images, select them before clicking "File."

2. In the dropdown menu, click "Compress Pictures..."

3. You'll be shown a "Compression Table," which lists all the different ways you can compress the file. You'll have three main options:

"Printing" will keep your pictures at the highest quality possible.
"Viewing on screen" will reduce the quality of your pictures by about 30 percent.
"Sending in an e-mail message" will compress them by another 30 percent or so.

You can also pick the fourth and last option, which will keep each picture's current resolution, but try to reduce the file size in other areas.

4. Select whether you'd like to delete parts of your pictures that have been cropped out — doing so will help reduce the file size.

5. Choose whether you'd like to compress every picture in the slideshow, or just the ones that you selected beforehand. Once you've decided, click "OK."

Related coverage from Tech Reference :

How to add a border to slides in powerpoint, and give your slideshow a sleek design, how to embed a youtube video into your microsoft powerpoint presentations using a mac or pc, how to convert google slides to a powerpoint presentation in 4 easy steps, how to convert a powerpoint to google slides in 2 different ways, how to copy or duplicate a powerpoint slide and put it anywhere in your slideshow.

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How to Compress a Powerpoint Presentation for Email (Step-by-Step)

In our fast-paced daily lives, sharing PPT files is essential, and compression is the key to efficient transmission. However, many struggle with this process, unsure of how to compress Powerpoint presentations for email. Fear not! This article provides comprehensive guidance on compressing presentations for email.

Part 1: Reasons for Limitation on Email Attachment Size

Email services impose attachment size limits mainly for security and operational reasons. Large attachments can overload servers, cause delays, and increase the risk of spam and malware. By setting limits, email providers ensure smooth operation and protect users from potential threats.

Part 2: How to Compress a Powerpoint Presentation for Email

Reducing size of video for compressing ppt.

To reduce video size in your Powerpoint presentation for email, follow these steps:

Step 1: Open your presentation in Microsoft Powerpoint. Click on the File tab in the upper-left corner.

Step 2: From the dropdown menu, select Info.

Step 3: Select Compress Media. There are three compression choices available.

Step 4: Select your favorite compression method.

Step 5: When the file has finished compressing, click Close.

Compressing Images

To compress images in your Powerpoint presentation, use the following guide:

Step 1: Launch PowerPoint and open the presentation.

Step 2 In the top toolbar, select "File" > "Options" > "Advanced."

Step 3 Adjust the options under "Image Size and Quality" as follows:

Check the box next to "Discard editing data."

Remove the check mark next to "Do not compress images in file."

In the "Default resolution" dropdown box, select "150 PPI" or below.

Step 4 Select "OK."

Compressing PPT as ZIP file

To compress your entire Powerpoint presentation into a ZIP file, follow these steps:

Step 1 Navigate to the presentation that you wish to compress.

Step 2 Select Send to > Compressed (zipped) folder from the context menu when you right-click the presentation.

Step 3 Windows generates a new zip file with the same name as the PowerPoint file.

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Part 3: How to Email a Compressed Powerpoint Presentation ?

To email a compressed PPT, follow this step-by-step tutorial:

Step 1: Open your compressed PPT presentation.

Step 2: Select "File" from the top toolbar.

Step 3: Click on "Share," and then choose "Email."

Step 4: Under "Email," select one of the following options:

"Send as Attachment" to attach your presentation to an email message.

"Send a Link" to create an email containing a link to your presentation.

Note: For this option, save your presentation in a shared location like SharePoint or OneDrive.

"Send as PDF" to save your presentation as a PDF file and attach it to an email message.

"Send as XPS" to save your presentation as an.xps file that you can attach to an email message.

"Send as Internet Fax" to send your presentation as a fax without using a fax machine. This option requires signing up with a fax service provider.

Step 5: Fill in the recipient's email address, subject, and any additional message.

Step 6: Double-check the email content and attachments before clicking "Send."

Part 4: WPS Office - Your Best Alternative to Microsoft Office

WPS Office is a powerful office suite that provides a compelling alternative to Microsoft Office. With its comprehensive features and user-friendly interface, WPS Office has gained popularity among users seeking a reliable and free productivity solution.

Main Features of WPS Office:

Writer: A word processing tool with advanced formatting options and collaborative features.

Spreadsheets: An Excel-like spreadsheet application for data analysis and calculations.

Presentation: A dynamic presentation tool for creating captivating slideshows.

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Advantages of WPS Office:

Free: WPS Office offers full functionality without any cost, making it an economical choice for individuals and businesses.

Perfect Compatibility: It supports a wide range of file formats, ensuring seamless collaboration with Microsoft Office users.

User-friendly Interface: WPS Office provides an intuitive interface, allowing users to navigate and utilize its features effortlessly.

Course Teaching: WPS Office offers tutorials and learning resources to help users maximize their productivity and proficiency with the suite.

1. How do I send a large PowerPoint file through Outlook?

To send a large PowerPoint file through Outlook, you have a few options:

Use OneDrive: Upload the large PowerPoint file to OneDrive and share the link to the file in your email instead of attaching the file directly.

Use cloud storage services: If you have access to cloud storage services like Google Drive or Dropbox, upload the file there and share the link in your email.

2. How to increase the size limit of email attachment in Office 365?

To change the Office 365 message limit, log in to your Office 365 portal and open the Exchange Admin. Access the recipients' mailbox properties, click on "Mailbox Features," and then navigate to "Message Size Restrictions." Change the maximum message size to a maximum of 150,000KB for both Sent and Received messages.

In this comprehensive guide, we learned how to efficiently compress a PowerPoint presentation for email, reducing file size without compromising quality. By following step-by-step instructions, you can easily compress videos, images, and the entire presentation into a ZIP file, making sharing hassle-free.

Additionally, we explored the advantages of using WPS Office as a powerful and free alternative to Microsoft Office, with its user-friendly interface and perfect compatibility. With WPS Office, you can enjoy a suite of essential productivity tools at no cost.

1. How to Embed a PDF in an Email: A Step-by-Step Guide
2. How to Compress a Powerpoint on Mac A Comprehensive Guide
3. How to Send a PowerPoint Through Email(3 Common Methods)
4. How to Convert Outlook Email to PDF with Attachments (Step-by-Step)
5. How to Save Email as PDF on iPhone (Step-by-Step)
6. How to Convert an Email to a PDF for Free: A Step-by-Step Guide

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.

How to Email a PowerPoint Slideshow: A Step-by-Step Guide

Emailing a PowerPoint slideshow is as simple as attaching a file to an email. But to do it correctly, you need to save your presentation in the right format, choose the right file size, and ensure that your recipient can view it. After completing these steps, your PowerPoint slideshow will be successfully sent and accessible to your intended audience.

After you complete the action, your recipient should receive an email with your PowerPoint slideshow attached. They will be able to download and view the presentation on their own device, provided they have the necessary software or app to open PowerPoint files.

Introduction

In our digital age, sharing information has never been easier. Whether you’re a student presenting a project, a professional sharing a business proposal, or someone just looking to spread ideas, PowerPoint slideshows are a go-to method. But what good is a stunning presentation if you can’t get it in front of your audience? Emailing your PowerPoint slideshow is a quick and efficient way to do just that. This simple action is relevant to almost everyone in the digital workspace. It saves time, resources, and allows for instant sharing of information.

Emailing a PowerPoint slideshow seems straightforward, right? Well, it is, but there are a few tips and tricks that can ensure your presentation arrives just as impressively as it leaves your outbox. It’s crucial to know the ropes to avoid any hiccups, such as large file sizes causing your email to bounce back, or the recipient not being able to open the file. Let’s dive into the know-how of emailing a PowerPoint slideshow, ensuring your hard work gets seen and appreciated.

Step by Step Tutorial: Emailing a PowerPoint Slideshow

Before jumping into the steps, understand that following them will help you send a PowerPoint slideshow via email. This process is handy for sharing presentations with colleagues, friends, or anyone who needs to view your slides.

Step 1: Save Your PowerPoint Slideshow

Save your PowerPoint presentation in a format that’s suitable for email.

When saving your PowerPoint presentation, choose a format that maintains the quality of your slides while keeping the file size manageable. The standard .ppt or .pptx formats work well, but if you’re concerned about compatibility, a PDF format is a universal option.

Step 2: Compress Your Presentation

Compress your PowerPoint file if it’s too large to email.

Large files can be troublesome to send via email. If your presentation is too large, consider compressing it to reduce the size. PowerPoint has built-in tools that can help you compress images and media within your slides to make the file smaller.

Step 3: Open Your Email Client

Open your preferred email client to compose a new message.

Whether you use Gmail, Outlook, or any other email service, start by opening your email client and clicking the option to compose a new email. This will be the vehicle to deliver your PowerPoint slideshow to your recipient.

Step 4: Attach Your PowerPoint Slideshow

Attach your saved PowerPoint presentation to your email.

Look for the ‘attach file’ icon (usually represented by a paperclip) in your email client. Click on it and navigate to the location where your PowerPoint presentation is saved. Select the file and attach it to your email.

Step 5: Compose Your Email

Write a brief message to accompany your PowerPoint slideshow.

Don’t just send an email with an attachment and no context. Write a short message explaining what the presentation is and why you’re sending it. This will provide your recipient with the necessary information and entice them to open your slideshow.

Benefit	Explanation
Convenience	Emailing a PowerPoint slideshow is incredibly convenient. You can send your presentation from anywhere, at any time, to anyone with an email address. It eliminates the need for physical meetings or mail, saving you time and effort.
Efficiency	This method is efficient because it allows for instant sharing. There’s no waiting around for your recipient to receive a physical copy. As soon as you hit send, your presentation is on its way.
Versatility	Email is a universal communication tool. Almost everyone has an email address, making it a versatile way to share your PowerPoint slideshow with a wide audience. It doesn’t matter where your recipient is in the world, they can access your presentation.

Drawback	Explanation
File Size Limitations	Many email services have a limit on the size of files you can send. If your PowerPoint slideshow is too large, you may need to use a file-sharing service or compress your presentation, which can reduce quality.
Dependency on Internet	You need an internet connection to send an email. If you or your recipient has connectivity issues, sharing your PowerPoint slideshow could be delayed.
Compatibility Issues	Not everyone uses PowerPoint. If your recipient doesn’t have the right software or app to open the slideshow, they won’t be able to view your presentation. Always check with your audience beforehand.

Additional Information

When it’s time to share your PowerPoint slideshow, there are a few additional things to consider. First, think about the accessibility of your presentation. Will your recipient need any special software to view it? It’s always a good idea to ask ahead of time or provide options, such as saving your slideshow as a PDF, which can be opened on almost any device.

Another tip is to use file-sharing services for particularly large presentations. Platforms like Google Drive, Dropbox, or WeTransfer allow you to upload your PowerPoint slideshow to the cloud, and then send a link via email. This way, you avoid the file size limits of email services and ensure your recipient can download the presentation at their leisure.

Also, be mindful of the security of your content. If your PowerPoint slideshow contains sensitive information, consider password-protecting it before sending. You can also use encrypted email services for added security.

Remember, the goal is to make sure your PowerPoint slideshow is received and can be viewed with ease. The last thing you want is for your hard work to go unseen due to a technical hiccup.

Save your presentation in a suitable format.
Compress your presentation if it’s too large.
Open your email client and compose a new message.
Attach your PowerPoint slideshow to the email.
Write a message to accompany your presentation and hit send.

Frequently Asked Questions

Can i email a powerpoint slideshow from my phone.

Yes, you can email a PowerPoint slideshow from your phone using your mobile email client. Just ensure that your presentation is saved on your phone or accessible through a cloud service.

How can I make my PowerPoint file smaller to email?

You can compress images within PowerPoint or use a file compression tool. Also, saving your presentation in PDF format can sometimes reduce the file size.

What’s the maximum file size I can email?

This depends on your email provider. For example, Gmail has a limit of 25MB for attachments. If your presentation is larger, you’ll need to use a file-sharing service.

Can I password-protect my PowerPoint slideshow before emailing it?

Yes, PowerPoint allows you to add a password to your presentation. This can be done in the ‘File’ menu under ‘Info’ and then ‘Protect Presentation.’

What if my recipient doesn’t have PowerPoint?

If your recipient doesn’t have PowerPoint, consider saving your presentation as a PDF. Alternatively, they can view it using free software like PowerPoint Viewer or Google Slides.

Emailing a PowerPoint slideshow is a crucial skill in the modern world of digital communication. It’s a simple yet effective way to share your ideas, projects, or proposals with anyone, anywhere. While there are some hurdles like file size limits and software compatibility, a little preparation and foresight can overcome these challenges.

Remember to save your presentation in an accessible format, keep the file size manageable, and always double-check with your recipient for any specific requirements they might have. With these tips and tricks up your sleeve, you’re ready to share your PowerPoint masterpiece with confidence and ease. So go ahead, hit that send button, and let your slideshow make the impact it deserves!

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

Read his full bio here.

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

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

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

File Size Optimization: Here’s How!

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

1. Remove Unused Slides, Pictures, and Videos

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

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

2. Compress Inserted Images

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

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

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

3. Discard Editing Data for Images

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

4. Avoid Creating Image Effects with PowerPoint

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

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

5. Check the Master Slide

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

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

Extra Tip: Use File Size Optimization Tools

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

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

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

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

Are you looking for professionally designed slide templates to support your key message ? Visit our shop for a wide range of slides on various (business) topics available for download. Explore our shop today! ► Go to Shop

You may also be interested in other articles:

Compressing PowerPoint Images
Standardizing Image Sizes

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How to compress PowerPoint presentations and reduce picture file size

Written by: Richard Goring
Categories: PowerPoint design , PowerPoint productivity
Comments: 28

Media-rich presentations are great. Including high-quality images and videos often adds hugely to audience engagement, but it also adds file size. Adding to your file size means that your presentation is likely to sit on the unfriendly size of email etiquette, but it also means your PowerPoint will run a lot slower (and it may crash – see this article for more on that ). But is there an answer? Absolutely. Here are five ways to compress PowerPoint file size for easy emailing and speedy running of your presentation.

View our tips in this video.

The content from the video can be found in the article below.

Method 1: Compress PowerPoint presentations using in-built tools

Did you know PowerPoint has a built-in picture and video compression tool? Well it does, and it’s really easy to use.

Select a picture on any slide and go to the Picture Tools Format tab on the ribbon.
Choose Compress Pictures in the top left corner: the pop-up box shows you the resolution options you have for the image. For most purposes the web resolution of 150ppi is fine, but if it’s a particularly large screen you’re using, or you’re going to print it, maybe choose the print 220ppi option. This reduces the resolution of the image down to that level, which should help reduce the file size of the image a bit.
If you uncheck the first box, you’ll apply that resolution change to all of the images in the deck, pushing the file size down further.
It’s interesting to note that if you crop an image in PowerPoint, the cropped portion of the image is still there, just hidden away. That also adds to the file size of the PowerPoint, so checking the second box will delete any of these hidden areas, potentially reducing your file size quite a bit more.
Navigate to the File tab in PowerPoint, and the Info page should be selected.
If you have video files in your PowerPoint the first button on this page will be to ‘Compress Media’. Click this button and choose the quality you want PowerPoint to compress your file to. 1080p is fine for almost any application, and in many instances 720p will work well too.
Once you’ve chosen a video resolution, you’ll see a new window open showing the progress of the compression. It’ll also tell you how much space has been saved after the compression has been completed – handy.
Check your video after it’s compressed to make sure it still looks good. If you realise you’ve made a terrible mistake, you can also undo the last compression from the same ‘Compress Media’ drop-down menu.

That may do the trick, but sometimes you’ll come across a presentation that stubbornly refuses to yield a decent file size. At this point, you need to get tricksy.

Method 2: Locating large files in your PowerPoint

A problem you can face when you need to compress PowerPoint slides is that, often, you don’t know which object is causing your file size to jump so much. It might be that 90% of your media files are a combined total of 5MB, but there’s one troublesome image that is 30MB on its own. Here’s a fool-proof way of finding which files are causing you problems.

Go to the folder where the presentation is stored. You can see the file size in the bottom left corner. Go to the view tab at the top and select the File name extensions box over on the right-hand side. This puts the file type extension at the end of all your files, so for PowerPoint, it’s .pptx.
Now, copy and paste your PowerPoint file, using Ctrl + C and Ctrl + V. On the copy of the file, click on the .pptx and change it to .zip. Windows will give you a warning that you could ruin your file, but that’s OK, because this is a copy and the original is still safe. Say yes, and then you’ll see that your PowerPoint file has now turned into a zip file.
Open the zip file and you’ll be greeted with a lot of unfriendly looking folders. Go into the ppt folder and there are even more unfriendly folders. Then go into the media folder, and here you’ll find all the images, music, and video files used in your presentation. At this point, you can sort them by file size, and easily see the culprits that are jacking up your storage allocation.
Once you’ve got them, you have a couple of options. You could go into an image editing program, and the Photos app in Windows 10 is actually really good for this. Simply open an image, go to the dots menu on the right-hand side, choose Resize, and then adjust the resolution of the images easily. In most presentations you can take this down to the 2MP setting, or define custom dimensions, with the smallest side around 1000 pixels.
A neat way of actually finding the large image within the deck is to delete the large image in the zip file and change it back to a .pptx from a .zip. When you open it up in PowerPoint your picture will have been replaced by a white box with a red cross in it. Right click on the white box, choose Change Picture, and find a different, or a lower resolution image to fill the gap.

For video you’ll likely need to use another tool, so find the video files using the zip method, or extract them using the free BrightSlide PowerPoint add-in ( File & Master > Export Media Files ), and then use the methods below with the free Handbrake video editing software.

Method 3: Reducing picture resolution in PowerPoint

In PowerPoint, find the image that’s huge (using method 2), copy it, and reduce the size of it physically on the slide.
Copy the new smaller image using Ctrl + C, and then paste it using Ctrl + V. Before doing anything else, you’ll see there’s a little pop-up box in the bottom right of the image, which are the paste options. Choose the ‘Picture’ option and your image is now a new picture at a lower resolution (because you made it smaller on the slide). Then use this to replace your existing image, which will cut out the large file size version.
If you’ve got lots of animation on your image or it’s in a group and you don’t want to have to redo it, right click on the new smaller image, choose Save as Picture, and save it somewhere.
Right click on the original picture, and choose Change Picture, which allows you to find another image to replace it with. If you choose the image that you’ve just saved, you shouldn’t see any difference on the slide, but your old large file size image should now have been replaced with the lower resolution, smaller file size image, helping to reduce the file size of your presentation.

Method 4: Use the correct file types

Another tip is to think about the type of image file you’re working with. The three most common are JPEGs, PNGs, and TIFs. JPEGs are the most common. They’re usually slightly lower quality, but it’s often difficult to tell, unless the screen is really good or very large. PNGs provide excellent quality for the size, and also allow you to have transparent areas of your images, but that comes at a cost, with file size usually pretty high. TIF files are often produced by high quality cameras in professional photo shoots. They’re great for print, but overkill in a PowerPoint presentation. So if you’re struggling with the file size on a particular image, try saving it as a JPEG:

In PowerPoint right click your image and choose Save as Picture.
Choose JPEG from the Save as type drop-down options in the window that opens up.

Method 5: Streamline your PowerPoint file by deleting things you don’t need

The last way to keep your file size low is to make sure you don’t have anything in the file that you don’t actually need. What might this be? Well, it’s things like huge Slide Masters and templates with images and graphics on them that you just won’t ever use. To streamline your PowerPoint file:

Open the ‘View’ tab in the PowerPoint ribbon and select ‘Slide Master’.
If you can see a number of masters that don’t appear in your presentation, then delete them.
If your template uses a lot of images, and you can’t delete them, then use one of the other methods to compress them to save a little space.

Tip 1: Always ‘Save As’ – you might not need those layouts this time, but you might need them in the future.

Tip 2: If you have a number of layouts you don’t use then it might be worth chatting to the team that put the template together to see if they can reduce the number of slides in the interests of keeping file size low.

And all of these tips combined will help you to compress PowerPoint files, resulting in svelte slide decks that you can use and share with ease!

How to reduce video file size with HandBrake

If you want fine detail control over resolution or codecs, or want to remove parts of the video, you’ll need to use a specialist video tool. A terrific one is HandBrake , a free, excellent quality video transcoder that possibly has the best logo and program icon ever. You can use HandBrake to change the format, codec, resolution, frame rate, and bitrate, plus loads more. If that sounds a bit technical, sorry, but the presets are really good. Drag the video file you want to compress into Handbrake, and in the Presets drop-down menu in the top left, choose either Fast 1080p30 or Fast 720p30 (that’s 1080p resolution at 30 frames per second), and then the green Start Encode button at the top. This will often magically reduce file size by up to half, and it takes only a few minutes.

If you’re really keen, you can use the Range options at the top to trim the video, removing a lot of unwanted footage. This is essentially the same as the trimming function in PowerPoint, but you immediately remove all the footage from the video, rather than having to use the compress media function. You may want to do this if you want to keep the resolution of your video, and it’s larger than the highest 1080p resolution available with compress media, such as 4K.

It may also be useful to use HandBrake to convert the format of a video not playing in PowerPoint. My colleague John has written a nice overview of how to do this and what else you can do if embedded videos in PowerPoint aren’t playing , and there’s a good test file to see what might be causing the problem on your computer.

Richard Goring

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Thank you it was very helpfull

Very helpful especially the zip details 🙂

Tip 2b: you can convert the TIFF or PNG files in your presentation to JPEG as follows: selecting it, cut it (Ctrl – x), then use “Paste Special” and choose JPEG to paste it.

Thanks for you tip. It was very helpful.

This was SO helpful!! Thanks!!

Very helpfull!

Thank you!!!

Thanks for the tips and also for sharing the deck!

The .zip trick was extremely helpful! Thank you!

Thank you for this information, it is always a struggle to deal with file size. Just a note, when viewing your video, all views showing PowerPoint and flies information is blurry and we cannot read or see the writing properly .

Thanks again, always appreciate your tips & tricks

Very useful thank you!

I’ve been struggling for days on this, but the zip trick FINALLY allowed me to figure out the size sinks in my ppt! Thank you!!

try saving the powerpoint as a pdf then exporting the pdf back to powerpoint (I use FoxitPhantom pdf for this)

I just cut a 100 mb file down to 1mb by doing that

That ZIP trick is effective but my computer didn’t want to save the PPT as a ZIP file. What I did instead was right-click on every image in my PPT to “save as picture” on my PC. Many of what turned out to be my file size hogs were revealed as PNG files when I tried to save them. I saved them instead as JPG files. Then I returned to that image, right-click and choose “replace image” and I use instead the JPF version. In my case a 6MB file was cut down to 1MB.

Thank you! Super helpful and worked perfectly!

This was incredibly helpful, thanks so much. I was struggling to figure out which images in my presentation were causing the file to get so bloated. This solved my problem quickly!

Option #2 – excellent thanks.

Excellent! Thank you

THANK YOU! your article saved the day for me.

Very useful! was struggling before I read this!

the tricks are very useful

Thank you so much! This reduced my presentation size from 34 MB to 10 MB!

Super super helpful and amazing step by step approach! Thank you so much!

Thanks a lot!!! All this information was incredibly helpfull. I love what you do at BrightCarbon.

Grettings from Medellín Colombia.

many thanks this is so helpful

Thanks a lot for your great article. I enjoyed a lot the idea to spot the large size images by copying and renaming with zip extension. Brilliant! Thanks for your sharing and have a nice day

Question: On the copy of the file, click on the .pptx and change it to .zip. How on earth? If I click on the .pptx, it opens Powerpoint. Any idea?

Thanks so much for all your advice in this article! Easy to follow and helped me loads.

Reduce the file size of your PowerPoint presentations

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

Compress pictures in your presentation

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

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

Under Compression options , do any of the following:

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

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

Under Resolution , select Use default resolution .

Under Compression options , do either of the following:

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

Delete image editing data and lower default resolution

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

Go to File > Options > Advanced .

Under Image Size and Quality , do the following:

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

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

Reduce the character set of embedded fonts

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

Go to File > Options > Save .

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

Reduce the file size of your Excel spreadsheets

Reduce the file size of your Word documents

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How to Compress Your PowerPoint Files Down to Size

Picture this – you’ve finally finished that PowerPoint presentation you’ve been working on. The data is compelling, the slides are tight, and the visuals are strong. Then you click Save and realize it’s also GIGANTIC. Like 30,000 KB huge .

This is no good, since oversized and bloated PowerPoint files can be difficult to share and challenging to upload for others to see. The performance of your slides can even suffer at times too.

So here we are – as the great Jon Bender would say, your slides are “pushing maximum density.” (What, I can’t make a Breakfast Club reference ? John Hughes FTW!) In these cases, the culprit is almost always too many large images or media files in your slides. Fortunately, there’s an easy fix to get them down to size quickly.

The easy way to compress your PowerPoint files

First, simply choose an image (any one will do) to edit with PowerPoint Picture Tools (all you have to do is double-click the image to open this view).

Next, select the Compress Pictures option to the left of the tool bar.

The resulting popup will give you the option to compress the size of the image you selected (with the Email option being the smallest). By unchecking the “Apply only to this picture” option, you can reduce the size of all the images in your desk. Just be sure to consider how your presentation will be used when making your selection.

That’s all there is to it! Resave your presentation and you’ll see your PowerPoint file has been shrunk down to a much more manageable level. It’s as simple as that.

For more PowerPoint tips and ideas, check out the resources below:

An Easy Tip to Merge PowerPoint Slides from Different Templates
Working with Graphics in PowerPoint: 4 Simple Tips to Try
How to Use PowerPoint to Create Screen Capture Videos

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How to Change Slide Size in PowerPoint: An Easy Guide

People working together on different devices with different aspect ratios, represents changing slide sizes in PowerPoint.

Creating a visually appealing and effective PowerPoint presentation often involves tailoring the slide size to suit your specific needs. Whether you’re preparing a presentation for a wide-screen projector or a standard monitor, adjusting the slide size is crucial. In this blog, we’ll guide you through the simple steps to change slide size in PowerPoint.

Understanding Slide Size

Before diving into the process, let’s clarify what slide size means. It refers to the dimensions of your PowerPoint slide, typically expressed as a ratio like 4:3 or 16:9. The 4:3 ratio is the traditional standard, while 16:9 is the widescreen format commonly used for modern displays.

Why Change Slide Size?

Changing the slide size in PowerPoint can be necessary for several reasons:

Matching Screen Aspect Ratio: Ensuring your presentation fits the screen perfectly prevents distortion and enhances the viewer experience.
Adapting to Different Platforms: If you’re presenting on multiple devices, adjusting the slide size can help maintain consistency.
Creating Custom Layouts: For unique designs or specific content requirements, a custom slide size might be necessary.
Widescreen Presentations: Modern screens and projectors often use a 16:9 aspect ratio.
Print Handouts: For printed materials, a 4:3 aspect ratio or custom sizes may be more suitable.

Step-by-Step Guide to Changing Slide Size in PowerPoint

Step 1: open your presentation.

First, open the PowerPoint presentation you want to adjust. This can be a new file or an existing presentation.

Step 2: Go to the Design Tab

Once your presentation is open, navigate to the “Design” tab on the ribbon at the top of the screen. This tab contains various options for customizing your slides.

Step 3: Click on Slide Size

In the “Design” tab, look for the “Slide Size” option. It’s usually located towards the right end of the toolbar. Choose it to display a dropdown menu.

Step 4: Choose Slide Size

From the dropdown menu, you will see options like “Standard (4:3)” and “Widescreen (16:9).” If these presets don’t meet your needs, select “Custom Slide Size.”

Step 5: Set Custom Dimensions

If you choose “Custom Slide Size,” a dialog box will appear where you can enter your desired width and height. This is useful if you have specific dimensions in mind. After entering the values, click “OK.”

Step 6: Adjust Content

Changing the slide size can alter the layout of your content. PowerPoint will prompt you with options to maximize or ensure fit. Choose the one that best preserves your layout.

Customizing Slide’s Orientation

Additionally, you can adjust the orientation from landscape to portrait. If you want to learn more about changing page orientation, check out our blog on “ How To Change Page Orientation From Landscape To Portrait “.

Tips for Optimal Results

Preview Your Presentation: After changing the slide size, preview your presentation on the target screen to ensure everything looks as expected.
Consider Content Layout: Adjust text, images, and other elements to fit the new slide dimensions while maintaining visual appeal.
Use High-Quality Images: When resizing images, use high-resolution files to prevent pixelation.
Optimize for Different Screen Sizes: If you’re unsure about the screen size, consider creating multiple versions of your presentation with different slide sizes.

Additional Considerations

Slide Aspect Ratio: Be mindful of the aspect ratio when choosing a slide size. A mismatch can lead to distorted images or text.
Content Adaptability: Ensure your content can be easily adjusted to fit different slide sizes without compromising readability or visual impact.
Presentation Software Alternatives: If you want more flexibility, explore other presentation software options like Google Slides, which offer various slide size options and customization features. To learn how to reduce the size of a Google Slides presentation, you can refer to our blog on “ How to Lower the Size of a Google Slides Presentation “.
Using Free Templates: To save time and ensure a professional look, consider using free presentation templates available online. These templates are often pre-sized and designed for various needs, from business reports to educational lectures. They can be easily customized and will make your presentations stand out.

Changing slide size in PowerPoint is a simple process that can significantly impact the effectiveness of your presentations. By following the steps outlined in this guide and considering the tips provided, you can create visually appealing and engaging presentations that leave a lasting impression on your audience. Remember to choose the right slide size for your audience, maintain consistency, and adjust your content accordingly. To learn more presentation hacks and tricks , visit our dedicated page.

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Arockia Mary Amutha

Arockia Mary Amutha is a seasoned senior content writer at SlideEgg, bringing over four years of dedicated experience to the field. Her expertise in presentation tools like PowerPoint, Google Slides, and Canva shines through in her clear, concise, and professional writing style. With a passion for crafting engaging and insightful content, she specializes in creating detailed how-to guides, tutorials, and tips on presentation design that resonate with and empower readers.

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Sharing a PowerPoint presentation (PPT) is essential in today’s digital landscape. Whether for business, education, or collaborative projects, you need reliable methods to send your presentations quickly and efficiently. Wondershare PDFelement offers innovative solutions to enhance your sharing experience, including QR code sharing and PDFelement Cloud. This guide covers various methods for sending PPTs, ensuring you have the necessary tools for every situation.

Open Your Email Client: Launch your preferred email client, Gmail or Outlook.
Compose a New Email: Click 'Compose' or 'New Email.'
Attach the PPT File: Click the attachment icon, navigate to your PPT file, and select it.
Add Recipient and Message: Enter the recipient’s email address, subject, and a brief message.
Send the Email: Click 'Send.'

Handling Large Files:

Compress the PPT: Reduce the file size by compressing images and removing unused slides. Go to 'File' > 'Compress Pictures' in PowerPoint and choose your compression options.
Use File Compression Tools: Tools like WinRAR or 7-Zip can compress the file into a ZIP folder. Right-click your PPT file, select 'Add to Archive', and choose 'ZIP'.
Upload to PDFelement Cloud: Upload your presentation to PDFelement Cloud. This cloud storage solution allows you to bypass size limitations by simply sharing a link to the file. Here’s how:
Open PDFelement and upload your PPT file to PDFelement Cloud.
Generate a shareable link or QR code and include it in your email.

Dropbox is an excellent tool for sharing large files. Here's how to leverage it for your PPT:

Upload the PPT to Dropbox:
Open Dropbox and sign in.
Click on 'Upload Files' and select your PPT file.
Wait for the upload to complete.
Share the File:
Once uploaded, hover over the file and click 'Share'.
Enter the recipient’s email address and add a message if desired.
Click 'Send' or 'Copy Link' and paste the link in an email.

Using PDFelement with Dropbox:

Integration: PDFelement integrates seamlessly with Dropbox. You can save your PPT to Dropbox from PDFelement and generate a shareable link or QR code.
Secure Sharing: PDFelement provides options to add passwords and expiration dates to your Dropbox links, enhancing security.

Google Drive is another popular cloud storage service for sharing files. Follow these steps:

Upload the PPT to Google Drive:
Open Google Drive and sign in.
Click 'New' > 'File Upload' and select your PPT file.
Right-click the uploaded file and select 'Get Link'.
Choose the sharing settings (e.g., view only, edit access).
Copy the link and share it via email or other messaging platforms.

Using PDFelement with Google Drive:

Integration: PDFelement integrates with Google Drive, allowing you to upload and share files directly. Open PDFelement, upload your PPT to Google Drive, and generate a shareable link or QR code.
Enhanced Features: PDFelement allows you to annotate and add comments to your PPT before sharing, making it easier for recipients to understand your notes and revisions.

Sending a PPT from your phone is incredibly convenient when you’re on the move. Here’s how:

Open your email app.
Compose a new email and attach the PPT file from your phone’s storage.
Send the email.
Dropbox/Google Drive:
Open the Dropbox or Google Drive app.
Upload the PPT file.
Share the link via email or messaging apps.
Using PDFelement Mobile App:
Open the PDFelement app on your phone.
Upload your PPT to PDFelement Cloud.
Generate a shareable link or QR code.

Advantages of Using PDFelement Mobile:

Convenience: Access your PPTs anytime, anywhere.
QR Code Sharing: Instantly generate a QR code for your file and share it with others for quick access.
Secure Cloud Storage: Store your files in PDFelement Cloud and ensure they are safe and accessible.

When you need to send multiple PPTs, batch processing can save time. Here’s how:

Compress all PPT files into a single ZIP folder. Right-click the selected files, choose 'Send to', and select “Compressed (zipped) folder.”
Attach the ZIP folder to your email.
Cloud Storage:

Upload all PPT files to a single folder in Dropbox or Google Drive.
Share the folder link with recipients.
Using PDFelement:

Open PDFelement and create a ZIP file containing all your PPTs.
Upload the ZIP to PDFelement Cloud.
Generate a shareable link or QR code and share it with your recipients for easy access.

Batch Processing with PDFelement:

Efficiency: PDFelement allows you to batch convert PPTs to PDFs and upload them to PDFelement Cloud in one go.
Organization: Keep all your presentations organized and easily accessible in one place.
Security: Add password protection to your ZIP file or individual PDFs before sharing.

Converting PPT to PDF can make your presentation easier to share and view. Here’s how:

Using PowerPoint:

Open the PPT file.
Go to 'File' > 'Save As'.
Choose PDF from the file format options and save.
Share the PDF via email or cloud storage.

Open PDFelement and select 'Create PDF'.
Choose the PPT file and convert it to PDF.
Save and share the PDF via email or cloud storage.

Benefits of Using PDFelement:

High-Quality Conversion: PDFelement ensures your PPT is converted to PDF without losing quality.
Annotation Tools: Before sharing, add comments, highlights, and annotations to your PDF.
Security Features: Add passwords and permissions to your PDF for secure sharing.
Use QR Codes: PDFelement 11 allows you to share files using QR codes, making it easier for recipients to access the presentation. Simply generate a QR code for your file and share it.
Utilize PDFelement Cloud: Store and share your presentations securely using PDFelement Cloud. Access your files from anywhere and share them with ease.
Compress Before Sharing: Always compress your PPT files if they are too large. This helps in faster uploading and downloading.
Annotate and Comment: Use PDFelement’s annotation tools to add comments and highlights to your presentations before sharing.

Thanks to the wide array of options available today, sharing a PowerPoint presentation has never been simpler. Whether emailing your presentation, storing it in the cloud, or converting it to PDF, Wondershare PDFelement elevates the process with innovative features. With QR code sharing, you can provide instant access to your presentation, allowing recipients to view it with a scan. Additionally, PDFelement Cloud ensures your presentation is always accessible and easily shareable from anywhere. These powerful tools not only make your presentation more accessible but also ensure it looks polished and professional, enhancing the overall impact of your work.

Part 1. Compress Photos in PowerPoint

Part 2. compress photos for powerpoint with less quality loss, part 3. faqs about compressing photos in powerpoint, how to compress images in powerpoint [beginner’s guide].

Yes, you have read it right! You can compress images in PowerPoint . This feature can be extremely useful when you're working with high-resolution images on your presentation and sending them via email, where file size limitations often apply.

In this guide, we'll walk you through the simple steps to compress them easily, helping you manage your file sizes efficiently while maintaining the visual appeal of your presentations. Whether you're a beginner or just looking to brush up on your PowerPoint skills, you'll find this guide invaluable. Let’s get started!

Sometimes, when we create or prepare a presentation in PowerPoint, we include photos, graphics saved in PNG or JPG, and more. Well, there’s nothing wrong with this; it’s actually a good way to improve the visuals of the presentations. However, there are images that come in large sizes, which, when pasted or attached in PPT, the file won't load well. That’s why there’s a built-in feature where you can directly compress photos in PowerPoint to really optimize them when used in presentations.

2 Methods to Compress Photos in PowerPoint on Windows

Method 1. Compressing a Single Image in PowerPoint

Step 1 . On your PowerPoint, go to the Insert tab and click on Insert Pictures . This will allow you to import the pictures that you want to compress.

Compress Photos in Powerpoint insert Photo

Step 2 . After that, click the photo that you want to compress, and under the Picture Format tab, click on Compress Pictures.

Step 3 . Now, choose your compression options. If you only have one photo to compress, then click on Apply only to this picture. If you have cropped your photo, you can also click on the Delete cropped areas of pictures. Once done, just click OK.

Compress Photos in Powerpoint Resolution

This method is ideal if you only have one photo to compress. By compressing one image, you do not affect the qualities of other photos. However, a compressed image has an obvious quality loss.

Method 2. Compressing Multiple Pictures in PowerPoint

The only thing here is that you are compressing multiple images, but the steps are just almost the same.

Step 1 . First, import your images by going to the Insert tab and choosing Insert Pictures .

Step 2 . Next, right-click and select all the Photos. After that, go to the Picture Format tab and click Compress Pictures.

Compress Multiple Photos in Powerpoint Compress

Step 3 . The same with method 1, choose your compression options. If you have cropped your photo, click on the Delete cropped areas of pictures. For the resolution, just choose the quality that you prefer to apply for your photo. Once done, just click OK.

Ompress Multiple Photos in Powerpoint Resolution

Meanwhile, this method is great if you have a bunch of pictures on your slide and you want to compress them all at once. This will lessen the amount of time compressing each of the photos on PowerPoint just to optimize them. However, just like compressing a single picture, compressing photos in PowerPoint affects the quality of the photo.

Compress Photos in PowerPoint on Mac

There's a difference when it comes to compressing photos in PowerPoint on Mac. The good news is that the steps aren’t really hard.

Method 1. How to Compress a Single Image in PowerPoint

Step 1 . On your Mac, launch PowerPoint and open the PPT file that contains the image that you want to compress.

Step 2 . Now, from the File Menu select Reduce File Size .

Compress Image in ppt Mac Reduce File Size

Step 3 . On the popup dialog, select Email 96 ppi from the Picture Quality drop-down list and click the Delete cropped areas of pictures. Next, since we are only compressing one image here, choose Selected pictures only.

Step 4 . Lastly, click OK .

While this offers a direct compression of a single photo, this particular method is not ideal if you are aiming to create a quality and visually appealing presentation.

Method 2. How to Compress Multiple Pictures in PowerPoint

Step 1 . Now, from the File Menu select Reduce File Size .

Compress Multiple Image in Ppt Mac Reduce File Size

Step 2 . Just like in method 1, select Email 96 ppi from the Picture Quality drop-down list and click the Delete cropped areas of pictures. Next, select All pictures in this file option since you are compressing multiple images.

Compress Multiple Image in Ppt Mac Compress

Step 3 . Lastly, click OK .

This method really streamlines the process of optimizing the photos in PowerPoint to save more space. If you prefer, you can also resize images in PowerPoint . However, quality loss of your images is inevitable.

We understand the convenience of compressing photos in PowerPoint because it is direct and won’t take a lot of time. However, there are methods that compress photos for PowerPoint that retain the quality but reduce the file size significantly. They may not be direct, but the steps won’t take you so long, just for the sake that you can add quality compressed photos to your presentation.

The best tool for this is the FVC Free Image Compressor . It is completely free and can easily be accessed online, making it a perfect choice for users who need efficient and effective image compression without any hassle.

Main Features:

• Supports a number of image formats such as JPEG, PNG, SVG, and GIFs.

• Supports batch compression.

• Utilizes advanced optimization and compression algorithms.

• Fast and efficient compression process.

• Automatic compression.

Steps on compressing photos on FVC Free Image Compressor

Step 1 . First, you need to access their official website.

Step 2 . After that, click Upload Images to import the photos you want to compress for PowerPoint.

Step 3 . After the compression, you can preview the new file size of your compressed photo. Lastly, click Download to save your image.

Using FVC Free Image Compressor is a great help when you want to use quality photos for your presentation but need a smaller file size. Compressing them using this image size reducer will keep their qualities, ensuring that the visual integrity of your images remains high. This is achieved through advanced optimization and compression algorithm features of this tool that minimize file size without noticeable loss in image quality.

How do I compress a PNG in PowerPoint?

To compress a PNG in PowerPoint, you can use the built-in compression tools. Simply select the image, navigate to the Picture Format tab, click on Compress Pictures, choose your compression options, and click OK.

How do you select multiple pictures in PowerPoint?

In PowerPoint, to select multiple pictures for compression or other actions, hold down the Ctrl key and Cmd key on Mac while clicking on each picture you want to select.

Why is my PowerPoint file size so large?

PowerPoint files can become large due to high-resolution images, embedded videos, or excessive use of animations and transitions. Compressing images within PowerPoint can significantly reduce file size without compromising visual quality, helping to optimize your presentation for sharing or storage.

Compressing photos in PowerPoint is crucial for optimizing presentation file sizes. Whether you're using Windows or Mac, these methods offer straightforward ways to reduce file sizes and enhance loading times. However, for those looking for more quality compressed photos for PowerPoint, consider exploring tools like the FVC Free Image Compressor for advanced compression needs. Start compressing today to create impactful presentations that load faster and impress your audience effortlessly.

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Reduce the file size of your PowerPoint presentations
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 ...
How to Reduce the File Size of a PowerPoint Presentation
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.".
How to Send a PowerPoint Through Email When It's Too Big
Step 1: Compress the PowerPoint file. Right-click on the file, select 'Send to', and then choose 'Compressed (zipped) folder'. Compressing the PowerPoint file can significantly reduce its size, making it easier to send through email. This method works well for files that are just slightly over the limit, as compression can only reduce ...
10 Ways to Compress PowerPoint Presentations to Reduce File Size
10. Save a copy in PDF format. It's also common to save a copy of a presentation as a PDF (portable document format) file to reduce the size and then share it with others. You can compress images during the process. To save a PowerPoint presentation as a PDF (and compress images): Click the File tab in the Ribbon.
3 Ways to Reduce Powerpoint File Size
2. Click Reduce File Size. It's toward the bottom of the drop-down menu. 3. Click Picture Quality. Doing so will invoke a drop-down menu. 4. Click Best for sending in e-mail. This option will reduce the quality of all images in your PowerPoint file to 96 ppi, which is a generally lower resolution than most images' defaults.
How to compress PowerPoint files: Compressing PPT
Open the presentation in PowerPoint. Click File on the top toolbar and choose Options > Advanced. Under the Image Size and Quality heading, choose these settings: Check "Discard editing data.". Uncheck "Do not compress images in file.". Select 150 PPI or lower in the Default resolution dropdown menu.
Compress PPT Presentations Online
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.
How to Compress PowerPoint Presentations (Easy Ways)
What is the most common method to reduce the file size of a PowerPoint presentation? The most common method is to compress the images in your presentation: - Select an image in your presentation. - Go to the Picture Format tab. - Click on Compress Pictures in the Adjust group. - Choose the desired compression options (e.g., for print, web, or email).
Compress PowerPoint to reduce the file size
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.
Compress PowerPoint Tool
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. Drag and drop a PowerPoint file to reduce its file size. Choose file.
How to Reduce the File Size of Your PowerPoint Presentation
To solve this problem, here are seven tips to reduce your presentation file size. 1. Use Insert Picture—Don't Drag and Drop. When you want to add a photograph from your hard drive to your presentation, the easiest and most common way is to copy it off File Explorer and paste it onto PowerPoint.
How to Compress a PowerPoint File on a PC or Mac
To do this: 1. Open your PowerPoint slideshow and click "File" in the menu bar at the top of the screen. If you only want to compress specific images, select them before clicking "File." 2. In the ...
How to Reduce Your PowerPoint File Size Way Down (+ Video)
Then, click on it to select it. Next, find the Insert dropdown in the Tools section. This is in the lower right corner of the Insert Video browser. On the dropdown, click Link to File. Choose Link to File to link to a video file, instead of embedding it directly inside the PPT deck.
How to Compress a Powerpoint Presentation for Email (Step-by-Step)
To email a compressed PPT, follow this step-by-step tutorial: Step 1: Open your compressed PPT presentation. Step 2: Select "File" from the top toolbar. Step 3: Click on "Share," and then choose "Email." Step 4: Under "Email," select one of the following options: "Send as Attachment" to attach your presentation to an email message.
How to Email a PowerPoint Slideshow: A Step-by-Step Guide
Step 4: Attach Your PowerPoint Slideshow. Attach your saved PowerPoint presentation to your email. Look for the 'attach file' icon (usually represented by a paperclip) in your email client. Click on it and navigate to the location where your PowerPoint presentation is saved. Select the file and attach it to your email.
4 Strategies to Reduce Size of PowerPoint Files to Fit in Email
PowerPoint creates HUGE files. Learn four strategies to reduce the file size. Different ideas for specific needs of super compact to high fidelity images. W...
Optimize PowerPoint File Size: 5 Tips!
This can noticeably reduce the file size. 2. Compress Inserted Images. PowerPoint provides an integrated function to compress images in a presentation. To do this, open the presentation and go to "File," then select "Save As." Click on "Browse" in the newly opened window, then click on "Tools" at the bottom and choose ...
5 Methods for Compressing a PowerPoint File (Plus Tips)
Here are five methods you can consider when reducing the size of your PowerPoint presentations: 1. Compressing a PowerPoint file by reducing the size of your images. PowerPoint presentations often contain images. While this can help you create a visually appealing presentation, it may also increase the size of the file.
How to compress PowerPoint presentations
You can see the file size in the bottom left corner. Go to the view tab at the top and select the File name extensions box over on the right-hand side. This puts the file type extension at the end of all your files, so for PowerPoint, it's .pptx. Now, copy and paste your PowerPoint file, using Ctrl + C and Ctrl + V.
Compress your media files
Open the presentation that contains the audio or video files. On the File tab, select Info, and then in the Multimedia section, select Compress Media *. * Embedded subtitles and alternate audio tracks are lost in this compression process. To specify the quality of the video, which in turn, determines the size of the video, select one of the ...
Reduce the file size of your PowerPoint presentations
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 ...
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How to Compress Your PowerPoint Files Down to Size
First, simply choose an image (any one will do) to edit with PowerPoint Picture Tools (all you have to do is double-click the image to open this view). Next, select the Compress Pictures option to the left of the tool bar. The resulting popup will give you the option to compress the size of the image you selected (with the Email option being ...
How to Change Slide Size in PowerPoint: An Easy Guide
Step-by-Step Guide to Changing Slide Size in PowerPoint. Step 1: Open Your Presentation. First, open the PowerPoint presentation you want to adjust. This can be a new file or an existing presentation. Step 2: Go to the Design Tab. Once your presentation is open, navigate to the "Design" tab on the ribbon at the top of the screen.
6 Simple Ways to Send a PPT
Compose a New Email: Click 'Compose' or 'New Email.' Attach the PPT File: Click the attachment icon, navigate to your PPT file, and select it. Add Recipient and Message: Enter the recipient's email address, subject, and a brief message. Send the Email: Click 'Send.' Handling Large Files: Compress the PPT: Reduce the file size by compressing ...
Compress Photos in PowerPoint: Guide for Mac & Windows Users
On your Mac, launch PowerPoint and open the PPT file that contains the image that you want to compress. Step 2. Now, from the File Menu select Reduce File Size. Step 3. On the popup dialog, select Email 96 ppi from the Picture Quality drop-down list and click the Delete cropped areas of pictures.

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How to Send a PowerPoint Through Email When It’s Too Big

Step by Step Tutorial on Sending a Large PowerPoint Through Email

Step 1: Compress the PowerPoint file

Step 2: Upload the file to a cloud storage service

Step 3: Send the link through email

Tips for Sending a Large PowerPoint Through Email

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10 Ways to Compress PowerPoint Presentations to Reduce File Size

10 Strategies to Compress or Reduce the Size of Large PowerPoint Presentations

1. Compress pictures

2. Insert pictures instead of copying and pasting

3. Use smaller image files

4. Convert images to a different file type

5. Save a copy of images with artistic effects

6. Compress audio and video

7. Link to audio or video files

8. Convert Excel charts and other embedded objects

9. Save a copy of large PowerPoint files

10. Save a copy in PDF format

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Compress a PowerPoint Presentation File

1. Compress Images in PowerPoint

2. Compress Video and Audio in PowerPoint

3. Remove Heavy Graphics and Slide Elements

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Compress PowerPoint to reduce the file size

Compress images

Compress PPT as ZIP- file

Compress selected pictures

Compress all images while saving the PPT file

Compress videos and audios in PPT

Online video compressor

Links instead of videos

Compress PowerPoint files with 1 click