Many of us use PowerPoint files for our presentations, whether it is an academic project or a workplace project. But if this file has a lot of data, especially the visual type, its volume will increase significantly and it can have its own problems. In this regard, in this article, we will teach you how to reduce the size of the PowerPoint file.
Overloading a PowerPoint file can be a hassle for you, for example, if you want to send it online to someone before submitting it, uploading and downloading it can take a lot of time on both sides and of course consuming a large amount of internet. . To avoid these problems, you can reduce the size of your presentation file. Join Wironal to learn how to reduce the size of your PowerPoint file to the end .
1. Use the image insert option, not drag and drop
When you want to add an image from your hard drive to your presentation, the simplest and most common way is to copy it from File Explorer and paste it into PowerPoint. Instead, you can drag and drop this image from the folder to the slide you want.
These methods can increase the size of your presentation file. This is because when you copy-paste or drag and drop a file into PowerPoint, the image is converted to a BMP or PNG file.
Although these types of files maintain a clear background, they also increase the size of the image file. Instead, use the Insert Picture option to add PowerPoint to the slide without changing the file and not increasing the file size.
2. Cut out images outside of PowerPoint
Sometimes we do not want to add all the parts of a photo to our slide and we want to cut parts of it. If you want to do this, do not use the cutting tool in PowerPoint.
When we crop an image into PowerPoint, all it does is hide the deleted sections. Although such an approach is useful when you want to revert the cropped part, it will ultimately increase the size of the PowerPoint file.
For this reason, instead of cropping images within PowerPoint itself, you can use separate programs. Instead of PowerPoint, you can go to the default Paint program in Windows or use free online tools. After cropping an image, insert it into your presentation using the Insert Picture tool.
Note that the final file should be saved in JPG or JPEG format and not PNG or BMP for a smaller size. With this approach, you can save a few kilobytes per photo and, overall, reduce the final size of your file.
3. Edit images outside of PowerPoint
Following the previous point, another way to reduce the size of the PowerPoint file is again related to images. Just as you should not crop images in PowerPoint, you should not edit photos in this software. Although in PowerPoint we have almost advanced image editing tools, they are still not as powerful as standalone programs.
You need to go for standalone applications because PowerPoint saves all image data. For example, if you want to convert an image from color to black and white, PowerPoint holds all the color information of your file, which results in an increase in size. But if you go to a third-party program for this, after saving the file, all its color information will be lost, which will reduce the final size of the file.
4. Compress images
Despite all the above steps, there is still a way to further reduce your file size. You can reduce the total size by optimizing all the images in your slides for the page size you want to present.
The reason for this is the PowerPoint approach to maintaining the volume of images in the best possible quality. This program prepares your presentation for any size of the display and even takes into account the fact that you want to print it. For this reason, it maintains the images in the best possible quality.
Although such an approach can be useful, it can dramatically increase your file size. For this reason, it is better to optimize your file. To do this, click on your slide image and then select Picture Format from the top menu. Then select the Compress Pictures button to bring up the corresponding window.
Under the Compression options section, uncheck Apply only to this picture to compress all images.
Under the Resolution section, select the appropriate pixel density for your application. If you want this presentation for personal use and you are looking to watch it on your smartphone, tablet, or computer monitor, choosing 96 PPI is enough for you.
If you want to display this file on a medium-sized projector or screen larger than 50 inches, you must select it at 150 PPI. If you are looking to print your presentation, set the resolution to 220 PI. Finally, to use this file on large projectors or LED displays, your choice should be 330 PPI.
5. Insert video links into your presentation
Videos can dramatically increase the size of your PowerPoint file. Typically, one minute of full HD video is about 124 MB in size. So instead of putting such a file in your presentation, it is better to put a link to such videos in them.
Put your videos on video hosting sites and then link to your file. After uploading the video to such sites, be sure to copy the web address so that you can add it to your presentation.
To add such a video to the slide you want, click the Insert option in the PowerPoint menu and then select the Video option. In the drop-down menu, select Online Videos. A new window will open, in the Enter the address bar for the online video bar, you have to paste your video link.
When the video is loaded, you will see a preview of it on the home screen. If you are satisfied with the result, click on the Insert option. The video will now be embedded in the slide you want.
Just keep in mind that you must be connected to the Internet to watch this video. Otherwise, you will not be able to watch this video.
6. Use the latest formats
If you are using the latest version of Microsoft Office, it is best to go for the latest file formats. The old file format, called PPT, is designed for Microsoft Office 2003 and earlier versions and takes up more space than the PPTX file format.
While older versions of PowerPoint may not be able to open these files, the file size is reduced and you can more easily share it with others online. In addition, people who do not have the latest version of PowerPoint can use Office Online or even Google Slide.
7. Zip the file
The last solution to reduce the size of the PowerPoint file is to convert it to a Zip file. You can use several tools to do this.
Finally, if your PowerPoint file is so large that you can not email it, you can reduce its size as much as possible with simple and fast methods. Of course, if you can not reduce the size of this file, you can first upload it to the cloud and then share the link with others.
Source: MakeUseOf
