Tutorial: how to compress a PowerPoint presentation easily?

Your PowerPoint presentation is too heavy and hard to share? Fortunately, There are several simple and effective solutions to compress a PowerPoint file, without altering its quality.

Optimize images, reduce The animations and use the right recording formats are all small tips that will make your PowerPoint files smaller.

With this article, you can in a few clicks lighten your presentations. Thus, they can be shared, in particular by email.

The need to reduce the size of these files often comes from the fact that it It is only possible to send files up to 20 MB in size. In addition, compressing PowerPoint also allows you tosave storage space, whether on a computer or on a paid cloud service.

1 - Compress images, videos, and media objects in PowerPoint

Compress an image

Images are often too large files. Compressing them is therefore one of the first things to do.

Follow these steps:

1. Select an image in the document. The tab” Image format ” is displayed.
   
2. Under this tab, in the” subtab fit ”, select” Compress images ”.
   
3. In the category” Compression options ”:

• Make sure that the option “Apply to this image only” is not selected. Therefore, the changes made here apply to all other images in the document.
• Select” Remove cropped areas from images ”. This removes cropped image data. Keep in mind that this data cannot be restored afterwards.
  

4. In the category” Resolution ”:

• Select” Use the default resolution ”.

Compress video or audio

PowerPoint also allows you to compress video files or audio.

Follow these steps:

1. Select the tab” File ”.
   
2. Click on” Information ” in order to access the” Multimedia ”.
   
3. Select” Compress media ”.
   
4. Choose one of compression options :

• Full HD (1080p)
• HD (720p)
• Standard (480p) → This option is recommended to be sure to keep the file size as small as possible.

At the end of compression, PowerPoint indicates in an inset The space that has been saved thanks to this process.

2 - Remove image editing data and reduce the default resolution

Despite the changes made to an image, original data is retained. This ensures that the image can be restored.

However, this step can be skipped. This means that you will no longer be able to delete the changes, but the file size is reduced as a result! In fact, the reduction of The default resolution of an image also reduces the overall size of the file.

Here are the different steps:

1. Select the tab” File ” →” Options ” →” Options breakthroughs ”.
   
2. In the “” tab Image size and quality ”:

• Select” Ignore data change ”. Thus, the latter are removed. Remember that once the data is erased, the image cannot be restored after it has been edited.
• Make Sure That The Option “Do not compress images in the file” is not Steps Selected.
• In the category” Default resolution ”, select a Solution less than or equal to 150 dpi.

3 - Reduce the weight of the font

To share a PowerPoint presentation with others who don't have the same Fonts in their system, You should incorporate these fonts into the presentation.

Nevertheless, Embedded fonts increase file size. You should therefore only add the characters used in the presentation, to avoid an excessive increase in the weight of your presentation.

Follow these steps:

1. Select” File ” →” Options Of ” →” Save ”.
   
2. Under the tab” Preserve functionality when sharing this presentation ”:

• Select” Embed fonts in the file ”
• Click on” Incorporate only characters used in the presentation ”.

4 - Delete unnecessary data

Another Solution to Reduce the Weight of a PowerPoint file Is of Remove Hidden or Unnecessary Data, often present in the background of the file.

Here are the steps you need to follow to remove them:

1. Click on” Display ”.
   
2. Click on” Slide mask ”.
   
3. Check the Slides, one by one, looking for unused files and deleting them.
   
4. Click on” Document mask ”, then” Hide footnotes ” and check everything as well.

Use external file compression tools

You Can Also Compress your file thanks to a simple manipulation on the Internet. Thus, there is no need to reduce the format of the images or the weight of the chosen fonts.

For example, the website Smallpdf Suggests you to Reduce the overall size of your Powerpoint for free.

You need to:

1. Insert PPT file In the compression tool.
   
   
2. Choose” Basic compression ”.
   
   
3. Click on” Export in ” and choose” PowerPoint ”.

There you go, your file is already compressed and ready to be sent.

Other websites Offer the same service, like YouCompress, WeCompress, SlideSpeak... to name but a few!

Compression is, every time, Very Easy to Make. All you need to do is insert the file into the compression tool.

Compressing a PowerPoint presentation is therefore very easy, once you know the right tips. Optimizing images and videos, choosing the right presentation format, inserting fonts, and deleting unnecessary data ensure that the size of the selected file is reduced and its quality is maintained.

Sending by email, opening, and reading are no longer problems, the files are lightweight and accessible.

‍Succeed with your PowerPoint presentations thanks to mPrez and to our personalized support. Make an appointment!