August 14, 2019

Compress Images and Optimize File Size

Pictures and videos used in PowerPoint can make a presentation file too large. Here are some tips to compress images and media files in your presentation and keep the file size in check.

We recommend that you make a backup copy of your presentation before compressing it, as the changes will be permanently applied when you save and close the new file.

There are several ways to compress graphics in your presentation. The fastest option is to automatically compress all images when saving the file.

Reduce PowerPoint File Size

Here’s how to do it with just a few clicks:

  • Click on the File tab at the top of the ribbon.
  • Select Save As.
  • Click More options… under the file name.
  • You will now see a Tools button at the bottom of the new Save As window. Click on it and select Compress
    Pictures from the dropdown menu.
  • Choose the approximate size of your file under Resolution.
  • Click the OK button and save the file with Save.

Another way to reduce the size of all image files is to use the Default Resolution option.

  • Click on the File tab.
  • Select Options.
  • Click on Advanced.
  • Under Image Size and Quality, you will find the Default Resolution option.
  • Here you can define the resolution for all graphics in your presentation.

Compress Individual Pictures

Sometimes the size of a single graphic is causing problems and you don’t want to adjust the resolution of all your pictures. In this case, PowerPoint offers another option that allows you to specify the size and quality of individual graphics.

  • Click on the graphic you want to compress.
  • The Picture Format tab will now appear in your ribbon.
  • Click Compress Pictures.
  • Under Compression options, select Apply only to this picture to compress the selected image.
  • Set the resolution of the image under Resolution.

Compress Video Files

Videos built into presentations can also increase the file size of your presentations. Compression might be a good option.

Be aware that audio tracks or embedded subtitles can be lost during this process, which is why you should always check your presentation again after compression.

To compress video files in your presentation:

  • Click on File.
  • Under Info, click Compress Media in the Media Size and Performance pane (this pane is only visible if there is a video file in the presentation).
  • Here you can adjust the quality of the videos and the required storage space.

Clean Up the Slide Master

If your presentation is still too large after compressing the media files, take a look at your PowerPoint slide master. Sometimes the slide master is accidentally duplicated when copying slides, or other slide masters are added when copying slides from other presentations.

To fix the problem, simply delete any master layouts in your file that you don’t need. You can find the master layouts by selecting Slide Master in the Master Views section of the View tab.

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