Have you ever tried to send a presentation of Power point and you've found that the file is too large? Whether you need to share a file via email or want to free up space on your computer, knowing how to compress a PowerPoint can save you a lot of headaches.
When you compress a presentation, you also make it easier to handle, open and store, even on less powerful devices. Good compression maintains visual and content quality, so the result remains professional and attractive. Here's how to do it:
Why compress a PowerPoint presentation?
The size of PowerPoint files can become enormous especially when they include images, videos, audio files or embedded fontsThis not only complicates sending them via email (with limits that sometimes don't exceed 25 MB), but it can also affect loading speed and convenience for those who receive them or access them from the cloud.
The main reasons for compressing a PowerPoint presentation are usually these:
- Facilitate sending by email: Avoid error messages for exceeding the size limit.
- Ensure smooth playback: Lightweight presentations load and display faster, improving the user experience.
- Optimize storage: Smaller presentations take up less space, both on your computer and in the cloud.
- Ensure compatibility: The lighter the file, the easier it will be to open in different programs or devices.
Compress a PowerPoint presentation using native options
PowerPoint itself, both in its desktop version and on other platforms, offers Integrated tools to reduce the weight of your presentationsSome of the best practices you can follow directly within the program are:
Delete image editing data and adjust the default resolution
When you edit an image in PowerPoint, by default the program keeps a copy of the original so you can revert changes. If you discard this editing data, you can greatly lighten the file.Additionally, by lowering the default image resolution, you'll be able to further reduce the size without losing visual quality for most uses.
- Open PowerPoint and access File > Options > Advanced.
- In section Image size and quality, check the option Discard edit data so that the program does not store the original versions after modifying the photos.
- Make sure the box Do not compress images in the file is not checked.
- Select one default resolution 150 dpi or less for images, sufficient for most projected presentations.
Reduce the character set of embedded fonts
Another important trick is to manage how fonts are embedded within the file. If you want the presentation to look the same on any computer, you can include the fonts, but only the characters actually used., not the whole set, which helps a lot to reduce weight.
- En File > Options >> Savelook for the section Maintain fidelity when sharing this presentation.
- Brand Embed fonts in file and select the option Insert only the characters usedThis way you will avoid including unnecessary information.
Compress multimedia files: videos and audios in your presentations
Many PowerPoint files are very large due to the embedded videos or audio. PowerPoint itself allows you to compress these multimedia files from the Windows version.. It is a very useful option to reduce the size without losing excessive quality.
- Open the presentation and go to File> Information.
- Click on Compress media and select the desired quality (depending on whether you need to prioritize quality or file size).
The system will reduce the size of videos and audios, maintaining a good balance between weight and quality. Please note that this feature is only available in the Windows version of PowerPoint. and not on Mac or PowerPoint Online.
Compress the presentation with Windows tools or ZIP
Another simple way to reduce file size is to compress it as ZIP archive using Windows Explorer. This method keeps the file intact and can be easily read by the recipient.
- Right-click on the .pptx file you want to compress.
- Choose Send to > Compressed (zip) folder.
- A ZIP file with the same name will be created, ready to be sent by email or uploaded to the cloud.
This method is useful when You don't have time to edit images or videos, or you're just looking for a quick way to package and ship your file..
Use online services to compress PowerPoint
There are numerous web tools that allow you to Compress PowerPoint presentations online without installing any programsThe process is usually very simple:
- Go to the website of the chosen tool.
- Upload the PPT or PPTX file you want to compress.
- The platform processes the file and offers you the option to download the compressed version.
The best thing about these tools is that they work directly from your browser, don't require registration (in most cases), and usually ensure that your presentation's design and font remain intact after compression.
How do these tools work?
For instance, Smallpdf explains that it first converts your PowerPoint presentation to PDF, looks for repeating patterns in the data to replace them with unique identifiers, and then transforms the compressed file back into PowerPoint. This process can reduce the size significantly without losing quality or format.Additionally, they may allow you to "embed" fonts directly to ensure identical display on all computers, regardless of whether they have the same fonts installed.
In the case of SlideSpeak o YouCompress, the operation is even more direct, you upload the file, the system processes it and you can download it in just a few seconds. They are especially useful for those who need to share files via email (for example, Gmail limits attachments to 25 MB) or when you have a lot of presentations to send and want the ability to compress them in batches with premium accounts.
What to do if the file is still too large after compression?
After trying all of these methods, your presentation may still exceed the size limit allowed by some email services or platforms. In that case, you can use other alternatives to share it:
- Sharing via cloud services like Google Drive or Dropbox, where you just need to send a download link.
- Split the presentation into several parts and send them separately.
- Convert the file to PDF if it is not necessary to edit it, since PDFs usually take up less space.
- Use the bulk compression feature of some premium web services, which also allow you to download all compressed files in a single ZIP.
As you have seen, Compressing your PowerPoint presentations not only makes them easier to send and store, but also improves the viewing experience both locally and online.Thanks to the tips and tools explained, sending great presentations will no longer be a problem, and you'll be able to focus on what really matters: communicating your ideas effectively and professionally.