How to Compress PowerPoint to Reduce File Size

PowerPoint presentations can be quite large, and if you’re trying to email them or upload them to the web, you may need to compress them first. There are several ways to do this. In this article, we’ll show you different ways to compress PowerPoint files and reduce their file size.

1. Make Sure the Presentation is Saved in PPTX Format

If you want to make your PowerPoint Presentation files smaller, make sure that it’s saved in the PPTX format. The PPTX format is a more optimized version of the PPT format and uses better compression to make files smaller. As a result, your presentation will be smaller in size while still retaining all its features and formatting.

1. Go to File > Save As.

2. Then select the preferred location to save your presentation.

3. Change the “Save as” drop-down menu to PowerPoint Presentation (*.pptx). Finally, click Save.

2. Compress the Pictures in Your PowerPoint Presentation

One of the biggest culprits of large PowerPoint files is the images that are used in them. If you have a lot of high-resolution photos or images, they can really bloat the file size. The good news is there’s an easy way to compress all the pictures in your presentation at once. Here’s how:

1. Open your PowerPoint presentation.

2. Double-click on one of the images to open the Picture Format pane.

3. In the pane, click on Compress Pictures.

4. In the Compress Pictures dialogue box, ensure that “Apply only to this picture” is unchecked. Also, pick lower PPI values to make the file size smaller.

5. Click OK, and all the pictures in your presentation will be compressed.

3. Compress the Videos in Your PowerPoint Presentation

Another common cause of large PowerPoint files is the videos that are used in them. If you have video clips in your presentation, they can also take up a lot of space. Fortunately, there’s an easy way to compress all the videos in your presentation at once. Here’s how:

1. Open your PowerPoint presentation that includes videos.

2. Click File from the top ribbon and then click on Info.Then click on Compress Media.

3. In the Compress Media dialogue box, select a lower resolution. The lower the resolution, the smaller the file size.

4. Now, the videos will start compressing. Close the window once it’s done. Done!

4. Insert Pictures Instead of Copy-pasting

When you copy and paste an image into PowerPoint, it actually embeds a copy of that image into your presentation file. As a result, it can lose compression and brings additional data that can make the file size larger.

Instead of copy-pasting, try inserting your images into PowerPoint. Here’s how:

1. Go to the Insert tab on the ribbon and click on Pictures.

2. Select the image you want to insert from your preferred source and click Insert.

That’s it; the image will now be inserted into your presentation.

5. Compress the Multimedia Files Before Inserting them into PowerPoint

If you’re planning on inserting multimedia files (like videos, audio, infographics, and any other variation) into your PowerPoint presentation, it’s best to compress them first. That way, you can avoid having a large file size when you insert them into your presentation.

To compress multimedia files, you can use a free online tool like Compress2go. The tool will enable you to compress your files without losing quality. Once you’ve compressed the multimedia files, you can then insert them into PowerPoint like normal.

6. Link Audio or Videos Instead of Uploading

If you want to include video files on the PowerPoint that are already on the web, you can avoid uploading or embedding them into your presentation by simply linking to them. This way, you won’t need to worry about file size restrictions.

1. To insert videos from a link, go to the Insert tab on the ribbon and click on Video > Online Videos under the Media group at the top-right.

2. In the dialogue box, paste the link to the video you want to insert from one of the supported video providers and click Insert. That’s it!

Your video will now be inserted into your presentation without taking up any extra space.


Now you know how to compress PowerPoint files without losing quality. By following the tips in this article, you can easily reduce the file size of your presentations while still retaining all the features and formatting that you need. If you have any questions, feel free to leave a comment below.