Join David Rivers for an in-depth discussion in this video Methods for reducing file sizes, part of PowerPoint 2013 Power Shortcuts.
- I can remember going off-site to deliver a presentation where I created a PowerPoint presentation to be delivered over a projector that was attached to a laptop. I copied my presentation to the laptop, went to give it, and it wouldn't play. The file was too big for the computer I was using. That was an issue with file size. Same thing if you try to e-mail a presentation, sometimes you'll run into issues where the file size is too big, and you're not allowed to e-mail it. Well, there are ways to reduce file sizes here in PowerPoint, and it focuses mainly around the images that might be inserted into your presentation.
We're going to take a look at how to reduce file size now, as we work with our KE_Company_Info_0204 presentation, you'll find it in the Chapter 2 folder of your exercise files. Scroll down the left-hand side, you'll notice that slides 7 and 8 contain images. We'll start with slide 8 by selecting it over here in the left-hand pane. Next we'll go to the image itself and click once to select it, and you can see the border around the original image before the special effects of that perspective and frame around the outside were applied.
Now, this image, we can reduce the file size a couple of different ways, one option is to crop out the areas that we don't need. So let's click the Format tab under Picture Tools, go over to the right, you can click the Crop drop-down arrow to see there are different options, like the Crop tool, we could crop to a shape, so you could choose a different shape if you wanted to. Or use an aspect ratio, a smaller ratio. Let's go to the Crop tool, and that gives us some handles in the corners and midway along the sides, where we can reduce the area that's going to be displayed by cropping out unneeded portions of this image, there we go.
Now, when you click outside the image itself, you can see the new result, and this can be moved around and resized as well, but it is a smaller image. However, the file size will not be reduced until we do something with the areas that we cropped. They're still there if we needed to undo the cropping and go back to the original. I'll show you that in a moment. First, let's go back to slide 7 with a click of that tile over here on the left-hand side. We have some more images here, let's select them. You can click the first one and hold down your Shift key as you click the others, you'll see all four selected.
Nothing to be cropped here, they're good as is, but let's go up to the Format tab. This time go over to Compress Pictures. When we select that, you'll see the Compress Pictures dialog gives us some options for reducing the file size. First of all, the compressing, is it going to be applied to this picture only, or the ones we have selected, or all of them? Let's deselect that check box, that way it will be applied to all of the images in our presentation all at once, we don't have to go from slide to slide, so it will affect slide 8.
Notice "Delete cropped areas of pictures" is included and checked off, that's what's going to reduce the size of the image on slide 8 and reduce the overall file size of our presentation as a result. And then we have a target output, so we can choose some resolutions here. The document resolution is a default value that can be adjusted, and by default it's set to the same as print, 220 ppi, that's the highest resolution, 220 pixels per inch. But we can reduce it to a screen resolution of 150, that's good if it's going to be viewed over the Web, for example, even on projectors.
And then there is an e-mail option as well, where the file size and the image size is reduced in resolution to 96 ppi, and that's good if they're going to be looking at it in an e-mail, maybe on a smartphone or a tablet, for example. The last option is just to use the document default resolution. I'm going to leave it at Screen here, you can select Screen if you need to, this is going to reduce the image size and thus the overall file size, let's click OK. All right, we can deselect now, and let's check out those options I was talking about.
Click File, then go down to Options near the bottom, and we're going to select Advanced. And it's here where we're going to find the Image Size and Quality section. Notice the name of the file appearing, there's the file we're working on. Notice that we can choose not to compress image files, but we want to deselect that, and we can also select the default target output, there's that 220, and there are those two other options. So by selecting the default we wouldn't have to do it automatically inside the presentation as we're building it.
So click OK, and you're saving those changes. And now let's go to File, and down to Save As. I'm going to choose a different location, I'm going to keep the same name, but I'm going to save it to my Desktop. When I click Save, and go to File, Open, and navigate to my Desktop to take a look at it, I'm going to see the size here of just over 4,000 kilobytes. The original file size was closer to 6,000 kilobytes.
So with those two simple changes, we're able to reduce the file size by a quarter. So let's click Cancel here, and go back. So when file size is an issue, these are some of the options you can select from in PowerPoint 2013 to reduce that file size to avoid embarrassment when delivering presentations, or to help you when trying to e-mail presentations to others.
Need quick tips and shortcuts for other Office apps? Check out our other Power Shortcuts courses.
- Matching colors, with the Eyedropper tool
- Zooming in to highlight details
- Quickly accessing recent files
- Reducing file sizes
- Opening Word docs in PowerPoint
- Customizing the Ribbon and the Quick Access Toolbar
- Navigating slideshows from the keyboard
- Adding headers, footers, and dates
- Customizing clip art
- Creating 3D shapes and the perfect gradient
- Animating bulleted lists
- Coordinating transitions
- Removing private and proprietary metadata
- Sharing your presentation in the cloud
- Saving a presentation as a template