How to Compress a PowerPoint Presentation for Email

PowerPoint / By /

Sending large PowerPoint presentation files via email can be difficult due to attachment size restrictions. Most email providers limit attachments to 25MB or less. Exceeding this limit will prevent your email from sending successfully.

Fortunately, there are several methods you can use to compress PowerPoint files and reduce their size for easier email sharing. This guide will walk you through the top techniques for compressing PowerPoint presentations step-by-step.

Why You Should Compress PowerPoint Files

Here are some of the key reasons to compress your PowerPoint presentations before emailing:

  • Send large files easily – Compression allows you to attach presentations over 25MB to emails without issues.
  • Faster upload & download – Smaller files transfer faster across the internet and email servers.
  • Better recipient experience – Compressed files are easier for recipients to download and open.
  • Save storage space – Reducing PowerPoint file sizes will save storage room on your computer and email account.

PowerPoint File Compression Techniques

Compress Images

The easiest way to reduce PowerPoint file size is by compressing images. High-resolution photos are often the main culprit behind large file sizes.

Follow these steps to compress images:

  1. Select any image in your PowerPoint presentation.
  2. Go to the “Picture Format” tab.
  3. Click on “Compress Pictures” in the Adjust group.
  4. Ensure “Apply only to this picture” is unchecked.
  5. Adjust compression as needed and click OK.

Repeat this process for all images. This technique usually provides significant file size reductions.

Compress Media

You can also compress videos, audio clips, and other media in your PowerPoint presentation. Multimedia elements take up lots of file space.

To compress them:

  1. Go to the “File” tab and click Info.
  2. Select “Compress Media” and choose your compression preferences.
  3. Click Close once the compression is complete.

Delete Cropped Areas

When you crop images in PowerPoint, the cropped areas still remain embedded in the file. Deleting them can reduce file size.

  1. Go to the “File” tab and select “Info”.
  2. Click on “Compress Media”.
  3. Check the box next to “Delete cropped areas of pictures”.
  4. Click “Close”.

Reduce Image Resolution

Lowering image resolution reduces image dimensions and quality, but file size drops significantly.

To change image resolution:

  1. Select any image and go to Picture Format > Compress Pictures.
  2. Under Resolution, choose 96 pixels per inch (ppi) or lower.
  3. Click OK and repeat for additional images.

Save as PDF

Converting a PowerPoint to PDF can reduce its file size in some cases. PDF files are highly optimized for size.

To save as PDF:

  1. Go to File > Export > Create PDF/XPS Document.
  2. Click Create PDF/XPS.
  3. Name your PDF file and select compression options.

Zip Compress File

You can save an entire PowerPoint presentation as a compressed ZIP file. This condenses all elements into one compact file.

Follow these steps:

  1. Locate your PowerPoint file in File Explorer.
  2. Right click on the file and select “Send to” > “Compressed (zipped) folder”.
  3. A ZIP file containing your presentation will be automatically created.

Emailing Compressed PowerPoint Files

Once you’ve sufficiently compressed your PowerPoint file using the above techniques, attach it directly to your email as you normally would.

Most methods provide a good balance of file size reduction while maintaining presentation quality. However, test your compressed file first to ensure it still looks as intended before sending.

With these PowerPoint compression tips, you can easily attach large presentations to emails without running into pesky attachment restrictions. Compressing PPT files saves storage space and ensures smooth sending and receiving across all email platforms.

Related Posts