PowerPoint 2010 files can become very large, especially if you have included a lot of media such as pictures, audio, or video. If a PowerPoint presentation becomes too large, it can be difficult to share it through email. One way to reduce the size of a PowerPoint file is to zip it using built-in Windows tools. Here is a step-by-step guide on how to zip a PowerPoint 2010 file.
Why Zip a PowerPoint File
There are several benefits to zipping a PowerPoint 2010 file:
- Reduces file size – Zipping compresses the contents of the file so the overall file size is smaller, making it easier to share through email and online file transfer services. You can expect up to 80% reduction in file size.
- Faster upload/download times – The smaller file size also means faster upload and download times when sharing the presentation online.
- Saves storage space – Taking up less space on your computer’s hard drive or cloud storage.
- Easy to decompress – Recipients can easily unzip the file to access the original PowerPoint presentation.
Before You Zip
Before zipping your PowerPoint 2010 file, here are some tips:
- Save a copy – Zip a copy of your presentation instead of the original. This way you retain the full quality original as a backup.
- Compress media – Compress any large video, audio, or photo files embedded in your presentation first. In PowerPoint 2010, go to File > Info > Compress Media.
- Delete unused content – Get rid of any slides, images, or other content you don’t really need. Less content means smaller zip file.
How to Zip a PowerPoint File in Windows
The steps below show how to zip a PowerPoint 2010 file in Windows 7, but it works similarly in newer Windows versions:
Step 1: Locate File to Zip
In Windows Explorer, browse to the PowerPoint 2010 file you want to zip.
Step 2: Right-click File > Send To > Compressed Folder
Right-click on the PowerPoint file and select Send to > Compressed (zipped) folder.
Send to compressed folder
Step 3: Rename Zip File (Optional)
If desired, rename the newly created ZIP file before pressing Enter to confirm the name.
The PowerPoint 2010 file is now zipped and ready to share! The process compresses the contents so the ZIP file occupies much less storage space than the original.
Alternative Ways to Zip in Windows
Here are a couple alternative options for zipping files in Windows:
- Use Windows Explorer ribbon – Select file(s) > Right-click > click “Compress to zip file” icon in toolbar
- Use 7-Zip – Install the free 7-Zip file archiver, then right-click files > 7-Zip > Add to archive
These achieve the same end result of compressing files into smaller ZIP archives.
Zip a PowerPoint for Email
For emailing PowerPoint presentations, you likely need to get the file size under 20MB. Here are some additional tips for preparing a PowerPoint 2010 specifically for email:
- Set PowerPoint to package presentations for CD to embed fonts and links
- Use File > Save & Send to create a presentation package
- Set image compression to 96 ppi using Compress Pictures
- Compress media files to Internet Quality
- Delete hidden slides to reduce size
- Delete slide notes if not needed
- Save as PDF if recipient does not need to edit slides
Conclusion
Zipping large PowerPoint files using Windows built-in tools is a simple and effective way to reduce their size for easier sharing and storage.
First do some optimization on the original file, like compressing media and removing unnecessary content. Then zip a copy of the presentation instead of the original to retain maximum quality and flexibility.
The zipped PowerPoint file will now take up much less storage space on your computer or in the cloud. And recipients can easily unzip the file to access the full contents again.
So next time you have a large PowerPoint presentation to share, consider zipping it first for a smaller and simpler file transfer!
