How to compress a PowerPoint file

Manual Compression using ‘Compress Pictures’ in PowerPoint

Hiding inside PowerPoint itself is a neat feature to help you keep your file size under control. You can manually compress your presentation using the built in ‘Compress Pictures’ function. Using this you can either compress individual pictures or all the pictures in your presentation at once - here’s how it works.

  1. Save a copy of your file - this way if anything goes wrong you still have your original file safe.
  2. Open up the copied presentation and find one of the pictures (any picture will do) and left-click on it. This will bring up the Picture Tools menu in the ribbon at the top of your window. Click on ‘Format’ directly below ‘Picture Tools’ - highlighted below.

  3. Click on the ‘Compress Pictures’ button in the Ribbon - highlighted in the picture below to open up the Compress Picture options dialog:

  4. In the Compress Pictures options:

    • Uncheck Apply only to this picture
    • Check Delete cropped areas of pictures
    • Select the Target output you need (e.g. 150 ppi)
    • Click OK

Automatic PowerPoint Compression with NXPowerLite

If the manual compress pictures approach seems like a little too much effort then NXPowerLite could be just what you need. Among its many talents it can automatically compress PowerPoint files as you email them - now it doesn’t get much easier than that!

  1. Download NXPowerLite Desktop software (free 14-day trial)
    Windows | Mac

  2. Open NXPowerLite by double-clicking the Desktop shortcut

  3. Drag PowerPoint file onto NXPowerLite
  4. Press the Optimize button

  5. Check the reduction levels

 By default NXPowerLite will create an optimized copy of the file. To improve workflow, it is possible to replace the original file and backup the original.

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