PowerPoint: file too big? How to compress images

A presentation that is too big to email is usually full of large photos. Compressing the pictures can shrink the file dramatically, often with little visible difference on screen.

Compress pictures

1. Click any picture in the deck.
2. Click the Picture Format tab.
3. Click Compress Pictures.
4. Untick Apply only to this picture, so that all pictures are done together.
5. Tick Delete cropped areas of pictures. This throws away the parts you cropped out and cannot be undone after you save.
6. Choose a resolution. Web (150 ppi) is a good everyday choice. Email (96 ppi) gives the smallest file but looks rougher if projected on a large screen.
7. Click OK, then save.

Check the file size

Open File Explorer, right-click the file, choose Properties and read the Size line. Compare it with the earlier number. Always keep a copy of the original for the best quality images, in case you need to print later.

Other ways to shrink it

• Videos: click File, then Info, and look for Compress Media. It only shows if the deck has video or audio.
• Remove unused slides and old, hidden ones.
• Change the default: go to File, Options, Advanced and look under Image Size and Quality. You can set the default picture resolution there.
• Avoid pasting huge pictures: a photo straight from a phone camera is far bigger than any slide needs.
• Share a link instead: upload to OneDrive or SharePoint and send a link in your email. Our guide on sharing files safely explains how.
• Save as PDF: if people only need to read it, a PDF is much smaller.

Common problems

• Pictures look fuzzy: you probably chose too low a resolution. Reopen the original and try Web (150 ppi).
• The file is still huge: embedded videos or fonts could be the cause.
• Mac: Picture Format, then Compress Pictures is in the same place.

When to get more help

If a deck is still huge or will not email, contact us. We can help you find what is making it so large.