Steven JW Kennedy

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Large PowerPoint Files

Posted by Steven Kennedy on May 10, 2010


We use PowerPoint at lot within the Company, QBR’s, IBPP’s etc. not to mention presentations given to customers. One of the things that people tend to do is insert graphics in to the slides. In the case of photographs these can consume a lot of space. Fore instance an 8 Megapixel photograph will take almost 4MB of space. Even if you re-size or crop the photograph it will still take up a lot of space. When you multiple that space by the number of photographs inserted in to a PowerPoint slide deck the file size quickly grows and it’s not unusual to see PowerPoint files >10MB in size. I’ve even seen some files as large as 70MB.

Now, with a little bit of work, and it’s not a lot of work, you can compress all of the pictures in a PowerPoint slide deck that will dramatically reduce the file size. When compressing the pictures you’ll need to make a decision, how much to compress. You’ll have 3 options;

  • Print – not compressed as much but is higher quality than the two below – good for printers
  • Screen – good for web pages and or displaying on projectors
  • eMail – smallest, most compression, file size

Using this compression method I’ve see a PowerPoint file reduce from 18MB is size down to 3MB (Office 2003, selecting Web/Screen)

 

Office 2007

  • Make a copy of the file then open the copy
  • Select a picture, in the PowerPoint slide
  • Click on ‘Picture Tool’ in the ribbon
  • Top left you should see a ‘Compress Pictures’ Options, click on it
  • Click on Options
  • Select the output resolution, for computer screen or printing. Printing gives the higher quality but wont ‘save’ as much space
  • Click OK
  • Click OK, it might take a moment or two, depending on file size, amount of graphics etc. to compress the graphics.
  • Review the file to verify that the quality of the PowerPoint slide deck is acceptable
  • Now save the file
  • You can then compare the two file size to see how much the file size has been reduced.

Office 2003

  • Make a copy of the file then open the copy
  • Select a picture, in the PowerPoint slide
  • Right-click the picture, and then click Format Picture on the shortcut menu.
  • In the Format dialog box, click the Picture tab, and then click Compress.
  • Under Apply to, do one of the following:
    • To compress just the current picture, click Selected pictures.
    • To compress all the pictures in your presentation, click All pictures in document.
  • Under Change resolution, do one of the following:
    • If your presentation will be used for a screen show, click Web/Screen
    • If you plan to distribute your presentation as printed pages, click Print.
  • Under Options, select the Compress pictures check box and the Delete cropped areas of pictures check box.
  • Click OK.
  • If prompted, click Apply in the Compress Pictures dialog box
  • Review the file to verify that the quality of the PowerPoint slide deck is acceptable
  • Now save the file
  • You can then compare the two file size to see how much the file size has been reduced.
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