Drastically reduce PowerPoint file size – EASY!

Got a call from a user today:

“I need to send a powerpoint to a grant organization, and it’s got to get there TODAY! I tried sending it but got a message saying that it exceeds the limit for this user. I need you to take that limit off as soon as possible!”

Whoah, whoah – hold your horses. Those limits are there for a reason. How big is the file?

“I don’t know! Can you please just take the limit off?”

Well, let’s see what we can do first. Right click the file and click … [explaining right click vs. left, what tab the file size is listed on under a file's properties window (it's the general tab)...] OK. So the file is 11MB. That’s 7MB more than the limit. Let’s try something:

1. Open the document and right click on an image.
2. Click “Format Picture.”
3. Now click on the tab “Picture.”
4. Click Compress
5. Select “All pictures in document.”
6. Choose a resolution (hint: screen creates a smaller file).
7. Check “Delete cropped areas of pictures” and “Compress Pictures.”
8. Click OK (and Apply if prompted).
9. Save the file. If you’re paranoid, save it with a new name.

So what’s the file size now?

“It says 1.1 em-bee”

You should be able to send it now.

“Wow, thanks!”

Resource used:

Microsoft Office Assistance: Reduce the size of your PowerPoint files