PowerPoint: Compress and Optimize Presentations (ppt) to Decrease Size

Posted June 11, 2006 by MickeyMouse in Microsoft Powerpoint

By default, PowerPoint will save pictures in a format that is inadequately compressed. By setting PowerPoint to compress your pictures, you can optimize your presentations more efficiently. With this decreased size, you can email them and transport them more easily.


To allow for the maximum amount of editing later, PowerPoint saves pictures within presentations in a poorly compressed format. When working on a presentation locally, this is highly desirable because it gives you the most flexibilty in editing later. However, when trying to get your huge ppt file small enough to fit into an email message or on a USB drive, this can be a problem. Here is how to decrease the sizes.

Please note that many users use a rather painstaking, manual process for this. This tutorial shows you the quickest way.

Compress PowerPoint in Versions before 2007:

1. Open your PowerPoint presentation.
2. Click the File menu, and then click Save as.
3. In the Save dialog box, click the Tools drop-down menu.
4. Select Compress Pictures.
5. Select the option All Pictures in document.
6. Select Web/Screen unless you need to be able to print the presentation in high resolution.
7. Select Compress pictures and Delete cropped areas of pictures.
8. Click OK.
9. Confirm that you want to Compress Pictures (if the dialog appears).
10. Save your presentation to a new file name (example: oct_reports_compressed.ppt).
11. Click Save.

Compress PowerPoint in Office 2007:

1. Open your PPT file.
2. Click the SAVE floppy icon in the upper left-hand corner.
3. Click the Tools drop-down menu beside the Save button.
4. Select Compress Pictures.
5. Click Options.
6. Check the Automatically perform basic compression on save option.
7. Check Delete cropped areas of pictures.
8. Check the appropriate target output (print, screen, or email).
9. Click OK.
10. Click OK for the Apply compression settings now dialog.
11. Save file to different file name (ex: my_report_compressed.ppt).

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