While presentations should be larger than life, their file size shouldn’t be.

Have you ever tried to send a large PowerPoint file through email, only to find yourself using WhatsApp or services like WeTransfer because it was too big?

You’re all set to send or present, but instead, you’re stuck finding workarounds just to get your slides out there.

Or perhaps you’ve faced that annoying lag during a client meeting, just when you need your presentation to flow perfectly.

Suddenly, what seemed like a small problem turns into a significant hassle.

Managing file sizes isn’t merely a technical concern; it’s crucial for keeping your work accessible, easy to share, and smooth to present.

The drawbacks of large PowerPoint files

Large PowerPoint files can cause problems. They often can’t be emailed because most email systems have limits on file sizes, they load slowly, and in some cases, they might even freeze right in the middle of your pitch.

Picture yourself as a marketing professional, standing in front of your stakeholders, prepared to present the campaign strategy you’ve dedicated the entire week to. This is the moment everyone has been anticipating – and just as you’re about to share those crucial insights, your slide deck suddenly freezes. All that hard work, now hanging in suspense while you find yourself racing to regain control.

Or maybe you’ve just sent that important analysis to your consultant client, feeling sure it’s polished enough to make an impact – only to be hit with a frustrating “Message Undeliverable” alert.

This is a common scenario for consultants, researchers, marketing teams, and data analysts who deal with large amounts of data and face similar challenges.

The root cause

One of the main reasons PowerPoint files get so large is high-resolution images. PowerPoint tends to save images in the highest quality format by default, which is often more than what’s needed for most presentations. Other factors, like using multiple slide masters, can also add unnecessary bulk to your file.

Did you know…

If your file size exceeds 20 MB to 25 MB, your email might get filtered out by spam filters and may not display properly on mobile devices, which is crucial since many users check their email on their phones.

So how can this be fixed? Let’s explore one of the simplest yet most effective solutions.

How to compress images size in PowerPoint

The image below shows that the current PowerPoint file size is 67.2 MB.

Step 1: Select the picture you want to compress

Identify the image that’s taking up a lot of space in your presentation.

Step 2: Click on the “Picture Format” tab

At the top of your PowerPoint window, click on “Picture Format.”

Step 3: Click the “Compress Pictures” button

In the “Adjust” group, find and click the “Compress Pictures” button.

Step 4: Choose a suitable resolution

Select a resolution that meets your needs. For on-screen presentations, 150 ppi is usually sufficient. If you’re sending the file via email, opt for 96 ppi. To compress all images, make sure to uncheck ‘Apply only to this picture’ and check ‘Delete cropped areas of pictures’ to eliminate unnecessary data.

Step 5: Click OK and save

After clicking OK and saving your presentation, you’ll notice a reduced file size. You’re all set!

The conclusion

The next time your file size begins to increase, you’ll know how to address it! Keep these steps in mind to make sure your presentations remain easy to share, manageable, and seamless to present.

Did these tips help you? Share this blog with colleagues who could benefit from lighter, faster presentations

Stay tuned for more PowerPoint hacks to streamline your presentations and ensure a seamless delivery!