how to make powerpoint presentation smaller for email

How-To Geek

How to reduce the file size of a powerpoint presentation.

Need to chip off some KB from your presentation's file size? Try some of these handy tips.

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Convert your presentation to the pptx format, insert your pictures—don’t copy and paste, do image edits in an image editor—not in powerpoint, compress all of the images in your presentation, don’t use embedded fonts, link to files instead of embedding them, don’t store a thumbnail for the presentation, remove personal and hidden information from your presentation, turn off autorecover, copy everything into a new presentation, a possibility: unzip the presentation and compress it.

Considering that Microsoft PowerPoint presentations are generally accompanied with tons of images, gifs , embedded videos , charts , graphs, and other content, it’s no surprise that you get some pretty big files. Here are a few steps you can take to reduce a presentation's file size.

Large files can be annoying. They take up loads of precious disk space, slow down playback performance, and can cause emails to bounce back due to exceeding the file size limit. You can prevent all of these things by reducing the file size of your presentation.

We’ve mentioned it before, but the first thing you’d think of when considering file size reduction is images—and for a good reason. Image files can be quite large. There are steps you can take to reduce the size, such as compressing the images in the presentation. If you suspect the reason your PowerPoint file is so large is due to images, then be sure to read the article we’ve written on how to reduce the size of Office documents that contain images .

Related: How to Reduce the Size of a Microsoft Word Document

We do have some additional tips to add if you followed these steps but still need to reduce your presentation’s file size.

Microsoft released the PPTX format in Office 2007. Still, it’s not uncommon to see PPT files floating around. So what’s the difference between a PPT and PPTX  file? The PPTX version compresses all of the content within the presentation. If you have a PPT file and convert it into a PPTX file, you’ll notice a decrease in the file size.

Converting the file is as simple as pressing a button and choosing the file type. Go ahead and open your PPT file, head over to the “File” tab, and then click “Convert.”

Windows File Explorer will appear. You’ll notice the Save As type is set as "PowerPoint Presentation." This is the PPTX file type. Click “Save.”

Your PPT file will now be converted to a PPTX file. As you can see, the size of the file has been reduced.

HTG Presentation 2 is our PPT file, and HTG Presentation 3 is our PPTX file. Merely converting the file type reduced the size by 335 KB.

While this isn’t a breathtaking drop in file size, we managed to reduce a Word document file size from 6,001 KB to 721 KB. It all depends on what’s inside the file. With any luck, this will be the only step you need to take. If not, keep reading.

It’s tempting to copy and paste an image in PowerPoint instead of using the insert function. This won’t be an issue if you’re not concerned about file size, but if you are, then beware of copy and paste—it may reformat your image to BMP or PNG. Why is this an issue? Both of those file formats are larger than JPG.

You can see in the above screenshot that the PNG file is 153KB compared to the 120KB JPG file of the same image. Each time you copy and paste a JPG file to PowerPoint, and it gets converted to PNG, you’re adding a bit of unnecessary file size to the presentation. Using the insert function will ensure your images are inserted as intended.

When you insert an image in PowerPoint, it’s best to make sure that it doesn’t need any edits. If it does require edits, you’re better off doing it in an image editor. Why? When you use PowerPoint to edit your image, it stores all of those edits as part of the presentation. For example, when you change an image to black and white, PowerPoint retains the full-color image as well. That’s a lot of extra bites being stored.

If you don’t have an image editor ( you do ) or you simply must use PowerPoint, be sure to tell PowerPoint to discard all of that excess data saved from the edits . It won't save you as much space as working in a dedicated editor, but it will help.

You can compress images in PowerPoint one at a time or all at once. If you’re looking to do the latter, here’s how.

Open your presentation, head over to the “File” tab, and then select “Save As” in the left-hand pane.

Next, select “More Options,” which you'll find under the area where you would name your file and choose the file type.

The “Save As” window will appear—this time with a few extra options available to you. Next to the “Save” button, click “Tools.”

In the drop-down menu that appears, select “Compress Pictures.”

The “Compress Pictures” window will appear. Here, you can choose the resolution type of the images (based on PPI) in the presentation. You’ll also notice that you’re not able to select the “Apply only to this picture” option in the “Compression Options” group. That’s because, due to the way we accessed this tool, this option isn’t available.

Note:  If you do want to compress a single picture, select it and then head to Picture Tools Format > Compress Pictures.

Once you’re happy with your selection, click “OK.”

Be sure to save your presentation afterward.

We get why you might want to embed fonts—you might be making a Star Wars themed presentation and, as a result, anyone you may be sharing the presentation with is not likely to have those special fonts available to them. Embedding the fonts in your presentation could prevent issues down the line, but it comes at the cost of increased file sizes.

In general, unless you are sure you need to display a particular font, we recommend turning off font embedding.

Head over to the “File” tab and select “Options” at the bottom of the left-hand pane.

On the “Save” tab, untick the “Embed fonts in the file” checkbox and then click “OK.”

We saved a copy of our presentation with all fonts embedded, without fonts embedded, and with only the fonts used in the presentation embedded. Look at the difference if file sizes:

Convinced yet?

Consider the difference in file size if you embed an entire YouTube video in your presentation instead of linking back to it. Embedding an entire video will significantly increase the size of your presentation. There are certainly some valuable benefits when embedding a file vs. linking to it (such as when the recipient might not have internet access to play the video), but if the file size is an issue, just don’t do it.

Way back when Office let you save thumbnail images of your presentation so that you could get a sneak preview of the file when searching for it in File Explorer. Windows has grown to be more sophisticated, so it no longer requires the help of Office applications to do this. But, the option is still available.

We ran a little test to see the difference in file size with and without this option enabled. Here are the results:

With the thumbnail option enabled, our file size was 2,660 KB. Without the option enabled, the file size was reduced to 2,662 KB, saving a total of 7 KB.

This is a pretty small save, but when we tested it with a Word document, the difference was significant, showing 721 KB without the option enabled, and 3,247 KB with the option enabled.

While this is a large gap between applications and it’s not exactly clear why the difference is so large, it’s still an option worth exploring. To disable the feature, open your presentation, head over to the “File” tab, and then select “Properties” found on the right-hand side, then “Advanced Properties.”

You’ll now be in the “Summary” tab of the “Properties” window. At the bottom of the window, uncheck the box next to “Save preview picture,” and then click “OK.”

Microsoft Office will store your personal information (such as author name) and hidden properties within your presentation. Getting rid of this information can save you a bit of space.

Open your presentation, head over to the “File” tab, select the “Check for Issues” option, then select “Inspect Document."

The “Document Inspector” window will appear. Make sure the “Document Properties and Personal Information” box is checked, and then click “Inspect."

In the next window, select “Remove All.” The information will now be removed, saving you a few KB of space.

We don’t necessarily recommend this, and it should only be used as a last resort effort. AutoRecover is an essential tool in Office, and if you’ve ever lost a document before saving, then you understand precisely what we mean.

Each time Office uses AutoRecover, it adds a little to the size of the file. To turn AutoRecover off, head over to the “File” tab and select “Options” found at the bottom of the left-hand pane.

In the “Save” tab of the “Options” window, uncheck the box next to “Save AutoRecover information ever xx minutes.”

If you save and exit out of the presentation immediately, you won’t notice a difference. Over time though, as you continue to progress through the presentation, the AutoRecover feature will add KB to your file.

While you’re creating your presentation, PowerPoint will save various things in the background to help you out. We’ve mentioned how to turn off a lot of these features, delete data PowerPoint saves, and so on, but there’s always a chance something slipped through the cracks, and PowerPoint stored some information you don’t need. Copying your content over to a new presentation may be a good solution to the problem.

This may be a bit of a hassle though as, with PowerPoint, you’ll need to copy and paste each slide (and master slides). Once you do though, the new presentation won’t have any of the previous background saves, AutoRecover information, or previous versions of the file. As a result, you should see a change in file size.

While we can’t tell you exactly how much this will reduce your file size since each presentation will be different, it’s worth a shot.

As we mentioned earlier, a PPTX file is a compressed file (which is why the size is much smaller than an old-school PPT file). This means you can open it with a tool such as 7-Zip or WinRar, extract all the files from your PPTX, add them to a compressed archive, and then rename the archive to a PPTX file extension.

We had some issues here, though.

In Rob’s testing with his Word document, it successfully reduced the size of the file from 721 KB to 72 KB. However, it corrupted the file in the process. In my testing with my 2,614 KB file, it didn’t corrupt it, but it only reduced it to 2,594KB—a total of only 20 KB. We’re unsure what’s at play here, so if you want to give this a go, be sure to have a backup copy of your file before doing so.

That’s all the tips we've got for reducing the size of your PowerPoint presentation. We’re always looking for new and interesting ways to reduce the size of our files, so if you have any tips, let us know in the comment section, and we’ll be happy to test them out!

10 Ways to Compress PowerPoint Presentations to Reduce File Size

10 Strategies to Compress or Reduce the Size of Large PowerPoint Presentations

by Avantix Learning Team | Updated September 21, 2023

Applies to: Microsoft ®  PowerPoint ® 2013, 2016, 2019 and 365 (Windows)

You can compress or reduce the size of large PowerPoint presentations in several ways. The most common strategy to reduce the size of a PowerPoint file is to compress pictures, video and audio. However, you can also use other methods to make files smaller including saving media and PowerPoint files in other formats and converting or removing embedded objects.

In this article, we'll look at 10 ways to compress or reduce the size of a PowerPoint presentation:

• Compress pictures
• Insert pictures instead of copying and pasting
• Use smaller image files
• Convert images to a different file type
• Save a copy of images with artistic effects
• Compress audio and video
• Link to audio or video files
• Convert Excel charts and other embedded objects
• Save a copy of large PowerPoint files
• Save a copy in PDF format

Note: Buttons and Ribbon tabs may display in a different way (with or without text) depending on your version of PowerPoint, the size of your screen and your Control Panel settings. For PowerPoint 365 users, Ribbon tabs may appear with different names. For example, the Picture Tools Format tab may appear as Picture Format.

To view file size in PowerPoint:

• Click the File tab in the Ribbon.
• Click Info. In the Properties area, file size is listed beside Size.

Once you've completed the following strategies, close and save the PowerPoint file, reopen it and check the file size again. You can also view file size in Windows 10 File Explorer or Windows Explorer in older versions of Windows.

Recommended article : How to Embed a YouTube Video in PowerPoint

Do you want to learn more about PowerPoint?  Check out our virtual classroom or live classroom  PowerPoint courses >

1. Compress pictures

One of the most common ways to reduce file size is to compress one or all of the pictures in your PowerPoint file. You may want to try this with one picture at a time to be sure you are satisfied with the result after compression.

To compress a picture:

• In Normal View, select a picture on image on a slide.
• Click the Picture Tools Format or Format Picture tab in the Ribbon.
• In the Adjust group, click Compress Pictures. A dialog box appears.
• Select the check box to Apply only to this picture if you want to compress only the current picture or uncheck this option if you wish to compress all pictures in the presentation.
• Select the check box to Delete cropped areas of pictures if you have cropped images and want to permanently delete the areas you have removed by cropping.
• Choose the desired document resolution.

Don't forget to check pictures in Slide Master View (click the View tab in the Ribbon and then click Slide Master) as you may want to compress or delete those images as well.

Also, be sure to check image(s) after you compress them to be sure to are satisfied with the quality of the image(s). If you create a copy of the presentation before compressing the image(s), you can revert to the original if necessary.

2. Insert pictures instead of copying and pasting

It's best to insert pictures, rather than copying and pasting (or dragging and dropping) into the PowerPoint file. When you copy and paste (or drag and drop) an image into a presentation, it can lose compression, change file type and also bring in other data that can increase file size.

To insert a picture onto a PowerPoint slide:

• In Normal View, display the slide where you want to insert a picture.
• Click the Insert tab in the Ribbon and click Pictures (2013 and later versions) or Picture (2010). You can also click the Pictures or Picture icon in a placeholder on a slide. A dialog box appears.
• Navigate to the location of the picture.
• Select the picture and click Insert or double-click the picture.

You also have the option of linking to a picture file by clicking the arrow beside Insert in the Insert Picture dialog box and then choosing Link to File. However, the picture is not actually "in" the file (which reduces file size) and if you email the document, the pictures will not be included. If you use this strategy, it's best to copy the picture to the same folder as the PowerPoint presentation and be sure to bring the entire folder with you when you deliver the presentation.

3. Use smaller image files

It's best to insert pictures in smaller sizes to reduce the size of your PowerPoint files. For example, if you are inserting pictures from a phone taken at a high resolution, this will result in larger PowerPoint decks. Create, save or send images at a lower resolution and insert the lower resolution images into your PowerPoint files.

If you're using stock images, select images at the lowest resolution (at the quality level you require). You can also open an image in an image editing program (such as Microsoft Picture Manager or Adobe Photoshop) and then save it at a lower resolution.

In PowerPoint 365, one of the biggest culprits causing inflated file size is 3D models. Although 3D models are not inserted as pictures but rather as 3D models, they are images. One 3D model we inserted took up 17 MB of space. You can't compress 3D models like other types of images so you may need to delete 3D models or use a picture instead of a 3D model if file size is an issue.

4. Convert images to a different file type

Prior to inserting an image in PowerPoint, you can open it in an image editing program (such as Microsoft Picture Manager or Adobe Photoshop) and then use Save As to save the image in another format.

The format that will result in the smallest size is usually JPEG (Joint Photographic Experts Group format) or JPG. The JPEG compression algorithm significantly reduces the file size of images.

You can also save images in PowerPoint in different formats:

• Right-click the picture. A drop-down menu appears.
• Select Save As Picture. A dialog box appears.
• Navigate to the folder where you want to save the image.
• Enter a name for the file and select a format such as JPG or PNG.
• Click Save.
• In the PowerPoint presentation, delete the original image.
• Click Insert and then click Picture(s).
• Navigate to the location with the image you saved.
• Double-click the image.

5. Save a copy of images with artistic effects

When you apply an artistic effect to an image, PowerPoint retains two copies of the image (the original and a copy with the artistic effects). This allows the user to reset the image but can significantly increase file size. Compressing pictures also doesn't normally have any effect on images where you have applied artistic effects.

If you have applied an artistic effect (such as blur) to an image, you can reduce file size using the following method:

• Right-click the image with the artistic effect. A drop-down menu appears.
• Enter a name and select a file type (usually JPG or PNG).
• In the PowerPoint presentation, delete the image with the artistic effect.
• Navigate to the location with the image you saved with the artistic effect.

6. Compress audio and video

In 2010 and later versions of PowerPoint, audio and video files are copied into presentations rather than linked to the original files. You can improve playback performance and reduce PowerPoint file size by compressing audio and video files in your presentation.

Files can be compressed at different quality levels.

In PowerPoint 2013 and 2016, you can compress to the following quality levels:

• Presentation Quality – select this option to save space but maintain overall audio and video quality.
• Internet Quality – select this option and quality will be comparable to media which is streamed over the web.
• Low Quality – select this option if space is limited, such as when you are sending presentations via e-mail.

In PowerPoint 2019 and 365, you can compress to the following quality levels:

• Full HD (1080p) – select this option to save space while maintaining overall audio and video quality.
• HD (720p) – select this option to save space and the quality will be comparable to media which is streamed over the Internet.
• Standard (480p) – select this option when space is limited, such as when you are sending presentations via e-mail.

The following compression options appear in PowerPoint 2019 or 365:

Note: Some older video file formats may not compress or export properly. Embedded subtitles and alternate audio tracks will be lost in the compression process.

To compress media in PowerPoint:

• Open the presentation that contains the audio or video files you want to compress.
• Save a copy of the presentation so you can retain a copy of the file with the original media.
• In the copy, click the File tab in the Ribbon.
• Click Info.
• In the Media Size and Performance area, click Compress Media. A dialog box appears.
• Select the desired compression option. A dialog box appears indicating that media compression is in progress. PowerPoint will indicate how much space is saved.
• When compression is complete, click Close.

7. Link to audio or video files

You also have the option of linking to audio or video files. When you insert an audio or video file, click the arrow beside Insert in the Insert dialog box and then choose Link to File. Linked audio or video is not actually "in" the presentation (which reduces file size) and if you email the presentation, the media files will not be included if you have linked to audio or video files. Linking was the default behavior in PowerPoint 2007 and earlier versions for video and larger audio files.

If you choose to link to audio or video files, t's best to copy the media files to the same folder as the PowerPoint presentation and be sure to bring the entire folder with you when you deliver the presentation.

Note: You cannot apply certain types of formatting to linked video files.

8. Convert Excel charts and other embedded objects

Embedded objects such as Excel charts or worksheets can also increase file size. If you convert embedded objects to images, it can impact the size or your presentation. You can also reduce file size by breaking links to Excel files.

If you want to convert embedded objects into pictures, you can ungroup them or cut and paste them back into PowerPoint.

To ungroup an object:

• Select the chart or embedded object.
• Click the Format tab in the Ribbon. This tab may appear as Drawing Tools Format, Drawing Format or Shape Format.
• Select Group and then Ungroup. A dialog box appears asking if you want to convert the object to a PowerPoint object.

To cut an object and paste it back into a presentation as a picture:

• Select the embedded chart or object.
• Press Ctrl + X to cut it.
• Click the Home tab in the Ribbon.
• Click the arrow below Paste to display the drop-down menu and then choose Paste Special.
• Select an image type (such as JPEG) and click OK.

If you have links to Excel files, you can reduce file size using Edit Links to Files. Check out How to Break, Update or Change Links to Excel Charts or Worksheets in PowerPoint for more information on how to break links.

9. Save a copy of large PowerPoint files

It's a good idea to save a copy of a large PowerPoint files periodically using Save As and give the file a different name (i.e. Sales Presentation and the date). If you save a copy using Save As, version history and some editing data is removed during the process and this will reduce file size. This can also help avoid corrupted files.

To save a copy of a PowerPoint presentation:

• Choose Save As. If necessary, click Options or More Options. A dialog box appears.
• Navigate to the desired location.
• Enter a new name for the presentation.

10. Save a copy in PDF format

It's also common to save a copy of a presentation as a PDF (portable document format) file to reduce the size and then share it with others. You can compress images during the process.

To save a PowerPoint presentation as a PDF (and compress images):

• Choose Save As and then click Options or More Options if necessary. A dialog box appears.
• Navigate to the desired location and enter a name for the file. You can use the same name since the extension will be different (PDF).
• Under File Type, select PDF.
• Click Tools on the bottom right of the dialog box. A drop-down menu appears.
• Select Compress Pictures. A dialog box appears.
• Click the desired compression option.

Large file size is a common problem in PowerPoint and you can use these strategies to reduce the size of your PowerPoint presentations. Compressing the size of your decks should also help to improve speed and avoid crashes.

This article was originally published on November 6, 2016 and has been updated for clarity and content.

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How to Change Slide Size in PowerPoint

How to Get Slide Design Ideas Using PowerPoint Designer

How to Morph in PowerPoint to Design Engaging Presentations

How to Break, Update or Change Links to Excel Charts or Worksheets in PowerPoint

Where to Find Free Images for Your PowerPoint Presentations (10 Great Stock Photo Sites)

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How to Reduce Powerpoint File Size

Last Updated: March 29, 2022

This article was co-authored by wikiHow staff writer, Jack Lloyd . Jack Lloyd is a Technology Writer and Editor for wikiHow. He has over two years of experience writing and editing technology-related articles. He is technology enthusiast and an English teacher. This article has been viewed 974,527 times. Learn more...

This wikiHow teaches you how to lower a PowerPoint presentation file's size by compressing its images on a Windows or Mac computer, or by clearing the editing data on a Windows computer. There is currently no option to delete the editing data of PowerPoint presentations on a Mac.

Compressing Images on Windows

• If your PowerPoint file isn't yet open, first open it by double-clicking it.
• It doesn't matter which picture you double-click, since all of them will open the appropriate tab.

Compressing Images on Mac

Removing Edit Data on Windows

Expert Q&A

• Using JPEG files rather than other file formats will cut down on your presentation's overall size. Thanks Helpful 0 Not Helpful 0
• When formulating a presentation, using the default plain backgrounds in your slides will make your file smaller than if you upload detailed backgrounds. Thanks Helpful 0 Not Helpful 0
• If you can't get your PowerPoint file to shrink down enough to send it via email, you can upload it to a cloud service (e.g., Google Drive) and send an email with a link to the file instead. Your recipient will be able to download the file from Google Drive. Thanks Helpful 0 Not Helpful 0

• Reducing your images' quality will make a noticeable difference in your PowerPoint's overall quality. Thanks Helpful 1 Not Helpful 1

You Might Also Like

• ↑ https://support.office.com/en-us/article/Reduce-your-file-size-631d1d48-a56b-4fd4-ad66-091dd201db10?ui=en-US&rs=en-US&ad=US&fromAR=1#bmpp
• ↑ http://www.isumsoft.com/it/reduce-powerpoint-file-size-in-office-2016/

About This Article

1. Double-click an image. 2. Click Compress Pictures . 3. Remove the check mark from “Apply only to this picture.” 4. Select a lower DPI. 5. Click OK . 6. Click File . 7. Click Options . 8. Click Advanced . 9. Click Discard editing data . 10. Click OK and save the file. Did this summary help you? Yes No

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How to Compress a Powerpoint Presentation for Email (Step-by-Step)

In our fast-paced daily lives, sharing PPT files is essential, and compression is the key to efficient transmission. However, many struggle with this process, unsure of how to compress Powerpoint presentations for email. Fear not! This article provides comprehensive guidance on compressing presentations for email.

Part 1: Reasons for Limitation on Email Attachment Size

Email services impose attachment size limits mainly for security and operational reasons. Large attachments can overload servers, cause delays, and increase the risk of spam and malware. By setting limits, email providers ensure smooth operation and protect users from potential threats.

Part 2: How to Compress a Powerpoint Presentation for Email

Reducing size of video for compressing ppt.

To reduce video size in your Powerpoint presentation for email, follow these steps:

Step 1: Open your presentation in Microsoft Powerpoint. Click on the File tab in the upper-left corner.

Step 2: From the dropdown menu, select Info.

Step 3: Select Compress Media. There are three compression choices available.

Step 4: Select your favorite compression method.

Step 5: When the file has finished compressing, click Close.

Compressing Images

To compress images in your Powerpoint presentation, use the following guide:

Step 1: Launch PowerPoint and open the presentation.

Step 2 In the top toolbar, select "File" > "Options" > "Advanced."

Step 3 Adjust the options under "Image Size and Quality" as follows:

Check the box next to "Discard editing data."

Remove the check mark next to "Do not compress images in file."

In the "Default resolution" dropdown box, select "150 PPI" or below.

Step 4  Select "OK."

Compressing PPT as ZIP file

To compress your entire Powerpoint presentation into a ZIP file, follow these steps:

Step 1 Navigate to the presentation that you wish to compress.

Step 2 Select Send to > Compressed (zipped) folder from the context menu when you right-click the presentation.

Step 3 Windows generates a new zip file with the same name as the PowerPoint file.

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Part 3: How to Email a Compressed Powerpoint Presentation ?

To email a compressed PPT, follow this step-by-step tutorial:

Step 1: Open your compressed PPT presentation.

Step 2: Select "File" from the top toolbar.

Step 3: Click on "Share," and then choose "Email."

Step 4: Under "Email," select one of the following options:

"Send as Attachment" to attach your presentation to an email message.

"Send a Link" to create an email containing a link to your presentation.

Note: For this option, save your presentation in a shared location like SharePoint or OneDrive.

"Send as PDF" to save your presentation as a PDF file and attach it to an email message.

"Send as XPS" to save your presentation as an.xps file that you can attach to an email message.

"Send as Internet Fax" to send your presentation as a fax without using a fax machine. This option requires signing up with a fax service provider.

Step 5: Fill in the recipient's email address, subject, and any additional message.

Step 6: Double-check the email content and attachments before clicking "Send."

Part 4: WPS Office - Your Best Alternative to Microsoft Office

WPS Office is a powerful office suite that provides a compelling alternative to Microsoft Office. With its comprehensive features and user-friendly interface, WPS Office has gained popularity among users seeking a reliable and free productivity solution.

Main Features of WPS Office:

Writer: A word processing tool with advanced formatting options and collaborative features.

Spreadsheets: An Excel-like spreadsheet application for data analysis and calculations.

Presentation: A dynamic presentation tool for creating captivating slideshows.

PDF: Allows users to convert, edit, and annotate PDF files effortlessly.

Advantages of WPS Office:

Free: WPS Office offers full functionality without any cost, making it an economical choice for individuals and businesses.

Perfect Compatibility: It supports a wide range of file formats, ensuring seamless collaboration with Microsoft Office users.

User-friendly Interface: WPS Office provides an intuitive interface, allowing users to navigate and utilize its features effortlessly.

Course Teaching: WPS Office offers tutorials and learning resources to help users maximize their productivity and proficiency with the suite.

1. How do I send a large PowerPoint file through Outlook?

To send a large PowerPoint file through Outlook, you have a few options:

Use OneDrive: Upload the large PowerPoint file to OneDrive and share the link to the file in your email instead of attaching the file directly.

Use cloud storage services: If you have access to cloud storage services like Google Drive or Dropbox, upload the file there and share the link in your email.

2. How to increase the size limit of email attachment in Office 365?

To change the Office 365 message limit, log in to your Office 365 portal and open the Exchange Admin. Access the recipients' mailbox properties, click on "Mailbox Features," and then navigate to "Message Size Restrictions." Change the maximum message size to a maximum of 150,000KB for both Sent and Received messages.

In this comprehensive guide, we learned how to efficiently compress a PowerPoint presentation for email, reducing file size without compromising quality. By following step-by-step instructions, you can easily compress videos, images, and the entire presentation into a ZIP file, making sharing hassle-free.

Additionally, we explored the advantages of using WPS Office as a powerful and free alternative to Microsoft Office, with its user-friendly interface and perfect compatibility. With WPS Office, you can enjoy a suite of essential productivity tools at no cost.

• 1. How to Convert Outlook Email to PDF with Attachments (Step-by-Step)
• 2. How to Compress a Powerpoint on Mac A Comprehensive Guide
• 3. How to Save Email as PDF on iPhone (Step-by-Step)
• 4. How to Embed a PDF in an Email: A Step-by-Step Guide
• 5. How to Convert an Email to a PDF for Free: A Step-by-Step Guide
• 6. How to Send a PowerPoint Through Email(3 Common Methods)

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.

Blog > Compress PowerPoint to reduce the file size

Compress PowerPoint to reduce the file size

02.12.20   •  #powerpointtips.

Sometimes, the file size of your PowerPoint presentation can get very big. In some cases, that can be annoying, e.g. when trying to send the slides via email, but not being able to do so because the file is too large. Usually, pictures and videos are the reason why presentations become too big. The good news are that you can easily compress pictures and embedded media files by following the steps listed below.

Compress images

Compress videos and audios.

• Convert PPT into a PDF file
• Get rid of 3D-models

Compress PPT as ZIP- file

PowerPoint offers the option to compress all images at once or choose single pictures to reduce their file size. Keep in mind, that compressing an image will automatically reduce its quality as well. If you don't need to reduce the file size, better use the highest quality resolution as possible.

There are two ways to compress images within your PPT file which nearly work the same way:

Compress selected pictures

• Select the image you want to compress or any picture if you wish to reduce the size of all graphics
• Navigate to the Picture Tools Format tab and select Compress Pictures

• A new menu pops up. Choose your compression options and make sure to check "Delete cropped areas of pictures" and uncheck "Apply only to this picture" (if you want to compress all images)
• High fidelity: preserves quality of the original picture
• HD (330 ppi): good quality for high-definition (HD) displays
• Print (220 ppi): excellent quality on most printers and screens
• Web (150 ppi): good for web pages and projectors
• E-mail (96 ppi): minimize document size for sharing
• Use default resolution

Compress all images while saving the PPT file

• Open your presentation. Go to File in the PowerPoint menu
• Click Save as and then Browse
• In the window that opens, click on Tools (right beside Save )
• Select Compress Pictures and choose the resolution you need To save even more space, you can additionally choose Delete cropped areas of pictures to remove the parts of pictures which you cropped in PowerPoint.
• Click OK and then Save

Video and audio files can increase your PPT size a lot. It's a good idea to compress those if you want to make some space. Some PowerPoint versions make it possible to decrease the media size in PPT but if this option is missing in your program, online video compressors are the solution.

Compress videos and audios in PPT

• Go to File in the PowerPoint menu
• Open the Compress media drop down
• Choose a compression file size. Don't reduce the quality too much and check if the appearance of your media doesn't look too grainy on the actual projector you will be presenting on

Online video compressor

There are plenty of online video compressors which you can use to reduce the video size in advance. For example, the website FreeConvert makes it easy to decrease the file size without having to download anything. This way you can integrate a smaller media file into PPT.

Links instead of videos

Instead of importing a video to your PPT slides, including a link to your PowerPoint presentation can save a lot of space. If your video is somewhere on YouTube or other online video-sharing platforms, include a link and use it when you're presenting. But notice: a link can only be used, if you're connected with wifi. Watching videos online, can take time and a bad connection might give you some unwanted breaks during your presentation. In this case, saving the video on your disk and opening it separately can save time and still reduce the size of the PPT.

Convert PPT to PDF

By converting a PowerPoint file into a PDF, the size will reduce automatically. During the process, images get compressed and some media (audio, videos, 3D models..) get removed. If you want to change the PowerPoint slides at all time, this method might not be the right one for you, as PDF files can't get edited the way a PowerPoint can. Hence, converting PPT into PDF only makes sense if your presentation will work as a handout and if the PDF files options are enough for you.

• Click Export
• Hit the Create PDF/XPS button
• Choose a location in which you want to save your PDF file
• Click Publish

Get rid of 3D models

The Office 365 subscription makes it possible to add 3D models to your PowerPoint slides. Nevertheless, those media require much space since they transport a lot of information. In order to minimize the PPT file, exchanging the 3D model with a normal image will easily reduce the size of your PowerPoint file.

If you need to share your PPT with someone, a ZIP- file format might help you to reduce the size of the PowerPoint. Even though, this method can save some place temporally, it might not be enough to send it via email. Uploading it to file-sharing platforms, such as GoogleDrive, DropBox, OneDrive or other websites and sharing its link to download the PPT, can be the better option. (Using an USB for sharing the presentation without the need to decompress anything would be the best solution)

Here's how to convert a PPT into a ZIP- file format:

• Select the file you want to minimize in the File Explorer
• Right-Click the file and hit Send to
• Choose the Compressed (zipped) folder option

If you want to decompress a ZIP- file into its original PowerPoint format:

• Right-Click on your ZIP- folder
• Select Extract All... or the similar operation of your program
• Choose a File Location to extract your file to, or extract it at the place you are currently at

How can I reduce the size of a PowerPoint file?

There are several ways to reduce the file size of a PowerPoint. You can compress images, videos and audios, convert your presentation into a PDF file, get rid of 3D models or compress the PowerPoint as a ZIP-file. We explained for you how all of this works in our blog.

How do I compress a video in PowerPoint?

To compress videos in PowerPoint, go to "File" in the PowerPoint menu and then click on "Info". Then open the drop-down menu "Compress media" and select the size of the compression file. Be careful not to reduce the quality too much and check that the quality of your video on the projector you will be presenting on is not too bad.

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Pia Lehner-Mittermaier

Pia works in Marketing as a graphic designer and writer at SlideLizard. She uses her vivid imagination and creativity to produce good content.

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Zip a presentation file

When you want to send your PowerPoint presentation to others, it’s easier to do when the file size isn’t too big. You can compress, or zip , the file in Windows, which shrinks the size of the file but retains the original quality of your presentation. You can also compress the media files within the presentation so they're a smaller file size and easier to send.

Compress (zip) a presentation with Windows Explorer or File Explorer

Open Windows Explorer (Windows 7) or File Explorer (Windows 8, Windows 8.1, Windows 10, and Windows 11) in one the following ways:

Use the Windows Start menu: Right-click the Windows Start button, and select Open Windows Explorer (Windows 7) or File Explorer (Windows 8, Windows 8.1, Windows 10, and Windows 11). If you don’t see the Start button, move your mouse to the bottom-left corner of the screen.

Browse to the presentation you want to compress.

Right-click the presentation, and select Send to > Compressed (zipped) folder .

Windows creates a new zip file and gives it an identical name as the PowerPoint file.

Send the compressed file to your intended recipient, who can then decompress the file just by clicking it.

Compressing media files in presentations

If your presentation contains audio or video content, you can reduce those media file sizes to make your overall file size smaller. Follow the steps at Compress your media files .

Reduce the file size of a picture

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How To Make a PowerPoint File Smaller For Sending in Email?

Almost everyone has had to deal with sending a large Presentation file attachment through email. Not only is uploading large files through email attachments a slow process, many email clients have limits on how large a file should be. Moreover, your file recipients may not want to download a hundred megabyte presentation. It should be smaller.

Luckily, PowerPoint 2013 and PowerPoint 2016 have two features (Optimize and Compress) to help make your presentation files smaller. Lets look at how you can use these features to make a PowerPoint presentation smaller for sending through email. Here’s how!

How To Optimize Images, Audio, and Video in PowerPoint 2013?

The Optimize feature can convert media files to a different codec. This is done to ensure that the file play smoothly on different devices running PowerPoint. This feature can also reduce the file’s size to an optimal file size.

Here we have a presentation with some Media content in it

To Optimize the Media files, please click File

Click the Optimize Media Compatibility button

It should start optimizing files for compatibility. Click Close when its done.

The  Optimize Media Compatibility button should disappear now

How To Compress Images, Audio, and Video in PowerPoint 2013 to Make Them Smaller?

Click File from the Ribbon Toolbar

Click the Media Size and Performance button to compress the media files in your presentation.

You should see three options when you click this button. These three options are for High, Medium, and Low quality. There is a trade off between quality and file size between these options. Larger files have higher quality and smaller files have lower quality after being compressed.

Please remember to play the file after compressing it. If the audio quality does not meet your requirement, then you will need to insert the audio file again and compress it to a better quality.

Topics how to make a powerpoint smaller in file size how to print a powerpoint smaller version make a powerpoint smaller make a powerpoint smaller for email make powerpoint smaller make powerpoint smaller to email powerpoint smaller file size save powerpoint as smaller file save powerpoint smaller file

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How to compress PowerPoint files.

Want to save space on your computer? Learn how to compress a PowerPoint to save space and make your presentation easier to share.

Need to learn how to compress Microsoft PowerPoint files but not sure where to begin? Whether you want to save space on your device or avoid file size issues in an email, compressing your PowerPoint is a great way to keep file sizes to a minimum and make your presentation easier to store and manage.

When is compressing a PowerPoint file beneficial?

While a PowerPoint in its original quality is great for presenting, it may not always be the easiest to share and store on your computer. Compressing PowerPoint files is a great way to save space while keeping your hard work.

Here are a few reasons you may want to compress your PowerPoint:

• Improve shareability over email. Most email platforms limit the file sizes that you can share. If your Powerpoint contains a lot of content, especially photos and videos, it may be more difficult to share over email. Compressing the PowerPoint ensures that the same content is shared, just as a smaller file size.
• Have more storage space on your computer. By compressing your PowerPoint file, you leave room for more important documents to be stored on your computer.
• Boost productivity. By spending less time waiting for a file to upload, you can place your attention on other important tasks.

Steps: How to compress a PowerPoint file.

There are a few different methods you can try within the PowerPoint application and outside of it to reduce your PowerPoint file size and easily be able to share and save your content.

You can reduce the size and quality of any images in the presentation, reduce audio and video content, compress the PowerPoint as a PDF, compress it as a zip file, or swap any 3D models with static images.

Compress a PowerPoint file by reducing the size and quality of your images.

While there’s no way to compress the entire file in PowerPoint, you can reduce the size and quality of all the images to reduce the whole presentation’s size.

Instead of going through your complete presentation and editing your images one by one (which you can do if you want), there’s an easy way to compress all your image files at once:

• Open the presentation in PowerPoint.
• Click File on the top toolbar and choose Options > Advanced.
• Check “Discard editing data.”
• Uncheck “Do not compress images in file.”
• Select 150 PPI or lower in the Default resolution dropdown menu.

These steps will reduce the file size of all the images in your presentation, effectively compressing the entire PowerPoint. The more pictures you have, the more it’ll compress the file.

Compress a PowerPoint file by reducing the size of audio and video files.

Audio and video content takes up a lot of storage space in a presentation.

You can reduce the size of audio and video files by following these steps:

• Click on the File tab in the upper-left corner.
• Select Info from the dropdown menu.
• Click Compress Media. There are three options for compression.
• Choose your compression option. Click Close once the file is done compressing.

Ensure the file is compressed to your liking. If the compression does not meet your standards, adjust the settings as needed.

Compress a PowerPoint file as a PDF.

An easier way to compress a PowerPoint is to first convert the PPT to a PDF using an online PDF editor like Adobe Acrobat online services. PDF files are smaller and easier to share than PowerPoints.

To convert your PowerPoint to a PDF, follow these easy steps:

• Visit the online PDF converter tool.
• Upload the PowerPoint you want to convert.
• Let the software do its magic.
• Download your new PDF file.

The PDF file should be much smaller than the original PowerPoint, making it easy to store and share. If the file size is still too big, you can reduce it even further by compressing the PDF online .

Compress PowerPoint files as a ZIP file.

By changing the PowerPoint to a ZIP file, the whole presentation size will be reduced.

Use these steps to transform your PowerPoint into a ZIP file:

• Click File in the upper-left corner.
• Choose the Open option.
• Right-click the project you wish to compress. Additional options will appear.
• Choose “Send to” and more options will appear.
• Find the option named “Compressed (zipped) folder.” Choose this option to compress the file.

Compressing PPT files on macOS and Windows.

In the macOS PowerPoint, you can reduce the file size of images but not music or videos.

Here are the steps to compress your PowerPoint on a Mac:

• In PowerPoint, click File. If you only want to compress certain images, select them before you click File.
• From the dropdown menu, click Compress Pictures.
• Printing — highest quality.
• Viewing on Screen — reduces image quality by 30%.
• Sending in an email message — compresses images by another 30% or so.
• Choose whether or not you’d like to delete portions of the photos that have been cropped out. By doing this, you can reduce the file size.
• Decide whether you want to compress every photo in the slideshow or only the ones you already selected. Click OK when done.

For Windows, follow these instructions:

• Click File and make sure Info is selected in the left sidebar.
• Click Compress Media. Depending on the version of PowerPoint, the button will either say Multimedia or Media Size and Performance.
• Choose the highest quality option if you want to maintain the presentation quality for in-person presentations.
• Choose the middle option for a presentation best suited for the internet.
• Choose the lowest quality option for the highest compression so you can easily share the PowerPoint over email.

Tips on how to reduce PowerPoint file size.

There are a few methods that can help reduce your PowerPoint file size.

• Analyze image quality. Presenting high-quality images, audio files, and videos can create a more engaging experience for your audience. Each time you compress images, double-check to be sure they still look presentation-ready.
• Replace 3D models. While 3D models are a unique component of presentations, they take up more storage space. Opting for similar static images may be the best option for sharing your presentation.
• Convert images to JPEG. If your photos are in the PNG format, you may want to make them JPEGs. You can easily do this in PowerPoint by right-clicking the pictures and then choosing “Save as Picture.” From there, under “Save as Type:,” choose the option named JPEG. Save, and you’re done.

More resources to work with your files.

After compressing PowerPoint files, here are additional ways to work with your documents:

• Learn two ways to convert a PDF to Google Slides for presentation.
• Discover how to delete a slide in PowerPoint .
• Learn how to redline documents in Word .
• Discover how to convert a PPT to Google Slides .

Discover what more you can do with Acrobat online services to simplify editing and managing your PowerPoint and PDF files.

How to Compress PowerPoint to Reduce File Size

PowerPoint presentations can be quite large, and if you’re trying to email them or upload them to the web, you may need to compress them first. There are several ways to do this. In this article, we’ll show you different ways to compress PowerPoint files and reduce their file size.

1. Make Sure the Presentation is Saved in PPTX Format

2. compress the pictures in your powerpoint presentation, 3. compress the videos in your powerpoint presentation, 4. insert pictures instead of copy-pasting, 5. compress the multimedia files before inserting them into powerpoint, 6. link audio or videos instead of uploading.

If you want to make your PowerPoint Presentation files smaller, make sure that it’s saved in the PPTX format. The PPTX format is a more optimized version of the PPT format and uses better compression to make files smaller. As a result, your presentation will be smaller in size while still retaining all its features and formatting.

1. Go to File > Save As.

2. Then select the preferred location to save your presentation.

3. Change the “Save as” drop-down menu to PowerPoint Presentation (*.pptx). Finally, click Save .

One of the biggest culprits of large PowerPoint files is the images that are used in them. If you have a lot of high-resolution photos or images, they can really bloat the file size. The good news is there’s an easy way to compress all the pictures in your presentation at once. Here’s how:

1. Open your PowerPoint presentation.

2. Double-click on one of the images to open the Picture Format pane.

3. In the pane, click on Compress Pictures .

4. In the Compress Pictures dialogue box, ensure that “Apply only to this picture” is unchecked. Also, pick lower PPI values to make the file size smaller.

5. Click OK , and all the pictures in your presentation will be compressed.

Another common cause of large PowerPoint files is the videos that are used in them. If you have video clips in your presentation, they can also take up a lot of space. Fortunately, there’s an easy way to compress all the videos in your presentation at once. Here’s how:

1. Open your PowerPoint presentation that includes videos.

2. Click File from the top ribbon and then click on Info .Then click on Compress Media .

3. In the Compress Media dialogue box, select a lower resolution. The lower the resolution, the smaller the file size.

4. Now, the videos will start compressing. Close the window once it’s done. Done!

When you copy and paste an image into PowerPoint, it actually embeds a copy of that image into your presentation file. As a result, it can lose compression and brings additional data that can make the file size larger.

Instead of copy-pasting, try inserting your images into PowerPoint. Here’s how:

1. Go to the Insert tab on the ribbon and click on Pictures.

2. Select the image you want to insert from your preferred source and click Insert.

That’s it; the image will now be inserted into your presentation.

If you’re planning on inserting multimedia files (like videos, audio, infographics, and any other variation) into your PowerPoint presentation, it’s best to compress them first. That way, you can avoid having a large file size when you insert them into your presentation.

To compress multimedia files, you can use a free online tool like Compress2go . The tool will enable you to compress your files without losing quality. Once you’ve compressed the multimedia files, you can then insert them into PowerPoint like normal.

If you want to include video files on the PowerPoint that are already on the web, you can avoid uploading or embedding them into your presentation by simply linking to them. This way, you won’t need to worry about file size restrictions.

1. To insert videos from a link, go to the Insert tab on the ribbon and click on Vi deo > Online Videos under the Media group at the top-right.

2. In the dialogue box, paste the link to the video you want to insert from one of the supported video providers and click Insert. That’s it!

Your video will now be inserted into your presentation without taking up any extra space.

Now you know how to compress PowerPoint files without losing quality. By following the tips in this article, you can easily reduce the file size of your presentations while still retaining all the features and formatting that you need. If you have any questions, feel free to leave a comment below.

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Home Blog PowerPoint Tutorials How to Compress PowerPoint Presentations

How to Compress PowerPoint Presentations

Many users, when sharing PowerPoint files via email, can end up realizing that the file is too big to be sent via their email service provider because of its excessive file size. While there are many third-party apps that enable sending large files via sharing links, not only can they be less secure to use for confidential documents, but the files might take a while to download by the recipient due to the heavy file size. therefore, Compressing a PowerPoint presentation can help you avoid such issues.

Compress a PowerPoint Presentation File

There are different methods by which you can compress a PowerPoint file and elements within the file to reduce the file size and make your slide deck more manageable.

1.  Compress Images in PowerPoint

The most common method to reduce the file size of a PowerPoint presentation is to compress slide images. This method is also quite useful if you’re wondering how to compress a ppt file for email since it provides the option to reduce the images down to a very low resolution of 96 PPI, which is usually sufficient to make the presentation small enough for an email attachment.

To compress one or more images in PowerPoint, select an image from the presentation, go to the Picture Format tab, and select Compress Picture from the Adjust menu.

From the dialog box that appears, you can choose various compression options. If you want only to compress the selected image, check Apply only to this picture checkbox. The compression options available from the given dialog box can be used to reduce the size of the current or all images in the presentation file for print (220 PPI), web (150 PPI), and email (96 PPI), or you can choose the default resolution.

2. Compress Video and Audio in PowerPoint

Video and audio files can take up a lot of space and make PowerPoint presentations difficult to manage due to their large file size. If you have media files added to PowerPoint that are heavy, your presentation might also lag in SlideShow mode. To compress video and audio files in PowerPoint, go to File > Info > Compress Media . Select a lower resolution of the media files from the drop-down menu to reduce their file size.

This will reduce the file size for video and audio files, with information regarding how much the files were compressed.

You can play to preview the media files to ensure the quality of the converted media files is satisfactory. Suppose you aren’t satisfied with the compression quality and reduced file size. In that case, you can also compress the media files using third-party tools, including online converters like CloudConvert and ZamZar or media file conversion apps like HandBrake, Xilisoft audio/video converter, Freemake audio/video converter, etc.

3. Remove Heavy Graphics and Slide Elements

Another easy method to compress PowerPoint is to remove unwanted elements to reduce the file size. You can either do this directly from slides or edit the layouts of the deck via View > Slide Master .

4. Replace Media Files with Links and Embedded Content

You can also replace certain files that might be making your slides heavy. Embedding the media files directly via online sources like YouTube or by adding links to media instead of embedding files in your presentation will significantly reduce file size.

5. Convert PowerPoint File to Compress File Size

If you don’t need to present your slides as a PowerPoint file, Converting PowerPoint presentations to a different format, such as PDF, can compress the file size. This will also remove media files such as audio and video files that you can instead add as a clickable link for the recipient prior to conversion.

6. Compress a PowerPoint File using a File Compression Format

To share a PowerPoint file online in a compressed format, you can convert it to a ZIP file or use a number of formats supported by your operating system or third-party apps such as RAR, 7z, GZIP, TAR, XZ, WIM, etc. The compression feature is often integrated via the right-click context menu or long tap for mobile operating systems.

Some of the most famous tools known to provide a high file compression ratio and various security features for file compression include 7-Zip, WinRAR, WinZIP, PeaZip, etc.

Compressing PowerPoint files can have pros and cons, including loss of media quality or inability of the recipient to open the file if it’s in a compression format that requires a specific app that he/she might not have. Therefore, you should pick a mode of compression that is convenient enough for you and the recipient of the file.

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How to compress a PowerPoint file so that it loads faster and doesn't take up as much space

• You can easily compress a PowerPoint file's size, which makes it easier to share and save.
• When you compress your PowerPoint, you'll have to reduce the quality of any music, videos, or pictures you have in your slideshow.
• Once you've compressed your PowerPoint, it will load faster, but the media in it may not look as good.
• Visit Business Insider's Tech Reference library for more stories .

At some point in your slideshow-creating life, you've probably saved a PowerPoint presentation and realized that the file size is entirely too large. 

Larger file sizes make PowerPoints more difficult to send and save, and they also make each slide take longer to load.

One of the easiest ways to quickly reduce a PowerPoint presentation's file size is to compress it. When you compress a PowerPoint, you'll reduce the quality and size of every media file in the presentation. This includes videos, audio clips, animations, and photos.

If you compress them down to an appropriate size, your file size will be much smaller. However, your photos, videos, and other media probably won't look or sound as sharp.

Here's how to compress your media files in PowerPoint on a Mac or PC.

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Apple macbook pro (from $1,299.00 at apple), acer chromebook 15 (from $179.99 at walmart), how to compress a powerpoint file on a pc.

1. In the ribbon or menu bar at the top of the screen, click "File." Make sure that "Info" is selected in the left sidebar.

2. Click "Compress Media." Depending on whether your version of PowerPoint was made before or after 2016, this button will either be next to the label "Multimedia" or "Media Size and Performance."

3. Choose one of the three options for media quality from the dropdown menu. These will differ based on which version you have as well, but they boil down to: 

• Select the highest quality option if you want to maintain high quality media for in-person presentations. 
• Select the middle option for quality akin to media found on the internet. 
• Select the lowest quality option if your file needs to be as compressed as much as possible — for example, if you need to send it via email.

How to compress a PowerPoint file on a Mac

In the Mac version of PowerPoint, you can only reduce the file size of images, not videos or music.

To do this:

1. Open your PowerPoint slideshow and click "File" in the menu bar at the top of the screen. If you only want to compress specific images, select them before clicking "File."

2. In the dropdown menu, click "Compress Pictures..."

3. You'll be shown a "Compression Table," which lists all the different ways you can compress the file. You'll have three main options:

• "Printing" will keep your pictures at the highest quality possible.
• "Viewing on screen" will reduce the quality of your pictures by about 30 percent.
• "Sending in an e-mail message" will compress them by another 30 percent or so.

You can also pick the fourth and last option, which will keep each picture's current resolution, but try to reduce the file size in other areas.

4. Select whether you'd like to delete parts of your pictures that have been cropped out — doing so will help reduce the file size.

5. Choose whether you'd like to compress every picture in the slideshow, or just the ones that you selected beforehand. Once you've decided, click "OK."

Related coverage from  Tech Reference :

How to add a border to slides in powerpoint, and give your slideshow a sleek design, how to embed a youtube video into your microsoft powerpoint presentations using a mac or pc, how to convert google slides to a powerpoint presentation in 4 easy steps, how to convert a powerpoint to google slides in 2 different ways, how to copy or duplicate a powerpoint slide and put it anywhere in your slideshow.

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• Main content

How to compress PowerPoint presentations and reduce picture file size

• Written by: Richard Goring
• Categories: PowerPoint design , PowerPoint productivity
• Comments: 28

Media-rich presentations are great. Including high-quality images and videos often adds hugely to audience engagement, but it also adds file size. Adding to your file size means that your presentation is likely to sit on the unfriendly size of email etiquette, but it also means your PowerPoint will run a lot slower (and it may crash – see this article for more on that ). But is there an answer? Absolutely. Here are five ways to compress PowerPoint file size for easy emailing and speedy running of your presentation.

View our tips in this video.

The content from the video can be found in the article below.

Method 1: Compress PowerPoint presentations using in-built tools

Did you know PowerPoint has a built-in picture and video compression tool? Well it does, and it’s really easy to use.

• Select a picture on any slide and go to the Picture Tools Format tab on the ribbon.
• Choose Compress Pictures in the top left corner: the pop-up box shows you the resolution options you have for the image. For most purposes the web resolution of 150ppi is fine, but if it’s a particularly large screen you’re using, or you’re going to print it, maybe choose the print 220ppi option. This reduces the resolution of the image down to that level, which should help reduce the file size of the image a bit.
• If you uncheck the first box, you’ll apply that resolution change to all of the images in the deck, pushing the file size down further.
• It’s interesting to note that if you crop an image in PowerPoint, the cropped portion of the image is still there, just hidden away. That also adds to the file size of the PowerPoint, so checking the second box will delete any of these hidden areas, potentially reducing your file size quite a bit more.
• Navigate to the File tab in PowerPoint, and the Info page should be selected.
• If you have video files in your PowerPoint the first button on this page will be to ‘Compress Media’. Click this button and choose the quality you want PowerPoint to compress your file to. 1080p is fine for almost any application, and in many instances 720p will work well too.
• Once you’ve chosen a video resolution, you’ll see a new window open showing the progress of the compression. It’ll also tell you how much space has been saved after the compression has been completed – handy.
• Check your video after it’s compressed to make sure it still looks good. If you realise you’ve made a terrible mistake, you can also undo the last compression from the same ‘Compress Media’ drop-down menu.

That may do the trick, but sometimes you’ll come across a presentation that stubbornly refuses to yield a decent file size. At this point, you need to get tricksy.

Method 2: Locating large files in your PowerPoint

A problem you can face when you need to compress PowerPoint slides is that, often, you don’t know which object is causing your file size to jump so much. It might be that 90% of your media files are a combined total of 5MB, but there’s one troublesome image that is 30MB on its own. Here’s a fool-proof way of finding which files are causing you problems.

• Go to the folder where the presentation is stored. You can see the file size in the bottom left corner. Go to the view tab at the top and select the File name extensions box over on the right-hand side. This puts the file type extension at the end of all your files, so for PowerPoint, it’s .pptx.
• Now, copy and paste your PowerPoint file, using Ctrl + C and Ctrl + V. On the copy of the file, click on the .pptx and change it to .zip. Windows will give you a warning that you could ruin your file, but that’s OK, because this is a copy and the original is still safe. Say yes, and then you’ll see that your PowerPoint file has now turned into a zip file.
• Open the zip file and you’ll be greeted with a lot of unfriendly looking folders. Go into the ppt folder and there are even more unfriendly folders. Then go into the media folder, and here you’ll find all the images, music, and video files used in your presentation. At this point, you can sort them by file size, and easily see the culprits that are jacking up your storage allocation.
• Once you’ve got them, you have a couple of options. You could go into an image editing program, and the Photos app in Windows 10 is actually really good for this. Simply open an image, go to the dots menu on the right-hand side, choose Resize, and then adjust the resolution of the images easily. In most presentations you can take this down to the 2MP setting, or define custom dimensions, with the smallest side around 1000 pixels.
• A neat way of actually finding the large image within the deck is to delete the large image in the zip file and change it back to a .pptx from a .zip. When you open it up in PowerPoint your picture will have been replaced by a white box with a red cross in it. Right click on the white box, choose Change Picture, and find a different, or a lower resolution image to fill the gap.

For video you’ll likely need to use another tool, so find the video files using the zip method, or extract them using the free BrightSlide PowerPoint add-in ( File & Master > Export Media Files ), and then use the methods below with the free Handbrake video editing software.

Method 3: Reducing picture resolution in PowerPoint

• In PowerPoint, find the image that’s huge (using method 2), copy it, and reduce the size of it physically on the slide.
• Copy the new smaller image using Ctrl + C, and then paste it using Ctrl + V. Before doing anything else, you’ll see there’s a little pop-up box in the bottom right of the image, which are the paste options. Choose the ‘Picture’ option and your image is now a new picture at a lower resolution (because you made it smaller on the slide). Then use this to replace your existing image, which will cut out the large file size version.
• If you’ve got lots of animation on your image or it’s in a group and you don’t want to have to redo it, right click on the new smaller image, choose Save as Picture, and save it somewhere.
• Right click on the original picture, and choose Change Picture, which allows you to find another image to replace it with. If you choose the image that you’ve just saved, you shouldn’t see any difference on the slide, but your old large file size image should now have been replaced with the lower resolution, smaller file size image, helping to reduce the file size of your presentation.

Method 4: Use the correct file types

Another tip is to think about the type of image file you’re working with. The three most common are JPEGs, PNGs, and TIFs. JPEGs are the most common. They’re usually slightly lower quality, but it’s often difficult to tell, unless the screen is really good or very large. PNGs provide excellent quality for the size, and also allow you to have transparent areas of your images, but that comes at a cost, with file size usually pretty high. TIF files are often produced by high quality cameras in professional photo shoots. They’re great for print, but overkill in a PowerPoint presentation. So if you’re struggling with the file size on a particular image, try saving it as a JPEG:

• In PowerPoint right click your image and choose Save as Picture.
• Choose JPEG from the Save as type drop-down options in the window that opens up.

Method 5: Streamline your PowerPoint file by deleting things you don’t need

The last way to keep your file size low is to make sure you don’t have anything in the file that you don’t actually need. What might this be? Well, it’s things like huge Slide Masters and templates with images and graphics on them that you just won’t ever use. To streamline your PowerPoint file:

• Open the ‘View’ tab in the PowerPoint ribbon and select ‘Slide Master’.
• If you can see a number of masters that don’t appear in your presentation, then delete them.
• If your template uses a lot of images, and you can’t delete them, then use one of the other methods to compress them to save a little space.

Tip 1: Always ‘Save As’ – you might not need those layouts this time, but you might need them in the future.

Tip 2: If you have a number of layouts you don’t use then it might be worth chatting to the team that put the template together to see if they can reduce the number of slides in the interests of keeping file size low.

And all of these tips combined will help you to compress PowerPoint files, resulting in svelte slide decks that you can use and share with ease!

How to reduce video file size with HandBrake

If you want fine detail control over resolution or codecs, or want to remove parts of the video, you’ll need to use a specialist video tool. A terrific one is HandBrake , a free, excellent quality video transcoder that possibly has the best logo and program icon ever. You can use HandBrake to change the format, codec, resolution, frame rate, and bitrate, plus loads more. If that sounds a bit technical, sorry, but the presets are really good. Drag the video file you want to compress into Handbrake, and in the Presets drop-down menu in the top left, choose either Fast 1080p30 or Fast 720p30 (that’s 1080p resolution at 30 frames per second), and then the green Start Encode button at the top. This will often magically reduce file size by up to half, and it takes only a few minutes.

If you’re really keen, you can use the Range options at the top to trim the video, removing a lot of unwanted footage. This is essentially the same as the trimming function in PowerPoint, but you immediately remove all the footage from the video, rather than having to use the compress media function. You may want to do this if you want to keep the resolution of your video, and it’s larger than the highest 1080p resolution available with compress media, such as 4K.

It may also be useful to use HandBrake to convert the format of a video not playing in PowerPoint. My colleague John has written a nice overview of how to do this and what else you can do if embedded videos in PowerPoint aren’t playing , and there’s a good test file to see what might be causing the problem on your computer.

Richard Goring

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Thank you it was very helpfull

Very helpful especially the zip details 🙂

Tip 2b: you can convert the TIFF or PNG files in your presentation to JPEG as follows: selecting it, cut it (Ctrl – x), then use “Paste Special” and choose JPEG to paste it.

Thanks for you tip. It was very helpful.

This was SO helpful!! Thanks!!

Very helpfull!

Thank you!!!

Thanks for the tips and also for sharing the deck!

The .zip trick was extremely helpful! Thank you!

Thank you for this information, it is always a struggle to deal with file size. Just a note, when viewing your video, all views showing PowerPoint and flies information is blurry and we cannot read or see the writing properly .

Thanks again, always appreciate your tips & tricks

Very useful thank you!

I’ve been struggling for days on this, but the zip trick FINALLY allowed me to figure out the size sinks in my ppt! Thank you!!

try saving the powerpoint as a pdf then exporting the pdf back to powerpoint (I use FoxitPhantom pdf for this)

I just cut a 100 mb file down to 1mb by doing that

That ZIP trick is effective but my computer didn’t want to save the PPT as a ZIP file. What I did instead was right-click on every image in my PPT to “save as picture” on my PC. Many of what turned out to be my file size hogs were revealed as PNG files when I tried to save them. I saved them instead as JPG files. Then I returned to that image, right-click and choose “replace image” and I use instead the JPF version. In my case a 6MB file was cut down to 1MB.

Thank you! Super helpful and worked perfectly!

This was incredibly helpful, thanks so much. I was struggling to figure out which images in my presentation were causing the file to get so bloated. This solved my problem quickly!

Option #2 – excellent thanks.

Excellent! Thank you

THANK YOU! your article saved the day for me.

Very useful! was struggling before I read this!

the tricks are very useful

Thank you so much! This reduced my presentation size from 34 MB to 10 MB!

Super super helpful and amazing step by step approach! Thank you so much!

Thanks a lot!!! All this information was incredibly helpfull. I love what you do at BrightCarbon.

Grettings from Medellín Colombia.

many thanks this is so helpful

Thanks a lot for your great article. I enjoyed a lot the idea to spot the large size images by copying and renaming with zip extension. Brilliant! Thanks for your sharing and have a nice day

Question: On the copy of the file, click on the .pptx and change it to .zip. How on earth? If I click on the .pptx, it opens Powerpoint. Any idea?

Thanks so much for all your advice in this article! Easy to follow and helped me loads.

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How To Make A Powerpoint Smaller To Email

Making powerpoint presentations email-friendly: your ultimate guide.

Sending PowerPoint presentations via email is a convenient way to share information. Yet, large file sizes can pose a challenge. Fear not! We’ve compiled a comprehensive guide to help you reduce the file size of your PowerPoint presentations for seamless emailing. Let’s dive in!

How to Reduce the File Size of a PowerPoint Presentation for Email

• Delete Unnecessary Slides : Start by trimming the fat. Remove any slides that aren’t crucial to your presentation. This simple step can significantly reduce the file size.
• Trim Images and Videos : Cut down on the visual clutter by deleting unnecessary images or videos. Every megabyte counts!
• Compress Images : Right-click on each image and choose “Compress Pictures” . This nifty feature reduces image size without sacrificing quality.
• Save as PDF : Convert your presentation into a PDF format. This often results in a smaller file size. Simply go to File > Save As > PDF .
• Utilize File Compression Tools : Explore free online tools for further file size reduction. These tools work wonders in compressing large presentations into manageable sizes.

Tips for Compressing PowerPoint Files for Email

• Scale Down Images : Large, high-resolution images can bloat your file size. Opt for smaller dimensions or lower resolutions to shrink the file size.
• Eliminate Unnecessary Elements : Ditch fancy animations and excess audio/video files. They not only bloat your file but also distract your audience.
• Choose the Right Format : Save your presentation as a “PowerPoint Presentation” or “PowerPoint Show” to trim unnecessary data.
• Zip It Up : When all else fails, compress your presentation into a ZIP file. It’s a quick and effective way to reduce file size.
• Leverage File-Sharing Services : Consider uploading your presentation to platforms like Dropbox or Google Drive. This not only reduces file size but also ensures smooth sharing.

How to Optimize PowerPoint Presentations for Email

Sending a PowerPoint presentation via email? Here’s how to ensure it lands in your recipient’s inbox hassle-free:

• Shrink the File : Before hitting send, shrink your presentation’s file size using the methods mentioned earlier.
• Convert to PDF : PDFs are universally compatible and often have smaller file sizes. Plus, they maintain formatting integrity across devices.
• Include a Summary : Give your recipient a sneak peek into your presentation’s content by providing a brief summary in the email body.
• Share a Link : If the file size is still too hefty, share a link to your presentation hosted on a cloud platform. It’s convenient and saves inbox space.

Strategies for Making PowerPoint Files Smaller for Email

• Trim Image Usage : Less is more! Cut down on images or replace them with succinct text where possible.
• Image Compression : Reduce image file sizes using online tools or built-in features like “Compress Pictures” .
• Slide Reduction : Condense your presentation by removing redundant slides. Your audience will thank you for keeping it concise.
• Font Optimization : Stick to a few fonts to avoid bloating your file size unnecessarily.
• PDF Conversion : When all else fails, convert your presentation to PDF format. It’s a failsafe way to shrink file sizes.
• File Compression Software : Explore options like WinZip or 7-Zip for further reduction of file sizes.

Best Practices for Reducing PowerPoint File Size for Email

• Be Selective with Images : Only include images that are essential to your presentation’s message.
• Prioritize Image Compression : Opt for smaller image sizes or compress them before adding them to your presentation.
• Keep Slides Concise : Trim the fat by eliminating unnecessary animations, transitions, and slide elements.
• Stick to a Few Fonts : Limit font usage to maintain a lean file size and consistent visual style.
• Save as PDF : Whenever possible, save your presentation as a PDF to streamline file sharing.
• Consider Compression Tools : Invest in file compression software for efficient size reduction.

How to Use PowerPoint’s Compress Media Feature to Make Files Smaller for Email

PowerPoint’s Compress Media feature is a game-changer when it comes to shrinking file sizes. Here’s how to use it:

• Open your presentation and navigate to File > Info > Compress Media .
• Select the media files you want to compress and click “OK” .
• Let PowerPoint work its magic! Once done, your files will be significantly smaller and ready for emailing.

By leveraging PowerPoint’s built-in features and following these tips, you can effortlessly shrink file sizes and ensure smooth email delivery of your presentations. Happy emailing! 🚀

Unveiling Advanced Techniques for Email-Friendly Presentations

Ready to take your email-friendly presentations to the next level? Here are some advanced techniques to further optimize your PowerPoint files:

1. Embed External Media Wisely

While including external media like videos and audio can enhance your presentation, they often come with hefty file sizes. Consider embedding external media from online platforms like YouTube or SoundCloud instead of directly inserting them into your PowerPoint file. This not only reduces file size but also ensures seamless playback across devices.

2. Master the Art of Image Compression

Did you know that different image formats offer varying levels of compression? Experiment with formats like JPEG, PNG, or SVG to find the optimal balance between image quality and file size. Additionally, explore advanced image compression techniques using tools like Adobe Photoshop or online services like TinyPNG for maximum efficiency.

3. Leverage Slide Master for Uniformity

Maintaining consistency across your slides not only improves visual appeal but also helps reduce file size. Utilize PowerPoint’s Slide Master feature to establish a uniform layout, font, and color scheme throughout your presentation. This not only streamlines the design process but also minimizes redundant data, resulting in smaller file sizes.

4. Optimize Embedded Fonts

Custom fonts can add a touch of personality to your presentation but often inflate file sizes. To mitigate this, consider embedding only the characters used in your presentation instead of the entire font set. This reduces unnecessary data bloat while preserving your chosen typography.

5. Harness the Power of Vector Graphics

Vector graphics are resolution-independent and scale seamlessly, making them an excellent choice for reducing file size without compromising quality. Explore vector-based graphic design software like Adobe Illustrator or free alternatives like Inkscape to create lightweight and visually appealing elements for your presentation.

6. Minimize Background Elements

While background images and patterns can enhance visual interest, they can also contribute to bloated file sizes. Opt for subtle backgrounds or solid colors to minimize file size without sacrificing aesthetics. Remember, simplicity is key to an email-friendly presentation.

7. Utilize External Hyperlinks

Rather than embedding large files directly into your presentation, consider linking to external resources. This could include websites, documents, or multimedia content hosted online. Not only does this reduce file size, but it also ensures that your presentation remains lightweight and easily accessible to recipients.

Overcoming Common Challenges in Emailing PowerPoint Presentations

Despite your best efforts, you may encounter some common challenges when emailing PowerPoint presentations. Here’s how to tackle them head-on:

1. Dealing with File Size Limits

Many email providers impose file size limits on attachments, which can be restrictive when sending large presentations. If your file exceeds the limit, consider splitting it into smaller segments or using file compression techniques to meet the requirements.

2. Ensuring Compatibility Across Devices

Different devices and software versions may interpret PowerPoint presentations differently, leading to formatting issues or missing elements. To ensure compatibility, always save your presentation in the latest PowerPoint format and thoroughly test it across various devices and platforms before sending.

3. Avoiding Spam Filters

Some email servers may flag large attachments as potential spam, leading to delivery issues. To bypass spam filters, consider using file-sharing services or cloud storage platforms to host your presentation and include a download link in your email instead of attaching the file directly.

4. Securing Sensitive Information

If your presentation contains sensitive or confidential information, take precautions to secure it during transmission. Encrypt your presentation files or use password protection features to prevent unauthorized access and ensure data integrity.

5. Managing Version Control

As you make revisions to your presentation, keeping track of different versions can become challenging. Implement a version control system or use cloud-based collaboration tools to streamline the editing process and maintain a single source of truth for your presentation files.

Sending PowerPoint presentations via email doesn’t have to be a daunting task. With the right strategies and techniques at your disposal, you can create lightweight, visually engaging presentations that captivate your audience without overwhelming their inboxes. Embrace these advanced tips, overcome common challenges, and elevate your email-friendly presentations to new heights of success!

Frequently Asked Questions (FAQs)

Q1: why are powerpoint presentations often too large to email.

A1: PowerPoint presentations can become large due to factors such as high-resolution images, embedded media files, and complex slide animations. These elements contribute to the overall file size, making it challenging to send via email.

Q2: Can I compress PowerPoint files without compromising quality?

A2: Yes, you can compress PowerPoint files using various techniques such as resizing images, removing unnecessary elements, and converting to PDF format. These methods help reduce file size while preserving presentation quality.

Q3: How do I know if my email provider has file size limits for attachments?

A3: Most email providers specify their attachment size limits in their terms of service or help documentation. Alternatively, you can contact your email provider’s customer support for specific information regarding attachment size restrictions.

Q4: Are there any risks associated with using file compression tools?

A4: While file compression tools are generally safe to use, there is a small risk of data loss or corruption if not used correctly. Always ensure you’re using reputable compression software from trusted sources and back up your files before compressing them.

Q5: Can I password protect my PowerPoint presentations before sending them via email?

A5: Yes, PowerPoint allows you to password protect your presentations to prevent unauthorized access. You can set a password to open the file or restrict editing permissions, adding an extra layer of security when sharing sensitive information.

References and Citations

• Microsoft Support. “Reduce the file size of a picture in Microsoft Office.” Link
• Pexels. “Free stock photos.” Link
• Adobe. “Best Practices for Compressing and Optimizing PDFs.” Link
• “7 Tips to Reduce the Size of Your PowerPoint Files.” SlideGenius. Link
• “How to Make PowerPoint Presentations Smaller for Email.” Business Envato Tuts+. Link
• Adobe Illustrator. Link
• Inkscape. Link
• “7 Ways to Send Large Files for Free.” Zapier. Link
• “How to Password Protect a PowerPoint Presentation.” Techwalla. Link
• “File size limits for attachments in Yahoo Mail.” Yahoo Help. Link

By referring to these resources, you can delve deeper into the topic and explore additional insights and tips for optimizing PowerPoint presentations for email.

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How to Reduce the File Size of Your PowerPoint Presentation

Learn how to reduce the file size of a PowerPoint presentation without making any major difference to the person viewing it.

A PowerPoint Presentation is a great way to get an idea across. Whether you're pitching a product or teaching kids, you'll find slideshows helpful.

However, if your presentation is long, or you have many visuals, you might find that your PowerPoint file has become too large. That makes it difficult to attach it as an attachment. And it could even take too long to download for your clients.

To solve this problem, here are seven tips to reduce your presentation file size.

1. Use Insert Picture—Don't Drag and Drop

When you want to add a photograph from your hard drive to your presentation, the easiest and most common way is to copy it off File Explorer and paste it onto PowerPoint. Alternatively, you can also drag and drop it from your folder to your slideshow.

However, doing this potentially increases your presentation's file size. That's because when you copy-paste or drag-and-drop a file directly into PowerPoint, it converts your image to either a BMP or PNG file type.

Although these file types allow you to retain transparent backgrounds, like the ones you find in icons, they also increase your photo's file size. But if you use the Insert Picture function, PowerPoint will add your image without changing its file type, thus avoiding larger file sizes.

2. Crop Photos With an Image Editor

There are times when you don't have to use the entire image you just added. You may want to remove a section to make it more impactful. But if you do that, don't crop it using PowerPoint's built-in cropping tool.

When you crop an image inside PowerPoint, the app will simply hide the part of the image you cut out. Although this is helpful if you want to undo the crop you made in the future, if you're final with the cut you made, this just adds to your presentation's file size.

Instead of cropping images in PowerPoint, you can use dedicated image editors. You can use Microsoft's built-in Paint app for simple crops, or you can use free online tools, like Canva. Once you've cropped your photo to your liking, you can then use the Insert Picture tool to add it to your presentation.

Related: How to Use the Canva App: A Beginner's Guide

Remember to save your file as JPG or JPEG, not PNG or BMP. JPG files provide the most compression on your images while retaining reasonable quality. This way, you get to save a few more kilobytes per photo. This adds up to a lot of space when you have many pictures.

3. Edit Images Outside PowerPoint

Building upon the previous point, you should edit your photos using an image editor instead of PowerPoint. While the app does provide relatively advanced photo editing tools, it's still not as powerful as dedicated photo editing software.

You can use Microsoft's built-in basic photo editing function to edit your image. Alternatively, there are several easy-to-use photo editing software to give you advanced edits while remaining simple to use.

You should do this because PowerPoint retains all your photo's information. For example, if you convert an image from colored to black and white, the app will still keep all the color information of your file, thus making it larger. But if you convert it using an image editor, all color information is lost once you save the file, thus making it smaller.

4. Compress Your Pictures

Even if you've done all the above, there is still a way to reduce your presentation's file size further. You can do that by optimizing all your slideshow images for the screen size you expect to show your presentation.

This is because PowerPoint tends to keep your images at the maximum allowable quality. After all, the app is preparing your slideshow for all types of display sizes. It's even considering that you're going to print it. That's why it keeps your photos at the best possible quality.

And while this is a good thing, it does add a lot of size to your presentation. That's why you need to optimize your file for your intended audience.

To do that, click on any image in your slideshow. Then, in the menu ribbon, select Picture Format . Press the Compress Pictures button, and a Compress Pictures window will pop up. Under Compression options: remove the tick mark for Apply only to this picture to compress all images.

Under Resolution: , pick the appropriate points per inch (PPI) for your application. If your presentation is for personal consumption—i.e., for viewing on smartphones, tablets, and computer monitors only—then a 96 PPI resolution is enough.

But if you plan to display it on a medium-sized projector or a screen larger than 50 inches, then you should choose 150 PPI. If you're planning to print your presentation as a handout, then go for 220 PPI. Finally, if you're going to use a large-format projector or LED screen board, go for 330 PPI.

5. Link Videos

Videos are the most significant items in your presentation that will bloat its file size. A typical 1-minute full HD video has an approximate 124MB file size. So instead of embedding your videos into your PowerPoint file, you can link them instead.

Upload your videos on a video hosting website like YouTube, then just link it into your slideshow. Once you've uploaded the video, don't forget to copy its web address to add it to your presentation.

To add it to your slideshow, go to Insert on the menu ribbon, click on Video , and in the dropdown menu, choose Online Videos… . A new window will pop up and in the Enter the address for the online video bar, paste your video link.

Once your selected video has loaded, you'll see a preview of it on the main screen. If you're satisfied that it's the correct video, click on Insert . You will now find your video embedded into your slideshow.

You have to note, though, that your viewer or audience must have an active internet connection for them to see your embedded video. Otherwise, they won't be able to see it.

6. Use the Latest Formats

If you're using the latest version of Microsoft Office, it's best to use the latest file formats. The old file format called PPT, designed for Microsoft Office 2003 and older, uses up more space than the newer PPTX file format.

While older versions of PowerPoint may not be able to open your file, the smaller file size means your presentation would fit in your email as an attachment. Furthermore, those who don't have the latest version of PowerPoint can instead use Microsoft Office Online, or even Google Slides, to view your presentation.

As a last resort, you can compress your presentation's file to reduce its size. You can use several free tools to do just that . They're also widely popular, so your recipient won't have much trouble decompressing your file.

Save on Space

If your PowerPoint presentation is too large to attach to your email, you can reduce its size by following the above steps. They're simple, quick, and easy to do. And if in case you find your presentation's file size bigger than your allocated limits, you still have a couple more solutions.

The first one is to upload it onto the cloud and just share the file's link with your recipient. The second is to cut your presentation into two and then send them in two separate emails. Be sure to add a slide to your first file indicating there's a part two!

But no matter what you choose, reducing your file's size should be the last thing on your mind. Focus on your content and make it your best presentation ever first. All the other things you need to do will soon fall into place once you've finalized your output.

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Useful Tips to Reduce a PowerPoint Presentation File Size

PowerPoint presentations generally contain a large number of images, videos, gifs, charts, and other visual content. This makes the files very large and difficult to work with.

Large files take up a considerable amount of disk space, and they push the limits of the data you are allowed to send via email. Even if you put your file in cloud storage, the file can be slow to respond when the recipient uses it.

To get the best performance from a PowerPoint file, you need to keep the document size under control. There are many different ways you can keep the extra, and mostly unnecessary, information from blowing up the size of your presentation.

Also read: 8 Alternatives to Microsoft PowerPoint You Need to Try

Edit Images in an Image Editor

Although PowerPoint gives you the option of editing the images in your presentation within the program, it adds extra bites of information. For example, if you change the color of an image to black and white, the file still contains the color image. If you edit many images in PowerPoint, you can add quite a bit of extra data.

Instead, use an external image editor to make the changes to the image before inserting it into the presentation. There are image editors available online to make these edits. If you add all the pictures before you make any changes, you can tell PowerPoint to discard all the extra data created during the edits.

1. Click on File -> Info.

2. Click “Check for issues.”

3. Select “Inspect Document.”

4. In the Inspect Document window, check at the following boxes at the very minimum:

• Comments, Revisions, Versions, and Annotations
• Document Properties and Personal Information
• Invisible Content
• Hidden Text

5. Click Inspect.

6. After the inspection finishes, click “Remove all” to remove the extra information added through editing the images.

Also read: 14 Useful PowerPoint Templates to Set Up a Digital Planner

Compress Images

Because the images take up a large amount of space in a PowerPoint presentation, you want to make sure they are as small (in data) as possible. To do this, either compress all the images or only the largest ones.

1. Click on the File tab and select “Save As.”

2. Click on “More options” under the File type drop-down box.

3. In the Save as window that appears, click the word Tools next to the Save button.

4. Select “Compress Pictures.”

5. In the Compress Pictures box, choose the resolution you prefer. (150 ppi is best for presenting.) Make sure the box for “Delete cropped areas of pictures” is checked (unless there is a chance you may want to recover the cropped portions from your images..

6. Click OK.

To compress only specific images in the presentation:

1. Click on the image you want to compress.

2. On the menu ribbon click the “Picture Tools -> Format” tab. Click “Compress pictures.”

3. In the window that appears, select your preferred resolution from the low end of the options.

4. Make sure “Delete cropped areas of pictures” is checked.

5. Click OK.

Insert Images

If you copy and paste images into your slide show by using Ctrl + C and Ctrl + V or by dragging and dropping them, PowerPoint may change the format of those pictures to either a PNG or a BMP. These formats are larger than a JPG of the same image.

Tip: Learn more PowerPoint keyboard shortcuts to speed up your workflows.

Insert your images using the Insert image option on the PowerPoint menu.

The image will remain in its original format, possibly saving you some extra data.

Don’t Embed Fonts

Embedding fonts includes special fonts in the presentation as part of the document. Unless the font is of particular importance to the theme of the presentation, consider using standard fonts and turn off the option to embed them.

1. Click on the File tab and click Options at the bottom.

2. In the options box click on the Save tab. Untick the box that says “Embed fonts in the file.”

3. Click OK.

Link to Videos

If you are not sending the presentation to someone else, you can save a large amount of data by linking to videos instead of embedding them. Click on the Insert tab and on the Video button to see your options.

Compress media

Lastly, to reduce the size of the presentation as much as possible, compress the media files using the file menu.

1. Click on “File -> Info.”

2. Click on Media Size and Performance.

3. Select the quality you want from the choices. Internet Quality is usually enough for most presentations.

4. Once you select the quality you want, the compression begins.

The next time you need to create a PowerPoint presentation to share with others, take some or all of these steps to ensure a smaller file size. It will run more smoothly and be easier to send electronically.

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How do I compress a PP presentation so that I can send it via Email?

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By default, PowerPoint compresses presentations using ZIP compression, so it's unlikely you can make the file smaller unless you tinker with the contents of your presentation. Use a graphics editor to scale your pictures and insert smaller versions of them. Use a sound editor to make the audio files smaller. Use a video editing program to shrink the video files. Then delete the large versions and reinsert the smaller versions.

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How to Compress a PowerPoint

• PowerPoint Tutorials
• Miscellaneous
• April 22, 2019

Before you go to the effort of compressing your PowerPoint presentation, ask yourself if you even need to bother?

If you are not having trouble sharing your presentation, or you don’t need to email it to anyone (maybe you can share it on a USB instead), don’t worry about how large your presentation is.

If you’ve added lots of images, videos, graphics, and 3D models, your PowerPoint presentation might be huge. But so what?

Only follow these steps if you find that your presentation is becoming unwieldy or too big to share. And then, only do the minimum required to get to a functional state.

Table of Contents

[watch] 6 ways to compress a powerpoint presentation.

To get access to all our best PowerPoint speed training courses and resources for one affordable monthly price, check out our  PowerPoint Pro Membership here .

1. Compress Images in PowerPoint

If you have lots of images in your presentation, you can save a lot of space by compressing them. This is a fast and uncomplicated way to reduce your PowerPoint file size.

You can also save a lot of file space in PowerPoint by converting your PNG images into JPEG images. To learn how to do that before you compress your images, read our guide here .

Notice in the picture above how much space was saved using the different compression options.

The HD (96 ppi) compressed file is 17x smaller than the original presentation. Just make sure when you compress your images that you pay attention to their quality.  The more you compress an image in PowerPoint, the more quality you will lose.

Ideally you want to use the HIGHEST quality resolution as possible, especially if you are presenting on a large overhead projector.

To compress your images in PowerPoint, follow these steps.

1. Open the Picture Format tab

Select a picture in PowerPoint to open the Picture Format tab in your Ribbon and select it.

The Picture Format tab is where all the commands and features related to working with and editing images are located.

For example, to see how to turn an image into a black and white drawing using the Artistic Effect features in PowerPoint, read our guide here .

If you do not see the Picture Format tab in your PowerPoint Ribbon, it means you have not selected an image or photo to work with. The Picture Format tab is contextual and will open only once you have selected an image or picture to work with.

2. Select the Compress Pictures command

Inside the Picture Format tab, find and select the Compress Pictures command.

Depending on your screen resolution and the size of your computer monitor, this command might appear as just an icon.

Either way, the icon should be to the right of the Transparency command.

3. Choose your compression options

You have two main compression options to choose from:

Apply only to this picture : This determines if the resolution you pick is applied only to the picture you have selected or to all the pictures within your presentation.

Most often, your images will require different compression resolutions. That’s why I recommend keeping the Apply only to this picture option selected and working your way through the images in your presentation one by one.

If you know that you want all of the pictures in your presentation compressed to a specific resolution, you can choose to unselect this option.

Delete cropped areas of pictures: Selecting this option removes any cropped areas in your pictures as part of the compression process. This will dramatically decrease the size of any images you have cropped.

However, please note that once you do this, you lose all the parts of the images that you cropped out. This means that you won’t be able to return to the original image and adjust the cropping.

To expand your knowledge and learn how to crop your pictures in PowerPoint to save additional space before you compress them, read our guide here .

4. Choose your resolution

Next, choose the resolution you want your image(s) compressed to. The smaller the resolution, the smaller the size of the images and the smaller the size of your presentation.

The question is, what is the best resolution to pick? This depends on how you plan to give your presentation.

If you’re presenting on a large overhead projector, I recommend choosing a higher resolution like HD (330 ppi) so that all your images are sharp and clear. If you are printing or just showing someone your presentation on your laptop, then Print (220 ppi) is fine.

I don’t recommend going much smaller than these two resolutions as the overall quality of your images will decrease rapidly.

For more help choosing the right resolution when compressing images in PowerPoint, see our guide here .

5. Click OK

Once you have made your compression choices and picked a resolution, click OK and PowerPoint will compress your image(s) for you.

Once PowerPoint finishes compressing your images, I recommend reviewing the quality of the compression to make sure everything looks okay. If you find that your image looks grainy, hit Ctrl+Z to undo and choose a higher resolution.

2. Compress Videos in PowerPoint

Videos and media files (like audio files) can be huge!

So if you have a video or other media files in your presentation, compressing them is another fast way to reduce your PowerPoint file size.  Or better yet, if you realize you are not using a specific video (or rarely use it), remove it.

Using the default video compression options in PowerPoint, I saw the following results, reducing my file size by over 6x.

To compress your videos and other media in PowerPoint, simply follow the following steps.

1. Select the File tab

Click the File tab to open the backstage view of PowerPoint.

Videos and other media are all compressed in the backstage view of PowerPoint, not in the Video Format tab like you might think.

2. Select the Info tab

Find and click the Info tab to access the Compress Media tools.

3. Open the Compress Media dropdown

Inside the Info tab and u nderneath Media Size and Performance, PowerPoint tells you the total size of the media files (video and audio) in your presentation.

Find and select the Compress Media command, which should be at the top of the Info tab. 

If you do not see the Compress Media command, that means that you don’t have any media that PowerPoint can compress.

You can only compress videos and other media inside your current PowerPoint presentation. 

If you have narrated your presentation using PowerPoint’s built-in Record Slide Show command, your narration videos and audio do not require compression. To learn how to narrate a PowerPoint using PowerPoint’s built-in Record Slide Show command, read our guide here .

4. Choose a compression file size

In the Compress Media dropdown, choose one of the three compression options for your videos and other media:

• Full HD (1080p)
• Standard (480p)

If you are not sure which compression option to choose, I recommend at least compressing using the Full HD (1080p) option. In my compression tests, the Full HD (1080p) reduced the size of my original video by half.

Full HD (1080p) works great for any overhead projector or monitor you will be presenting on. If you need to save more space, you can test out one of the smaller formats. But be careful. Just like when compressing images and photos, the more you compress your videos (or other media) the lower the quality of your video.

As a best practice when building presentations, use the highest compression rate you can without sacrificing the quality of the videos (or other media).

5. Wait as PowerPoint compresses your videos

After choosing a compression size, PowerPoint will begin compressing all the videos in your presentation. When it’s done, a dialog box will show you how much space you saved with each compressed video.

For example, for a raw video I inserted and compressed in PowerPoint, I saved 872.5 MB. That is A LOT and it allows me to share my presentation more easily.

To expand your knowledge and learn how to embed a video in PowerPoint (and learn how it is different than embedding a YouTube video), read our guide here .

3. Clean out the Master Views in PowerPoint

Before you worry about compressing any of your images or videos, see if you can reduce your file size by removing hidden and unused elements in your presentation.

One of the culprits of a large PowerPoint file size (especially if you don’t feel like you have that many slides in your presentation), is hidden graphics on one or more of the following masters in PowerPoint:

• Slide Master (most common)
• Handout Master
• Notes Master

It’s common to find excessively large graphics or things you can eliminate to reduce file size in your different master views. That said, you do not want to just delete anything you find there. That is because someone might have set them up for a reason in the first place. Double-check before you start deleting things, but this is a common way to cut down the size of your deck

A. Slide Master - Hidden graphics

To navigate to the Slide Master view to spot check your child slide layouts, simply:

• Navigate to the  View tab
• Select  Slide Master
• Spot check your  Child Slide layouts

Here you want to look at your Child Slide layouts and see if there are any with extremely large pictures or media files that you are not using.

Then you can decide whether to compress them (as mentioned above) or delete them.

You might also find a lot of duplicate  Child Slide  layouts that you can simply remove. This happens when people copy and paste between presentations that don’t have a consistent or well-built PowerPoint template. To expand your knowledge and learn how to create your own custom PowerPoint template from scratch, read our guide here .

B. Handout Master - Hidden graphics

To navigate to the Handout Master view of your presentation, simply:

• Select  Handout Master  in your Ribbon
• Spot check your  Handout Master

Here you are looking for excessively large company logos or graphics that you can compress or remove.

PowerPoint shapes such as rectangles, lines and text boxes are fine. Removing them will not impact the size of your presentation.

Formatting your  Handout Master is a fantastic way to create customized slide handouts of your presentation, but if there are excessively large graphics here, compressing or removing them can help you decrease the size of your presentation.

C. Notes Master - Hidden graphics

To navigate to the Notes Master view of your presentation, simply:

• Navigate to the  View Tab
• Select  Notes Master  in your Ribbon
• Spot check your Notes Master

If you find any excessively large images, or multi-media elements here, removing them will reduce your overall file size. You don’t have to worry about any shapes, lines, or text boxes (these will never increase the size of your presentation). You are looking for unnecessarily large graphics, or graphics that are placed outside of the Notes Master area (as those will never appear on your handouts anyway).

Formatting the Notes Master is a terrific way to create branded handouts for your speaker notes. However, if there are large graphics here that you are not using, compressing, or removing them can help reduce the size of your presentation.

To learn more about your Notes Master and how it affects the formatting and layout of your speaker notes in PowerPoint, read our guide here .

To expand your knowledge and learn how to professionally print your speaker notes in PowerPoint, read our guide here .

4. Swap out 3D Models and Other Media

If you have the Office 365 subscription ( check it out here ), you can now add 3D models and graphics into your presentations from the Insert Tab, 3D Models dropdown.

• Click the Insert tab
• Open the 3D Models dropdown
• Select the location source for your 3D model

Below are examples of animated 3D models you can insert into PowerPoint. I’ve selected the rhinoceros.

These 3D models can be quite large and there is currently no way to compress them. Notice in the picture below how adding just one animated 3D model adds over 26 MB to the PowerPoint file.

So if you need to reduce the size of your presentation, try to replace any 3D models with a static image. For example, instead of using the 3D rhinoceros, use a picture of a rhinoceros instead.

Notice that the picture of the rhinoceros is 7x smaller than the 3D model on the left.

If you want to keep the 3D look of your model, you can also Copy ( Ctrl+C ) and Paste Special ( Ctrl+Alt+V ) your 3D model as a PNG image. That will retain the 3D look of the model in your presentation without its size. To expand your knowledge and learn more about the Paste Special shortcut (which is also the trick to pasting formatting in Excel), read our guide here .

5. Convert PowerPoint to PDF

If you don’t need to present using PowerPoint, instead of trying to compress your presentation, you can simply convert it to the PDF file format.

That’s because the PDF conversion process automatically compresses images and removes any videos, 3D models, etc.

To convert your presentation to the PDF file format, simply:

• Hit  F12  to open the  Save As dialog box
• Change the  File Type  to PDF
• Click  Save

Just be aware that not everything in your presentation will properly convert to the PDF file format. You will lose quite a few things, such as animations and transitions.  To learn all the ins and outs of converting a PowerPoint presentation into a PDF file format, read our guide here .

6. Compress PowerPoint as a ZIP File

As a last resort, you can also try to reduce the size of your presentation by compressing it into a ZIP file.

While this technique compresses everything in your presentation, it doesn’t always save you a ton of space.

For example, notice in the picture below how my file size has only been reduced by 4MB using this ZIP folder technique.

If you need to keep all of your videos, graphics, and 3D models as they are, this might be your best bet Just keep in mind that it might not save you a ton of space and you may be  better off using something like OneDrive, Google Drive or Dropbox.

How to create a compressed (zipped) folder

To compress your PowerPoint presentation into the ZIP file format, simply:

• In File Explorer,  Right-Click  your file
• Select  Send to
• Choose the  Compressed (zipped) folder  option

Selecting the Compressed (zipped) folder , PowerPoint compresses your presentation as much as possible. How much room it saves depends on what is in your presentation. If you have already compressed your images and other multi-media files, then you will not save much space.

Below you can see the dialog box showing you that your presentation is being compressed.

How to extract a compressed (zipped) folder

To decompress a zipped file, simply:

• Right-Click the zipped folder
• Select  Extract All…
• Choose a  File Location  to extract your folder to
• Click  Extract

Extracting your file turns your zip folder into a normal folder with your original PowerPoint file in it. Instead of just zipping your PowerPoint file, you can add additional files to a folder and ZIP the entire folder. In this way, you can reduce the overall file size of a number of files or documents you want to share with a client or colleague.

Compressing the different elements of your presentation is a great way to reduce your overall PowerPoint file size.

Just remember that compressing your PowerPoint presentations is an optional step. If you are not having any trouble sharing it with other people, don’t bother.

That’s because while reducing your file size can make it easier to share with others, it can also decrease the quality of the images and media.

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How to change the size of your google slides.

Present your slideshow in the right way

Google Slides has an impressive number of templates for creating beautiful presentations. It's been the go-to choice for many users who don't use Microsoft PowerPoint and an easy-to-access alternative for well-equipped Chromebooks . If your slides are too small or too wide, they may not scale well to the content shown on the screen. This guide teaches you how to change the size of the slides in your Google Slides presentation on a browser to ensure you use the correct size.

What's the difference between Google Slides templates and themes?

Which size works best with google slides.

It depends on where the presentation is viewed. Most computers use a 16:9 aspect ratio, but mobile devices prefer a 4:3 ratio. If unsure, test the slideshow on multiple devices and decide which gives the most optimal viewing experience.

How to resize your Google Slides on a Windows computer

You can decide the size of your slides before creating your presentation. Alternatively, open an old presentation and choose to resize your slides. Check the steps below to get started.

Changing Google Slides size on a new presentation

All the slides maintain the same aspect ratio you selected. If you're uncertain whether any default options suit your presentation, tweak the ratio by choosing Custom .

Changing Google Slides size on a saved presentation

After swapping the aspect ratio, you may need to adjust your Google Slides presentation. In this example, we swapped the aspect ratio from Standard 4:3 to Widescreen 16:9, which changes the alignment of images and text on each slide.

How to resize your Google Slides on a Chromebook

You're likely sticking to Google's ecosystem while working on a Chromebook. Google Slides becomes an essential tool when building a presentation. Google Slides works like the Windows computer version, so changing the slides' size is simple. Here's how to do it:

• On a Chromebook, open Google Slides on a Chrome tab.
• In the Page setup window, select the drop-down box and choose Standard 4:3 , Widescreen 16:9 , Widescreen 16:10 , or Custom .

The Google Slides app works on Chromebooks but has the same (limited) functionality as the mobile app (the app you download from the Google Play Store is the Android app ported to Chromebooks).

How to expand the size of your Google Slides presentation

Sometimes, presentations can start in the wrong view. Fullscreen mode ensures the set aspect ratio of the slideshow remains the same on the screen. However, the audience may see another view if you select the wrong mode before starting your presentation. The view you can accidentally click is Presenter View.

Inside Presenter View, the audience sees a fullscreen presentation of your Google Slides (if presented on a different screen), while you see the speaker notes written below the slides and some settings. Seeing a busier screen can distract the speaker, especially if the slides remain in autoplay . As a result, you may prefer to set up fullscreen mode. Below are the steps to ensure your Google Slides start in fullscreen mode.

How to enter fullscreen mode on Google Slides

Clicking the Slideshow button also puts your presentation in fullscreen mode.

How to resize your Google Slides on mobile

The slide size in Google Slides on the Android and iOS mobile apps cannot be manually changed. To get around this, open Google Slides on a computer and follow the steps above to adjust the size of your slides.

Revamp your Google Slides presentation

Does your current Google Slides presentation need a boost? Check out the best templates for Google Slides . Spice up your presentation to look more professional or change it to something more colorful and snappy. Google Slides also supports audio files from your Google Drive, so add audio to keep your audience engaged. Google Slides has several tools to make your slideshow stand out.

How To Get Free Access To Microsoft PowerPoint

E very time you need to present an overview of a plan or a report to a whole room of people, chances are you turn to Microsoft PowerPoint. And who doesn't? It's popular for its wide array of features that make creating effective presentations a walk in the park. PowerPoint comes with a host of keyboard shortcuts for easy navigation, subtitles and video recordings for your audience's benefit, and a variety of transitions, animations, and designs for better engagement.

But with these nifty features comes a hefty price tag. At the moment, the personal plan — which includes other Office apps — is at $69.99 a year. This might be the most budget-friendly option, especially if you plan to use the other Microsoft Office apps, too. Unfortunately, you can't buy PowerPoint alone, but there are a few workarounds you can use to get access to PowerPoint at no cost to you at all.

Read more: The 20 Best Mac Apps That Will Improve Your Apple Experience

Method #1: Sign Up For A Free Microsoft Account On The Office Website

Microsoft offers a web-based version of PowerPoint completely free of charge to all users. Here's how you can access it:

• Visit the Microsoft 365 page .
• If you already have a free account with Microsoft, click Sign in. Otherwise, press "Sign up for the free version of Microsoft 365" to create a new account at no cost.
• On the Office home page, select PowerPoint from the side panel on the left.
• Click on "Blank presentation" to create your presentation from scratch, or pick your preferred free PowerPoint template from the options at the top (there's also a host of editable templates you can find on the Microsoft 365 Create site ).
• Create your presentation as normal. Your edits will be saved automatically to your Microsoft OneDrive as long as you're connected to the internet.

It's important to keep in mind, though, that while you're free to use this web version of PowerPoint to create your slides and edit templates, there are certain features it doesn't have that you can find on the paid version. For instance, you can access only a handful of font styles and stock elements like images, videos, icons, and stickers. Designer is also available for use on up to three presentations per month only (it's unlimited for premium subscribers). When presenting, you won't find the Present Live and Always Use Subtitles options present in the paid plans. The biggest caveat of the free version is that it won't get any newly released features, unlike its premium counterparts.

Method #2: Install Microsoft 365 (Office) To Your Windows

Don't fancy working on your presentation in a browser? If you have a Windows computer with the Office 365 apps pre-installed or downloaded from a previous Office 365 trial, you can use the Microsoft 365 (Office) app instead. Unlike the individual Microsoft apps that you need to buy from the Microsoft Store, this one is free to download and use. Here's how to get free PowerPoint on the Microsoft 365 (Office) app:

• Search for Microsoft 365 (Office) on the Microsoft Store app.
• Install and open it.
• Sign in with your Microsoft account. Alternatively, press "Create free account" if you don't have one yet.
• Click on Create on the left side panel.
• Select Presentation.
• In the PowerPoint window that opens, log in using your account.
• Press Accept on the "Free 5-day pass" section. This lets you use PowerPoint (and Word and Excel) for five days — free of charge and without having to input any payment information.
• Create your presentation as usual. As you're using the desktop version, you can access the full features of PowerPoint, including the ability to present in Teams, export the presentation as a video file, translate the slides' content to a different language, and even work offline.

The only downside of this method is the time limit. Once the five days are up, you can no longer open the PowerPoint desktop app. However, all your files will still be accessible to you. If you saved them to OneDrive, you can continue editing them on the web app. If you saved them to your computer, you can upload them to OneDrive and edit them from there.

Method #3: Download The Microsoft PowerPoint App On Your Android Or iOS Device

If you're always on the move and need the flexibility of creating and editing presentations on your Android or iOS device, you'll be glad to know that PowerPoint is free and available for offline use on your mobile phones. But — of course, there's a but — you can only access the free version if your device is under 10.1 inches. Anything bigger than that requires a premium subscription. If your phone fits the bill, then follow these steps to get free PowerPoint on your device:

• Install Microsoft PowerPoint from the App Store or Google Play Store .
• Log in using your existing Microsoft email or enter a new email address to create one if you don't already have an account.
• On the "Get Microsoft 365 Personal Plan" screen, press Skip For Now.
• If you're offered a free trial, select Try later (or enjoy the free 30-day trial if you're interested).
• To make a new presentation, tap the plus sign in the upper right corner.
• Change the "Create in" option from OneDrive - Personal to a folder on your device. This allows you to save the presentation to your local storage and make offline edits.
• Press "Set as default" to set your local folder as the default file storage location.
• Choose your template from the selection or use a blank presentation.
• Edit your presentation as needed.

Do note that PowerPoint mobile comes with some restrictions. There's no option to insert stock elements, change the slide size to a custom size, use the Designer feature, or display the presentation in Immersive Reader mode. However, you can use font styles considered premium on the web app.

Method #4: Use Your School Email Address

Office 365 Education is free for students and teachers, provided they have an email address from an eligible school. To check for your eligibility, here's what you need to do:

• Go to the Office 365 Education page .
• Type in your school email address in the empty text field.
• Press "Get Started."
• On the next screen, verify your eligibility. If you're eligible, you'll be asked to select whether you're a student or a teacher. If your school isn't recognized, however, you'll get a message telling you so.
• For those who are eligible, proceed with creating your Office 365 Education account. Make sure your school email can receive external mail, as Microsoft will send you a verification code for your account.
• Once you're done filling out the form, press "Start." This will open your Office 365 account page.

You can then start making your PowerPoint presentation using the web app. If your school's plan supports it, you can also install the Office 365 apps to your computer by clicking the "Install Office" button on your Office 365 account page and running the downloaded installation file. What sets the Office 365 Education account apart from the regular free account is that you have unlimited personal cloud storage and access to other Office apps like Word, Excel, and Outlook.

Read the original article on SlashGear .