This is Taylor with six different ways for how to compress a PowerPoint
presentation.
And you can use all six of these techniques combined if you want to,
depending on what you're trying to accomplish to reduce your PowerPoint file
size.
Now you really only need to do this when you're one struggling to share your
presentation with someone else or two maybe you find that your presentation is
running slowly,
which could be a number of issues from pictures to videos to 3D models,
all of which I will show you how to solve or compress inside this video,
plus a few pro tips to help you along the way.
Compressing pictures and images in PowerPoint.
So here's an example of how much space you could save compressing just a single
image in PowerPoint. And you can see that the more you compress your image,
the more space you save. Moving from 330 PPI to 96 PPI,
which is good for email. So in this case, if you had, for example,
10 images in your presentation,
if you compress them from 330 PPI to a lower 220 PPI for print,
you could save 10 megabytes or more depending on what the size of your image
was. The one thing to be aware of, and this happens to people all the time,
is as you further compress your images,
you can over compress your images to the point that they get grainy,
which kills your presentation.
And I'll give you an example of that in just a second. First off,
let me quickly show you how to do this. So in PowerPoint,
if you select your image, you come to the picture format tab,
you have the compression option right here.
Here you have a variety of different options. So apply only to this picture,
I recommend keeping that checked. Delete, cropped areas of pictures.
In this case, if I select my photo and I come to the crop command,
you can see the top and bottom of the photo have been cropped out.
To resize this to the 16 by 9 I simply used the crop to aspect ratio,
16 by 9. So if I select,
I'll hit escape picture format compress.
If I select delete cropped areas,
that top and bottom part of my photo will be removed,
which will make my photo even smaller. After that,
you're simply gonna select a compression ratio. I'll just select 220 PPI.
Click okay. You can see now the photo is smaller. You won't see it here,
but notice that those cropped areas are now removed.
Now the one thing to be aware of is that as you move from the different
compression ratios, so 330 PPI,
I'll hit shift F5 moving to 96 PPI.
Notice that the image quality quality look down here at the boardwalk or the
walkway is I flip between these two images.
So this photo email 96 PPI is a alot grainier or not as clear.
You can see the the details here.
You can see some of the details over here in the columns.
As I flip between these,
so this is where you need to be aware of how much you compress your photos.
And it's important here to remember that size matters when compressing.
And by that I mean the size of the photo on your slide is what PowerPoint will
compress too, which means that if you compress this,
and I'll give you an example to for example, the email resolution,
but then you later resize the image outside of the original size,
you're going to see that it's going to very quickly over compress and all of
this is going to look very, very bad.
So here's a quick example of that that'll come back into PowerPoint.
So if I take this photo picture format and I can press it to email,
so the lowest compression ratio, right click, okay. Not that much happens here,
but if I come to the next slide, so size matters,
and now I compress this picture to the email,
96 PPI, and then I resize it on my slide. You're going to see,
although it's the same picture, just send it to the back.
Although it's the same picture and it's the same size with the same compression
ratio because the second one started smaller and then I resize it to fit my
entire slide. It's now looks over compressed.
So that's just a quick pro tip and what I mean by size matters when compressing.
So the size of the image when you compress it,
if you compress it and then resize it to a larger image,
you're going to get a lot of over compression in your images,
which is going to make your presentations look ugly.
Compressing videos and multimedia in PowerPoint.
And here's an example of how much space you might be able to save for a single
video in PowerPoint. And again, the more you compress the video,
the more space you will save. Now in this case, the last two options,
770 and 480 it doesn't save very much,
but you can see as I moved from the original down to 1080 P I saved over 600
megabytes and I shot this video using my webcam so it wasn't the best.
So let's look at how to compress videos and songs or other multimedia here in
PowerPoint. So here I have that original video.
I also have a song that I want to play in the background of my presentation to
compress these files, I come to the file tab, I come to the info tab.
And here you have the compress media options.
Now 1080P works for most cases.
So I would start there before you move to a lower case.
This takes a little bit of time.
So I'm just gonna cancel out of that and show you what it looks like here on the
next slide. So after that works for a while, it'll tell you that it's done.
It's then going to show you all right what the original file sizes were and how
much it saved you to figure out how much it is. Now you simply do the math.
This was 10 megabytes, I saved six.
So my song or my presentation background is now four megabytes.
Now if you do compress your videos or your songs and you later want to undo
that, if you go back to that compress media option, you open it up,
you do have the options to back your way out of it.
It'll show you what you've actually done.
It'll let you go back all the way to the original,
and then you can choose a different compression ratio if you want to. Now,
one quick thing. If you are narrating your presentation,
so you're coming to slide show and you're using the record slideshow option,
either just audio or audio and video.
PowerPoint automatically compresses those videos and audio files.
So you don't have to, again, let me just come in here to show you.
You don't have to come to the file tab, come to info,
and then come in and compress those media files.
If you're narrating your presentation.
Cleaning out your PowerPoint slide masters to save space.
So here's an interesting example of a PowerPoint presentation that is 11.7
megabytes. But if I open it up,
notice that there's just three basically blank slides with some text on it.
So how could a presentation with just three basically blank slides be 11.7
megabytes? Well,
if I hit control M to insert a new slide and I come to the layout drop down,
notice that there are two picture layouts in this presentation.
So these pictures will count as PowerPoint file size space,
whether or not you actually use those in your presentation. On top of that,
if I hit control p to print and I come to the full page slides layout,
notice if I come to the handout master,
that handout masters someone has put a picture on it.
This picture will also count for PowerPoint file space and I'll show you how to
remove this in just a second as well as if I come to the notes page,
someone has also added two strips of two different pictures on the sides.
So these different places or images in these different slide master views will
count as file size space against you.
So what you would want to do if you're not going to use any of those pictures,
you want to come to the view tab.
You want to first start with the slide master so I could come in,
I could find these pictures and I could delete them.
Now just keep in mind that this is now going to be changing this PowerPoint
template and if you need help building your own PowerPoint template,
you can check out our little free mini series here on YouTube.
I'll close that master view. I can come to the view tab, handout master.
This is where you can format your handouts.
I'm printing multiple slides per page.
If you want to check out that video and I will also come to view tab notes
master and I will again remove these different photos.
Now keeping in mind that this is completely changing the underlying PowerPoint
template because I just want these three slides and I want to be able to send
this to a colleague that will reduce this PowerPoint file size from maybe 11
megabytes to something more like 325 kilobytes,
which will make this a lot easier to share with my colleagues.
Swap out 3D models and videos.
So here's an example of how much space you can save in PowerPoint by swapping
out a single 3D model. In this case it's going to be a 3d rhino,
swapping it out with a 2D picture of a rhino.
So from 26 megabytes to almost two so it's saving just about 24 or 25 megabytes
by swapping out this one 3d image for a photo.
And the same thing is true for videos. So for example, this is an example.
If you've never seen one before of a 3D model in PowerPoint,
you do need the latest version of Microsoft, Microsoft 365 subscription,
which you can look at for the description for links to check that out.
This is a 26 megabyte object in PowerPoint and I'll show you how you can tweak
this to do some cool things in a second versus taking that 3d model or video and
popping in just a 2D visual of whatever it is. So in this case,
I've just found a picture of a rhino.
This is 1.6 megabytes and I haven't compressed the image yet.
So that's saving again, 24 megabytes, maybe 25 megabytes of space.
In this case for each video or 3d model, you swap out like this. Now,
just for some quick examples of how cool these 3D models are,
how to work with them. If you have the latest version of PowerPoint, again,
check the description box for links to this.
If you come to the models dropdown from online sources,
you're gonna see a variety of 3D models you can use.
I use these ones up here on the left, have cool animations attached with them.
I'm not going to insert one cause it takes a little bit of time.
They are 26 megabytes. But if you select your 3D model, once you've inserted it,
you get a 3D model tab. If you have an animated sequence, in this case,
the rhino can charge, the rhino can walk slower,
you can choose if you just look at these different angles to position the rhino
a different way for your presentation. Um, it's all very cool.
The same would be true for a video. You have a bunch of different video options,
but in this case, because this is such a large file,
moving to a picture of it, and again, if this was a video like this,
this could easily be 10, 20, 30 megabytes even if you compressed it.
So by just swapping it out for one single image,
you're going to save a ton of space. Now obviously, all right,
the 3D walking rhino is way cooler than a 2D version of it.
But when it comes to saving space, reducing your PowerPoint presentation,
kind of the similar as compressing it.
By swapping these 3D models and videos out into 2D static photos you can
compress. You're going to save yourself a lot of file space,
making it easier to share your presentation with your colleagues.
Convert PowerPoint to a PDF and here's an example of how much space you can save
by converting PowerPoint to a PDF. So in this case,
my PowerPoint file is decreasing by about 13 or so megabytes.
So it's about a factor of six times smaller by converting it to a PDF.
And I'll show you a quick little trick here as I do this.
So if I come into PowerPoint,
I have just an earlier slide deck I was using with a bunch of pictures in it to
convert PowerPoint to a PDF.
Simply hit F12 on your keyboard to open the save as dialogue box in the save as
dialog box. You want to come to save as type.
Simply choose from PowerPoint presentation to a PDF.
You don't need to rename your file because it's being saved as a completely
different file type. You can keep the same name,
but here's a little pro tip when you do this. If you open up these tool options,
notice you have the compress pictures option down here just for the PDF so you
don't have to first compress your images in PowerPoint and then convert to a
PDF. You simply come and open up the compress pictures dialog box,
which will again allow you to crop areas out of pictures.
Will choose a different compression ratio. Again,
the more you compress your images, the more file space you'll save,
but the grainier they'll become.
So I'm just going to choose print 220 PPI click okay.
I'm going to save it in the same exact location as my PowerPoint presentation
and it should open up a PowerPoint or a PDF of my presentation that I can see
there. And if I come to the file,
you can see there is my original PowerPoint deck, 15.8 megabytes.
My new PDF is 2.7 now a couple of things to be aware of as you convert
PowerPoint to PDF, you're obviously going to lose your videos, your 3D models,
your animations, your transitions, et cetera.
But this again is a super fast way.
If you're just trying to share this with someone,
the slides themselves and maybe they don't need to edit them.
You can also use this to protect your presentation is a very quick way to
compress your file size so you can share your presentation with your clients and
colleagues. Compress PowerPoint as a zip folder
and here's some examples of how much space you can save by zipping your
PowerPoint presentations, and it varies depending on your presentation.
So for example, in this case,
I've saved about 6% moving from this media heavy presentation into a zip folder,
which you can see the little zipper is your indicator that it's a zip folder.
In the second scenario, I've saved about 40% of space. Why?
Simply because it's different content in it as I moved to the zip folder,
so how much space you save going this route will differ depending on your
presentation, but let me quickly show you how to do it.
If I just come to the folder where these presentations are you simply need to,
right click your presentation,
you're going to select send to compressed zip folder,
PowerPoint or Microsoft windows will go to work. You're going to see,
it's going to do that. I'll do it for the second one.
Simply send to zip folder and you can put as many files you want inside the zip
folder and it's going to compress those. Once you send this to someone,
and again, you can put multiple files in here to save more space.
All someone needs to do is right click,
simply select extract all select extract all and the PowerPoint presentation
will open back up that someone can, you know, open up, run,
et cetera natively in Microsoft PowerPoint.
So that's six different ways for how to compress a PowerPoint presentation to
save on or reduce your PowerPoint file space.
And you can use all six of these if you want.
If you're new to our channel and want to keep up to date on our latest
PowerPoint hacks, tips and tricks, what I call PowerPoint hack-trickery.
Just look for the subscribe button down below.
If you're just looking for PowerPoint resources to help get you to happy hour,
like PDF cheat sheets and mini series,
just look for the links directly beneath this video.
This is Taylor from Nuts and Bolts Speed Training and I'll see you at happy
hour.
[inaudible].