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How to compress images in microsoft powerpoint

The compression options in Microsoft Picture Manager reduce both file size and picture dimensions based on how you intend to use the picture, such as in Web pages or e-mail messages.

Select the picture you want to compress.

Click the Picture Tools Format tab, and then click Compress Pictures.

Do one of the following:

To compress your pictures for insertion into a document, under Resolution, click Print.

To compress your pictures for publication on a Web page, under Resolution, click Web.

To compress your pictures for sending in an e-mail message, under Resolution, click E-mail.

Some pictures will only allow one or two of these options.

Click OK, and name and save the compressed picture somewhere you can find it.

Note: You can undo compression by clicking Reset Picture. Compression changes will not be saved until you explicitly save them.

Select the picture you want to compress.

On the Picture menu, click Compress Pictures.

Do one of the following:

To compress your pictures for insertion into a document, under Compress for, click Documents.

To compress your pictures for publication on a Web page, under Compress for, click Web pages.

To compress your pictures for sending in an e-mail message, under Compress for, click E-mail messages.

Note: You can undo compression by clicking Undo Compress Picture on the Edit menu. Compression changes will not be saved until you explicitly save them.

How to compress images in microsoft powerpoint

Microsoft PowerPoint files can grow very large, depending on the number of images and other media files you use in the presentation. Thankfully, Microsoft makes it possible to compress images in the app in just a few steps. Here’s how to do on both Microsoft PowerPoint for Windows and Mac.

Microsoft PowerPoint for Windows

  1. Double-click on an image in your presentation.
  2. Choose Compress Pictures under the Pictures Format menu.
  3. In the pop-up menu, you can choose from five resolution levels, including high fidelity, HD, Print, Web, E-Mail, or default. The smaller the ppi, the smaller the image.
  4. In the same pop-up, under Compression options, choose Apple only to this picture, if applicable.
  5. Click OK.

How to compress images in microsoft powerpoint

How to compress images in microsoft powerpoint

Microsoft PowerPoint for Mac

If you’re using Microsoft PowerPoint for Mac, the steps are nearly the same.

  1. Double-click on an image in your presentation.
  2. Choose Compress Pictures under the Pictures Format menu.
  3. In the pop-up menu, you can choose from five resolution levels from the pull-down menu, including high fidelity, HD, Print, Web, E-Mail, or default. The smaller the PPI (pixels per inch), the smaller the image. This roughly translates to dots per inch (dpi) on a printout.
  4. In the same pop-up, under Compression options, choose either All pictures in this file or Selected pictures only.
  5. Click OK to save your selections.

How to compress images in microsoft powerpoint

How to compress images in microsoft powerpoint

There You Go

Unlike a Microsoft Word document, a PowerPoint presentation is meant to impress your audience through a balanced combination of images, animation, and text. However, if you’re files are getting too large, it might be wise to compress the size of those images. Luckily, Microsoft gives you various options to match how you plan on presenting your work, whether it be through the web, print, or in person.

How to compress images in microsoft powerpoint

Compressing images in your Microsoft PowerPoint presentation can help reduce the overall file size of the presentation and save disk space on the device it’s stored on. Here’s how to compress images in Microsoft PowerPoint.

Note that this feature is only available for desktop versions of Office and not Office for the web.

Compress Images in PowerPoint for Windows

Open the PowerPoint presentation that contains the images you’d like to compress and then select a photo.

How to compress images in microsoft powerpoint

Once selected, you’ll automatically be in the “Picture Format” tab. Here, click the “Compress Pictures” button in the “Adjust” group.

How to compress images in microsoft powerpoint

The “Compress Pictures” window will appear. In the “Compression Options” group, you can choose if the compression applies only to the selected picture. If you uncheck this option, PowerPoint will compress all of the images in the presentation, which overrides any changes you may have made to those images.

In the “Resolution” group, choose which resolution you would like to use. Once ready, click “OK.”

How to compress images in microsoft powerpoint

The image or images will now be compressed.

Compress Images in PowerPoint for Mac

Open the PowerPoint presentation that contains the images you’d like to compress and then select a photo. Once selected, click “Compress Pictures” in the “Picture Format” tab.

How to compress images in microsoft powerpoint

The “Compress Pictures” window will appear. Select the picture quality you’d like to use, then select if you’d like to apply the compression to all images in the presentation or only the selected image. Also, if you want to delete the cropped areas of the pictures, check the box next to that option.

When ready, click “OK.”

How to compress images in microsoft powerpoint

The image or images will now be compressed.

You can reduce the file size and save disk space by compressing pictures in your document. The compression options reduce both the file size and picture dimensions based on how you intend to use the picture, such as viewing on screen or in an email message. You can compress all pictures in the file or just the ones that you select.

These features aren’t available in Office for the web, only the desktop versions of the Office suite.

You can send files with high-quality images easily, and without file limits, by saving to the cloud and then sharing files from OneDrive.

Compress individual pictures

When you don’t need every single pixel in an image to get an acceptable version of it, you can compress pictures to make the file size smaller.

With your file open in your Microsoft Office application, select the picture or pictures that you want to compress.

Under Picture Tools, on the Format tab, in the Adjust group, click Compress Pictures.

How to compress images in microsoft powerpoint

If you do not see the Picture Tools – Format tab, make sure that you selected a picture. You may have to double-click the picture to select it and open the Format tab.

Also, depending on your screen size, you might only see the icons for the Adjust group. The Compress Pictures button appears without a label.

To compress the selected pictures only and not all of the pictures in the document, select the Apply only to this picture check box.

Clearing the Apply only to this picture checkbox will override any previous changes you have made for other individual pictures in this document.

Under Resolution, click the resolution that you want, then click OK.

The default picture resolution in Office is 220 ppi. You can Change the default picture resolution or Turn off picture compression.

Compression changes are made when you close this dialog box. If you aren’t satisfied with the results, you can undo the changes.

Compressing a picture may make the image look different because of loss of detail. Because of this, you should compress the picture and save the file before applying an artistic effect.

Click the headings below for more information

Important: This setting applies only to pictures in the current document or the document selected in the list next to Image Size and Quality. To make it the default for all new documents change the drop down.

Note that this feature is not available in Microsoft Project 2013 or in Office 2007.

Click the File tab.

Click Options and then click Advanced.

Under Image Size and Quality, use the drop down to select whether you want the change to apply to a specific document or all new (and future) documents.

Set the resolution that you want to default to, then click OK

Any info on the changes you’ve made to your picture are stored in your file. You can reduce the size of your file by deleting this editing data, but if you want to undo your edits you will need to reinsert the picture.

Note: This feature is not available in Microsoft Project 2013 or Microsoft Project 2016.

Click the File tab.

Click Options and then click Advanced.

Under Image Size and Quality, click the document that you want to remove picture editing data from.

Under Image Size and Quality, select the Discard editing data checkbox.

Note: This setting applies only to pictures in the current document or the document selected in the list next to Image Size and Quality.

See Also

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Compress individual pictures

To compress all pictures in your document, on the ribbon, select File > Compress Pictures (or File > Reduce File Size).

To compress only selected pictures, hold down SHIFT, click the pictures you want to compress, and then click Compress Pictures on the Picture Format tab.

Select an option in the Picture Quality box. Highest resolution is listed first and the lowest resolution is listed last.

Tip: If you have cropped any pictures, you can reduce the file size even more by selecting the Delete cropped areas of pictures check box.

Click Selected pictures only or All pictures in this file.

Note: If you use the File menu to choose all pictures in step 1, these options will be unavailable. Compression will be applied to all pictures in your document.

To make your PowerPoint presentation more engaging, you can spruce it up with multimedia. Here are 7 easy ways you can enhance it with music, images, and videos.

1. Crop Pictures to Fit Shapes

Shapes are a great way to make a PowerPoint presentation as visual as possible, giving you clear areas that draw the eye and make information easy to understand. To add even more visual flair, you can also crop an image to make it automatically fit inside your shape.

How to compress images in microsoft powerpoint

2. Play Music in the Background During a Presentation

Here’s a fun tip: punch up your PowerPoint presentation with some tunes. While playing music in the background certainly isn’t always appropriate, adding audio for the duration of your presentation is an easy process that can make your slides a bit more interesting.

3. Combine Shapes to Create a Custom Shape

Sometimes, if you’re working on a presentation in PowerPoint, the standard shapes in the program might not suit your needs. We’ll show you how to merge multiple shapes to create your own custom shapes.

4. Add Sound Effects to Animations

The more interesting your PowerPoint slides are, the more engaged your audience will be. A great way to spice up your bullet points or images in a slide is to not only add animation, but to also add audio to the animation.

5. Remove the Background from a Picture

The Remove Background feature in PowerPoint 2016 helps you eliminate distracting backgrounds so the important parts of your image are front and center. In a few simple steps, you can create praiseworthy presentations and nobody will ever know you did all that fancy image editing right within PowerPoint.

6. Insert a Screenshot or Screen Clipping

A PowerPoint deck is a prime example of an Office document that brings together many types of rich media. And when you have a presentation with more than 20 slides, importing files can be tedious and take a lot of time. To help ease the time on image importing, the built-in screenshot button can speed up your PowerPoint deck creation.

7. Embed YouTube Videos

Incorporating rich media in your PowerPoint presentation is a sure way to keep your audience more interested. In PowerPoint 2013/2016, it’s as simple as a few clicks to embed a YouTube video into a slide. Whether you’re embedding a specific video, or need a clip from a famous movie to use as an analogy, find the right video and load it in your presentation in a matter of seconds.

In this post you’ll learn how to compress images in PowerPoint so that you can more easily share your presentation with other people (by reducing your image file size).

That said, compressing images is NOT always necessary.

If you are having ZERO trouble sharing your presentation with other people or are presenting from your own compute, there is no need to go through all of these steps.

On the other hand, you have converted a number of your photos into paintings (details here) and your presentation is now too large to share, then compressing your images can reduce the size of your presentation by as much as 80%.

If you are still having trouble with your PowerPoint file size, you can learn 5 additional ways to compress PowerPoint here.

[Watch] Compressing Images in PowerPoint

Note: You can also greatly reduce your image file size by converting images from PNG to JPG before you compress them. JPG images are 5x to 10x smaller than their PNG equivalents. To learn how to use PowerPoint as a PNG to JPG converter, read our guide here.

How To Compress Images in PowerPoint

Select the image you want to compress, and then:

  1. Go up to the Picture Tools Format tab
  2. Click on the Compress Pictures command
  3. Select your Compression options (see image below)
  4. Select your Resolution (see image below)
  5. Click OK

Note: Although adjusting to a lower ppi does reduce image file size, it also makes your images appear more grainy (so be careful of just selecting the lowest ppi setting).

Picture compression options

Your two compression options are EXTREMELY important, so make sure you understand what they are before you move forward.

#1. Apply only to this picture

This is an important option to understand before you accidentally mess up all of the photos in your presentation.

Apply only to this photo (the default setting) ensures that only the picture you currently have selected is compressed.

No other images in your presentation are affected (hence why this is the default option).
By unselecting this option, you are telling PowerPoint to compress all of the photos within your presentation based on your selections.

This can save you a bunch of time if you know what you are doing, and you know that you want all of the photos in your slides compressed in this way.
BUT this can waste a bunch of time if you don’t know what you are doing.

If you catch the mistake immediately, you can hit CTRL+Z to undo your compression. Otherwise you’ll have to hunt down an earlier version of your presentation or start all over with the original photos again.

#2. Delete cropped areas of pictures

This option affects whether or not PowerPoint keeps the cropped areas of your photos.

When you first crop a photo down, PowerPoint keeps the part that you crop (it just hides it from you). That’s why cropping an image doesn’t actually change the size in PowerPoint.

If you know that you do not want keep the cropped areas of your photos, you can decrease the overall size of your image by selecting the ‘Delete cropped areas of pictures’ compression option.

Just be warned, that once you delete the cropped areas you cannot undo them later. You’ll have to start over with the original photo.

To learn how to crop a picture in PowerPoint (and all the options you have), read our guide here.

Image Compression options

When choosing a resolution for your photos, it’s important to keep in mind the lifetime of the presentation you are building, and how it will be used.

Beware of choosing a lower resolution during the draft phase of creating your slides simply to save space. That’s because you will find that you cannot undo the lower resolution before your big pitch.

It might be hard to tell in the photos below, the but picture compressed to 96 ppi is extremely grainy along the edges of the building. While it might look alright on your small computer screen, it will look horrible on an overhead projector of monitor.

Higher resolutions like HD 330 ppi (pixels per inch) equate to the highest quality photo with larger file sizes.

Lower resolutions like email 96 ppi (pixels per inch) equate to lower quality photos that can appear grainy on large overhead projectors, and thus smaller files sizes.

If your presentation is a live event, such as a Ted talk, or if it will be run on a large HD monitor, then you’ll want the highest resolution photos as possible throughout your slide creation process.

If you are simply emailing a presentation to a colleague to view ONLY on their laptop (it will never be presented on a large overhead screen) then you can get away with a much lower resolution.

Either way, test your presentation before you run it. To learn all the different ways you can test run a PowerPoint slide show, read our guide here.

How much does ppi reduce image file size?

In the photo above, I’ve added a single image to a slideshow and used the various compression options so you can see how much it affects the size of the PowerPoint presentation.

Note that in this case, the 330 ppi and 220 ppi image resolutions result in the exact same image size.

This is something you’ll have to play around with.

To learn more about pixel density (PPI), see this Wikipedia article here.

Compress Images in the PDF file format

Another option for compressing your images is to simply convert your PowerPoint presentation into the PDF file format.

  1. Hit F12 for the Save As dialog box
  2. Change your Save as type to the PDF format
  3. Click Save

How to compress images in microsoft powerpoint
The reason why this works so well, is the PDF file format automatically compresses images for you (and removes other media that could be influencing your file size).

That said, you do lose a lot of native PowerPoint functionality in the PDF format, so I would only recommend doing this if you are distributing your slide as PDF handouts.

To learn everything you need to know about the PowerPoint to PDF conversion process, see our guide here.

Conclusion

Compressing images in PowerPoint is one to dramatically reduce your overall file size so that you can more easily share your presentation with other people.

That said, I only recommend compressing your images if you really need to.
If you are using a USB drive to share your presentation or you are just running your presentation from your own computer, there is no need to go through the hassle of compressing everything.

If you enjoyed this tutorial and want to learn more about our online training courses and other PowerPoint tutorials, visit us here.

December 7, 2020 August 5, 2020 | Elizabeth

How to compress images in microsoft powerpoint

PowerPoint images can make the file size your presentation quite large, especially if you have embedded high-resolution images and photos. Compressing images in your Microsoft PowerPoint presentation can help reduce the overall file size of the presentation and save disk space on the device it’s stored on. We have talked on how to crop images in Microsoft PowerPoint presentation using various methods now we are going to talk about the steps on how to compress images in Microsoft PowerPoint.

Steps on How to Compress Images in Microsoft PowerPoint

Note that this feature is only available for desktop versions of Office and not Office for the web.

Steps on how to compress images in PowerPoint for Windows

  1. Open your PowerPoint file.
  2. Select a slide that contains an image or picture.
  3. Select the image or picture.
  4. Once selected, you’ll automatically be in the “Picture Format” tab. Here, click the “Compress Pictures” button in the “Adjust” group.
  5. The “Compress Pictures” window will appear. In the “Compression Options” group, you can choose if the compression applies only to the selected picture. If you uncheck this option, PowerPoint will compress all of the images in the presentation, which overrides any changes you may have made to those images.
  6. Select the checkbox to Delete cropped areas of pictures option to reduce the overall size of the image or picture in the presentation.
  7. In the “Resolution” group, choose which resolution you would like to use. Once ready, click “OK.”
  8. Click OK. The image or images will now be compressed.

In most cases, 96 ppi (minimize document size for sharing) is the best selection. Unless you plan to print out quality photos of your slides, this option will reduce the file size and there will be little difference in the screen output of a slide at 220, 150, or 96 ppi.

Steps on how to compress images in PowerPoint for Mac

  1. Open your PowerPoint file.
  2. Select a slide that contains an image or picture.
  3. Select the image or picture.
  4. Click the Format Picture ribbon at the top of the screen.
  5. Click Compress (to the right of the Transparency icon). The “Compress Pictures” window will appear.
  6. Click the Picture Quality drop down. Select the picture quality you’d like to use, then select if you’d like to apply the compression to all images in the presentation or only the selected image.
  7. Select the checkbox to Delete Cropped Areas of Pictures to reduce the overall size of the image or picture in the presentation.
  8. Apply to all pictures in this file is default and recommended for a smaller file. If you only want to delete the currently selected picture, uncheck that.
  9. Click OK.

The image or images will now be compressed. I’m sure you know how to compress images in Microsoft PowerPoint if you are a Windows or Mac user.

You can improve playback performance and save disk space by compressing your media files.

(This feature is available in PowerPoint for Windows, but not on PowerPoint for Mac or PowerPoint for the web.)

Open the presentation that contains the audio or video files.

On the File tab, select Info, and then in the Multimedia section, select Compress Media*.

* Embedded subtitles and alternate audio tracks are lost in this compression process.

How to compress images in microsoft powerpoint

To specify the quality of the video, which in turn, determines the size of the video, select one of the following:

Full HD (1080p) Save space while maintaining overall audio and video quality.

HD (720p) Quality will be comparable to media which is streamed over the Internet.

Standard (480p) Use when space is limited, such as when you are sending presentations via e-mail.

How to compress images in microsoft powerpoint

Figure: Media compression in progress

Support for Office 2010 ended on October 13, 2020

Upgrade to Microsoft 365 to work anywhere from any device and continue to receive support.

Open the presentation that contains the audio or video files.

On the File tab, select Info, and then in the Media Size and Performance section, select Compress Media*.

* Embedded subtitles and alternate audio tracks are lost in this compression process.

How to compress images in microsoft powerpoint

To specify the quality of the video, which in turn, determines the size of the video, select one of the following:

Presentation Quality Save space while maintaining overall audio and video quality.

Internet Quality Quality will be comparable to media which is streamed over the Internet.

Low Quality Use when space is limited, such as when you are sending presentations via e-mail.

How to compress images in microsoft powerpoint

Figure: Media compression in progress

Important: Certain older video file formats may not compress or export properly in Office on a Windows RT PC. Instead, use modern media formats such as H.264 and Advanced Audio Coding (AAC), which PowerPoint 2013 RT supports. Want to know what version of Office you’re using?

The following are article that you might also find helpful:

When you try to add more than five slides with about four big pictures, your presentation file becomes bigger and bigger, and PowerPoint works slower and slower, wastes disk space needlessly, and hangs sometimes. Even if you insert to the presentation just a part of the picture and crop the rest, PowerPoint keeps all pictures even if you don’t see the rest of the picture.

Fortunately, PowerPoint offers the image compression utility that compresses all pictures in the presentation in a single step and reduces their resolution to the resolution specific for the type of output you specify (email, Screen, or Print).

To reduce resolution and compress images, do the following:

1. Select any picture, and the Picture Format tab appears:

2. On the Picture Format tab, in the Adjust group, click Compress Pictures:

3. In the Compress Pictures dialog box:

How to compress images in microsoft powerpoint

In the Compression options section:

  • To compress all pictures in the presentation, unselect the Apply only to this picture checkbox. To compress only selected picture, leave this checkbox checked.
  • To save invisible spaces of cropped-out areas of pictures, select the Delete cropped areas of pictures checkbox. When this checkbox is unchecked, PowerPoint just hides the “cropped” areas. Such “hiding” is good if you are planning to change cropped areas.

In the Resolution section, select the desired compression level:

  • High fidelity: preserves quality of the original picture
  • HD (330 ppi): good quality for high-definition (HD) displays
  • Print (220 ppi): excellent quality for 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 – use this to match the resolution of the pictures to the resolution defined in the PowerPoint options (see how to check this resolution at the bottom of this tip).

4. Click OK to perform the compression.

To see the default resolution, do the following:

1. On the File tab, click the Options button:

2. In the PowerPoint Options dialog box, on the Advanced tab, under Image Size and Quality, you can see the Default resolution:

How to compress images in microsoft powerpoint

If you have any questions or suggestions, please feel free to ask OfficeToolTips team.

The sector related to the world of office software continues to gain importance in all types of sectors, both on PC and mobile devices. Here we can talk about several references such as Microsoft‘s Word, Excel or PowerPoint.

These are programs that are part of the software giant’s office suite and are used by millions of users every day. Well, in these lines we want to focus precisely on the program that helps us to create or edit our own multimedia presentations. Specifically, we refer to PowerPoint , a program that is included in the Office suite and that we use to design multimedia presentations of all kinds. This is something that to a large extent we achieve thanks to all the functions that it presents us and that try to facilitate this type of task in particular.

Advantages and disadvantages of using photos in PowerPoint

Of course, how could it be otherwise, for all this we can use a huge number of objects and multimedia elements . All this in order to attract the attention of those for whom the project in which we work is directed. In this way, it must be taken into account that as a general rule these are usually full of images, videos , animated GIFs, or graphics. All this is something that we can achieve from the Insert menu of the main interface of the program.

The use of all these elements makes the presentation as such gain in spectacularity, but it also has its negative points. And it is that at the same time it can be converted into a very large file. Thus, it can become a problem if we are going to share, send or reproduce it on an old computer. Therefore, below we are going to give you some advice in steps to reduce the size of a PowerPoint presentation.

More specifically, we will talk about how to reduce the size of one of the most common elements in these projects. As you can imagine, we refer to the images, since if necessary the best we can do is compress them or reduce their size . In addition, we are going to do all this without using any other specific software to achieve it.

How to reduce the size of images in a PowerPoint presentation

And it is that when creating a presentation, it is normal for the images to be as small as possible, especially if we are going to share the document. Therefore, to reduce the total size of the file and save disk space, it is essential to compress the photos that are part of it.

With program compression function

Therefore, this is something that, for example, we can carry out through a compression function of the program itself. Let’s see how you can take advantage of it in the best way.

The first thing we do is add the photo in question to a slide from the Insert menu that we talked about before. This is found in the main interface of the Microsoft program. Once we locate it, we select the Images option and choose the file that we want to deal with from the team’s disk units. Once we have it on the screen, the compression process for which we have just added is a simple task. The first thing to do is to select the image on the slide to show the menu options that appear at that moment.

The program will automatically place us in the Image Format section, where we see the options available here. So, on the left side of the new bar that we see, what we will do is locate the button called Compress Images . This is the one that interests us in this case, so we click on it.

That is when we will see a small window appear on the screen in which we can customize the photo compression process a bit. In this way through it we have the possibility to apply the changes to this photo , or to all of them. We can also choose between several resolutions depending on the degree of compression that we are going to carry out, or on its subsequent use. It must be taken into consideration that the more we compress, the less the document will weigh, but the quality of the images also decreases.

Thus, we only have to select the desired option from the list and press the OK button to compress the image, or all the existing ones. Of course, so that we do not get confused in a process as delicate as this, the program tries to give us a hand. We say delicate because a poor choice of compression rate would directly affect the quality of all inserted images. Therefore the aspect of the project as such could be seriously affected in a negative way.

That is why we recommend you take a look at the modes of use that are proposed as an example together with each of the compression resolutions. Also, it will never hurt to save the document or make a backup copy of it before experimenting with these changes.

Choose the right format for your presentation

On the other hand, in order to reduce the size of the file that contains the presentation, we must also save it in the correct format. What we mean by this is that it will always be more advisable to save it or convert it to PPTX instead of using the old PPT . First of all, it is important to know that the PPTX format compresses all the content of the presentation, including the photos. As you can imagine, this is something that will come in handy in this particular case to reduce the size of these files.

Thus, when we go to save the file as such, it is best to opt for the option called PowerPoint Presentation. This is the one that precisely corresponds to the PPTX. On the contrary, if we choose PowerPoint 97 2003 Presentation, it would be saved in the old PPT, so the file takes up more disk space .