How to compress images in PowerPoint

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How to compress images in PowerPoint – Guide

Microsoft PowerPoint is an application that comes as part of the Microsoft Office suite. It is used to create personal and professional presentations. The following are some key points to remember about developing and getting started with Microsoft PowerPoint.

Robert Gaskins and Dennis Austin designed the application at Forethought, Inc., a software company. It was first released on April 20, 1987 and Microsoft bought it three months later. It is a presentation-based program that incorporates graphics, videos, and other multimedia elements to make a presentation more interactive and engaging. “.ppt” is the file extension for a saved Powerpoint presentation. PPT stands for PowerPoint presentation, which includes slides and other elements.

Microsoft PowerPoint is a professional presentation program that allows users to create “presentation slides” that can be displayed on a computer screen using a projector. When learning PowerPoint, you should focus on three main elements of the Microsoft PowerPoint window. Microsoft Office Button, Quick Access Toolbar and Ribbon are three such features.

Compress Images Using Compress Images on the Ribbon

One of the most common ways to reduce file size is to compress one or all of the images in the PowerPoint file using Compress Images. You can try this one image at a time to make sure you’re happy with the result after compression.

To compress an image:

In Normal View, display the slide with the image or image you want to compress. You cannot compress shapes that draw in PowerPoint.

Select the image or image on the slide. You can Shift-click multiple images if they are on the same slide.

Click the Format tab of Picture Tools or Picture Format on the Ribbon.

In the Adjust group, click Compress Images. A dialog box appears.

Select the Apply to this image only check box if you want to compress only the current image, or clear this option if you want to compress all images in the presentation.

Select the check box to Delete cropped areas from images if you have cropped images and want to permanently delete the areas you removed through cropping.

Choose the desired document resolution.

Click OK.

PowerPoint Image Compression dialog box to compress one or more images on a slide.

Select the destination output resolution most appropriate for the way you want to use the file. Select Email (96 ppi) for maximum compression. Use Web (150 ppi) if you plan on posting your presentation online or designing it. Choose Print (220 ppi) if you want to print. HD options (such as 330 ppi) are available in newer versions for high definition displays.

If an image has already been compressed, higher resolution compression options may not be available. For example, if you saved a presentation and the default compression of 220 ppi in the PowerPoint options is set, you will not be able to compress an image again using 330 ppi (HD). Use Document Resolution refers to the resolution specified in the set Up Slideshow settings on the Slideshow tab. Typically, this resolution is the same as your computer screen.

Images downloaded from the Internet may already be compressed, so higher resolution compression options may not be available for an image. Also, while PowerPoint allows you to specify compression settings for CMYK images, it will not actually compress them. Don’t forget to check the images in the slide master view (click the View tab on the ribbon and click Slide Master) as you can also compress these images.

Compress Images When Saving a PowerPoint File

You can also compress all images when saving a PowerPoint file. To save a PowerPoint file and compress images:

Click the File tab on the Ribbon.

Choose Save As. If necessary, click Options or More Options. A dialog box appears.

Browse to the desired location and name the file a different name (such as OurServices2).

Click Tools. A drop-down menu is displayed.

Click Compress Images. A dialog box appears.

Select the desired resolution.

Click OK.

Click Save.

Change default compression settings in PowerPoint Options

PowerPoint compresses images by default based on the settings in PowerPoint Options. If you set the default to a lower resolution, this should reduce the file size. It is important to note that the compression settings are applied when you save the PowerPoint presentation and only for the current file. To change automatic compression settings:

Click the File tab on the Ribbon.

Click Options. A dialog box appears.

In the categories on the left, click Advanced.

In the image size and quality settings, choose an option for default resolution. If you disable compression completely, the file size will not be compressed.

click OK

Higher resolution options are not available in older versions of PowerPoint. You can change the automatic image compression for the current file only, so it is best to change the compression settings when creating a PowerPoint file for the first time.

Insert images instead of copying and pasting

It is better to insert images rather than copy and paste (or drag and drop) into the PowerPoint file. When you copy and paste (or drag and drop) an image into a presentation, it can lose compression, change the file type, and also bring in other data that can increase the file size. To insert an image into a PowerPoint slide:

In normal view, display the slide where you want to insert an image.

Click the Insert tab on the Ribbon and click Images (2013 and later) or Image (2010). You can also click the Images or Image icon in a placeholder on a slide. A dialog box appears.

Navigate to the image location.

Select the image and click Insert or double-click the image.

You also have the option to link to an image file by clicking the arrow next to Insert in the Insert Image dialog box and choosing Link to File. However, the image is not actually “inside” the file (which reduces the file size) and if you email the document, the images will not be included. If you use this strategy, it’s best to copy the image to the same folder as the PowerPoint presentation and take the entire folder with you when you deliver the presentation.

Use image files at a lower resolution

It is better to insert images in smaller sizes to reduce the size of PowerPoint files. For example, if you are uploading images from a stock photography website, select the lowest possible resolution at the desired quality level. Are you taking pictures with a phone, save or upload images at a lower resolution, and insert the lower resolution images into your PowerPoint decks. You can also open an image in an image editing program (such as Microsoft Picture Manager or Adobe Photoshop) and save it at a lower resolution.

Convert images to a different file type

You can save images in PowerPoint, delete them and reinsert them in the PowerPoint file. For example, you can save a TIFF (Tagged Image File Format) image as JPG (Joint Photographic Experts Group) or PNG (Portable Network Graphics) and reduce the image size.

To save an image in a different format and reinsert it into PowerPoint:

Right-click on the image. A drop-down menu is displayed.

Select Save as Image. 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 like JPG or PNG (PNG supports transparent backgrounds).

Click Save.

In the PowerPoint presentation, delete the original image.

Click Insert and then click Image(s).

Navigate to the location with the image you saved.

Double click on the image.

Save a copy of images with image effects

When you apply image effects, including artistic effects, to an image, PowerPoint keeps two copies of the image (the original and a copy with the image effects). This allows the user to reset the image, but can significantly increase the file size. Compressing images also typically has no effect on images to which you have applied artistic effects. If you have applied image effects (such as blur) to an image, you can reduce the file size using the following method:

Right-click the image with the image effect(s). A drop-down menu is displayed.

Select Save as Image. A dialog box appears.

Navigate to the folder where you want to save the image.

Enter a name and select a file type (such as JPG or PNG).

Click Save.

In the PowerPoint presentation, delete the image with the image effects.

Click Insert and then click Image(s).

Navigate to the location with the image you saved with the artistic effect.

Double click on the image.

Replace 3D models with 2D alternatives

In PowerPoint 365, you can insert 3D models that can be very large. Although 3D models are not inserted as figures, but as 3D models, they are images. A template we entered took up 17 MB of space. You cannot compress 3D models like other types of images, so you may need to delete them or use an image if file size is an issue.

To replace a 3D model with a 2D image:

Right-click the 3D model. A drop-down menu is displayed.

Select Save as Image. A dialog box appears.

Navigate to the folder where you want to save the image.

Enter a name and select a file type (such as JPG or PNG).

Click Save.

In the PowerPoint presentation, delete the 3D model.

Click Insert and then click Image(s).

Navigate to the location with the image you saved.

Double click on the image.

The 3D model is on the left and the image on the right was saved as a PNG file and then inserted back into PowerPoint. You also have the alternative of cutting out the 3D model and pasting it back onto the slide as an image.

To replace a 3D model with a 2D image by cutting and pasting:

Click on the 3D model.

Press Ctrl + X to cut it.

Press Ctrl + Alt + V. The Paste Special dialog box appears.

Click on an image format (such as JPG, PNG or Advanced Metafile). Click OK.

If you use either method, you will lose 3D functionality, so you may want to store a copy of the 3D model in another file (or a copy of the file).

Discard edit data

You can also discard the image copy that PowerPoint retains if you want to reset an image. To discard edit data:

Click the File tab on the Ribbon.

Click Options. A dialog box appears.

In the categories on the left, click Advanced.

In the image size and quality settings, select Discard edit data.

Click OK.

This setting is only applied to the current performance.

link to images

If you’re creating presentations for a conference, large company event, or social event (like graduation) with hundreds of photos, you can link the image files instead of copying them into your presentation. If you copy hundreds of images into a presentation, PowerPoint may crash if it reaches the Office memory limit, so consider linking.

To link photos:

Click the Insert tab on the Ribbon.

Click Image(s).

Navigate to the image location.

Click on the image. A dialog box appears.

In the lower right corner of the dialog box, click the arrow next to Insert.

Select Link to file.

Repeat for other photos.

If you choose to link to images, it’s a good idea to keep the images in a folder in the same folder as the presentation, and then copy the entire folder if you’re going to present on another device.

Final note

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