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How to Compress PowerPoint Presentations in 2019 : The Complete Guide For Mac and Windows

Imagine this – it’s late at night and you’re finishing up your last few slides for your big presentation tomorrow. You’ve done your final check and your pitch deck is all ready to be sent out. You are finally satisfied with how it looks and click the send button.

To your horror, the email bounces back.

Why? Large attachments are one of the most common causes for bounced emails that never reach their intended recipient. These huge files can cause difficulties in sending out emails or even online uploading in a tense, urgent situation. Especially in corporate organizations, email filters tend to block large attachments for security’s sake. More than 80% of the time, the cause of the file-bulk are the large images that you insert in PowerPoint or your export format of choice.

“But… if I don’t include images, my presentation is going to look boring and ugly”

You’re not wrong there. We encourage our clients and even presentation skills training learners to use more visuals and images in their presentations. If you still want to include some images to ensure your presentation design looks great, what do you do? Worse, in plenty of PowerPoint training courses in the market, few actually teach you different ways to compress your PowerPoint files before sending as an attachment via email or only cover it on Windows or OSX.

Fear not, here’s how you can reduce the size of your PowerPoint file and save space.

This also ensures that your presentation/PowerPoint files reach their intended recipient.

How to Compress PowerPoint (.PPT) Files On Apple OSX Machines

If you own a Mac but still need to use PowerPoint for work, you’re in luck. There are a few ways of compressing PowerPoint files to fit your file limit in organisations with email filters so you won’t need to use file-sharing services like DropBox or Wetransfer.

HOW TO COMPRESS POWERPOINT ON MAC OSX

Method One : Compressing All photos on PowerPoint

More often than not, PowerPoint balloons in size because of the high-resolution stock photography that you might include in your presentation. Thankfully, there’s an easy way to quickly compress these files across the whole file or singular files in PowerPoint.

How To Compress All Photos/Images On PowerPoint

Step 1: On the file menu, click “reduce compress pictures”
Step 2: Select your compression size according to the table”

Unless you’re intending to print the PowerPoint file, you shouldn’t have photos sized at 220ppi. We’ve found that the best setting in most cases is 150ppi – such that it preserves minimal quality for use. If you’re really in the need of smaller sizes, using 96ppi is your last resort.

Step 3: Select ‘Delete Cropped Area’
Step 4: Choose “all pictures in this file” and Click “Ok” ‘

You’ll have the option to either compress all images or only selected ones. If you have critical images that cannot be downsampled, choose the latter.

HOW TO COMPRESS POWERPOINT ON MAC OSX

Method Two : Using Picture Format

A more surgical selection of which pictures you’d like to resize in your PowerPoint Presentation. Do note that this is, in fact, the same method of compressing the images but gives you more control as to which photos you want to compress and leave the ones you don’t want to in higher resolution.

How To Compress PowerPoint using picture format

1. Select the “Picture Format” tab when selecting one or a few images

compressing powerpoint, reducing file size, compress ppt

2. Click on the Adjust button
compressing powerpoint, reducing file size, compress ppt

3. Select Compress Pictures
compressing powerpoint, reducing file size, compress ppt

4. Select your compression size according to the table
compressing powerpoint, reducing file size, compress ppt

5. Select “delete cropped area”
compressing powerpoint, reducing file size, compress ppt

6. Choose “all pictures in this file”

7. Click “Ok”
compressing powerpoint, reducing file size, compress ppt

Alternatively, if you wish to be selective about the photos being compressed, PowerPoint provides another option to compress only specific images. Under steps 4 and 6 respectively, you will be able to choose between the option of all pictures or just a selective few. However, if you wish to retain the size of the slides and still send it to people, you can consider zipping the file. Most of the time, people choose this option in order to keep the resolution at its highest without compromising it.

HOW TO COMPRESS POWERPOINT ON MAC OSX

Method Three : Compressing Images Before Inserting into PowerPoint To Preserve Small Size

A more surgical selection of which pictures you’d like to resize in your PowerPoint Presentation. Do note that this is, in fact, the same method of compressing the images but gives you more control as to which photos you want to compress and leave the ones you don’t want to in higher resolution.

Image Compression Method 1: Reduce the size of images losslessly using browser applications

Tools like Tinyjpeg, Tinypng and Smallpdf are great to reduce the size of your files without installing any additional applications on your machine.

Image Compression Method 2: Optimize the dimensions of your presentation images before inserting into PowerPoint

This step is most commonly overlooked by most executives simply because it’s pretty tedious. It involves ‘pre-cropping’ the images you plan to insert into your presentation even before you try any of the methods before this. a) The first step is to determine the max dimensions of your slide. You can do this by accessing the ‘slide size’ in the ‘design’ tab.

compressing powerpoint, reducing file size, compress ppt

b) Enter ‘Page Setup’ when navigating into ‘Slide Size’ to identify the dimensions of each slide. If you’re using any of the typical slide dimensions like Standard (4:3) or Widescreen (16:9), typically the safe dimension is 1024px x 768px and 1280px 720px respectively. c) The very next step is to start cropping the images to fit within the slide dimensions. For example, if your image is 3000px x 2000px, cropping it down to size will save you a lot of space. Using sites like https://imageresize.org/, you can quickly resize images to fit your slide canvas. At the same time, if you’re using raster editing programs like Adobe Photoshop, you can easily reduce the dimensions of your images before saving. Otherwise, site-based tools work too.

HOW TO COMPRESS POWERPOINT ON MAC OSX

Method Four : Zipping Up Files To Compress Size Of PowerPoint

This method is best performed at the end and works regardless of whether you actually compressed the images prior or not. It doesn’t do much other than reduce the size of the single file or a combination of files in a .zip package to send via email.

How To Compress PowerPoint by zipping the file

Step 1: Right-click on selected PowerPoint file and select ‘Compress’
Step 2: You should see a ‘.zip’ file created in the location

Just like that, your file archive is ready to be sent out! Not a Mac user? Fret not! While we do most of our work on MacBooks, we occasionally use other laptops under the Windows operating system as well. For Windows users, the way to reduce file size for Powerpoint presentations can be a little different but follow the steps below and you’re on your way.

How to Compress PowerPoint Files (.PPT) On Windows OS Machines

PowerPoint was developed originally mainly for Windows users – it’s no surprise that many Windows users are also looking to compress their presentations and may run into brick walls during the process.

HOW TO COMPRESS POWERPOINT ON WINDOWS OS

Method One : Compress Images In Picture Format

The approach here to compress your PowerPoint file is very similar to the way it’s done in Mac where you can compress all the images in PowerPoint files with just a few clicks.

How To Compress windows powerpoint using picture format

1. Select an image or picture in the slides

2. Click the Picture Tools tab on the top ribbon

compressing powerpoint, reducing file size, compress ppt

3. Next, select the Format tab

4. Under the adjust segment, click on the Compress icon

compressing powerpoint, reducing file size, compress ppt

compressing powerpoint, reducing file size, compress ppt

5. Select your preferred compression size

compressing powerpoint, reducing file size, compress ppt

6. Select “delete cropped area”

7. Choose “all pictures in this file”

8. Click “Ok”

That’s it! Notice the big difference in size? Now, you’ll be able to send out the emails without worrying about large attachments bogging you down. These handy ways to cut down on file size have been a lifesaver for us at work, and we surely hope they’ll be helpful for you as well. Let us know if you have discovered other methods in the comments section below!

Clicker Review: Logitech Spotlight Wireless Presenter

Say hello to a whole new method of doing your presentation with Logitech Spotlight wireless presenter. Unlike your traditional laser pointer, this new technology allows you to highlight your key points with a “spotlight” that highlights an area of emphasis on your screen. The buttons are perfectly positioned for use, so you’ll never have to experience the anxiety of fumbling with an awkwardly positioned button on your wireless presenter. Everything about this pointer spells sleekness, minimalism and ergonomic design.

Naturally, at the office, we’re all ecstatic about getting to try it as presentation professionals. But with a hefty price tag, is it worth it?

Well, here is our official HighSpark review:

When I first held it, I couldn’t help but notice how light and simple it was. With only three buttons and a USB dongle inserted at one end, the Logitech Spotlight does away with distracting switches, panels and buttons characteristic of other pointers and presenter remotes in the market.The lightweight pointer measures only 0.48 x 1.10 x 1.59 in. and is portable enough to be taken anywhere for any presentation. It also comes in three different colours – black, silver and gold. The smooth, brushed metal surface was reminiscent of the time I first held my Macbook in my arms. The remote feels sturdy enough that it won’t spoil if you drop it during use and light enough that it won’t tire the presenter out.

Charging the presenter remote

This remote can hold a really mean charge. On a one-minute charge, the Logitech Spotlight presenter remote can last for up to 3-hours! It works with any universal micro-USB charging wire so if you’re on Android, you can use the same wire! There’s a jack right below the presenter remote that allows you to fit your wires into the sleek body of the remote without any need to change batteries every time it runs out of juice. The only gripe I had with this is because the wire insertion point is buried deep into the base of the remote – it’s a little cumbersome to insert the charger wire inside the body.

Setting Up The Logitech Spotlight Presenter

Setting up was a no-brainer. To link up your laptop with the pointer, simply download the app from the official website, insert the dongle and you’re good to go. The Logitech Spotlight can be connected to both laptops and mobile phones via Bluetooth or USB Type C. For some extra help on using the pointer, an intuitive tutorial is available to guide you through the process of setting up and mastering all its functions. That being said, previous editions of Logitech’s presenter remotes don’t require special software. So if you’re not keen on installing the plugin before using the remote, this presenter remote might not be for you.

Wireless Presenter Functions

Once the initial setup is done, the fun begins. The new Logitech Spotlight takes pride in the level of customization made available to its users and puts the ‘fun’ in ‘functional’. You now have the power to decide the controls of the three buttons – the pointer, next button and back button.

Customize Keystrokes

The Spotlight’s app provides multiple customization options to create that perfect user experience. For example, holding on to the next button could lead you to a blank screen, volume control or even a customized keystroke. By eliminating extra actions needed to achieve certain results, it brings you closer to a seamless presentation.

Spotlight

Just like its name suggests, the Logitech Spotlight’s star feature is its spotlight function. This function enables you to draws your audience’s attention to a specific area of focus using a round “spotlight” against a darkened background. Now, you are able to bring your viewers through your presentation and highlight important points without losing their focus. With the help of the app, you are also able to customize the spotlight’s features to include coloured highlights, or even magnify information within the area of focus. Depending on your personal preference and the type of presentation you’re giving, you can afford to make some quick customizations to make the pointer cursor fit your own style.

Timer

In addition to the spotlight function, the pointer also comes with a timer – a lifesaver for all presenters who find it challenging to keep an eye on the clock during their presentations. Not only will the device count down the remaining time you have for your presentation, it can also send you a vibration alert when the time is almost up. All the alerts can be adjusted through the app to ensure that you never overrun your presentations again.

Using Logitech Spotlight at Work

 

My colleague and I decided to give the Logitech Spotlight a go at our presentation design workshop for DBS Bank a couple of weeks ago. During the workshop, we covered multiple topics, from graphs to typography, and the pointer definitely helped in bringing across the highlighted information more powerfully. Unsurprisingly, the Spotlight remote stole the show – our participants were impressed by the technology and many approached us with queries on how they could get their hands on one as well. Being presenters themselves, problems such as getting the audience to focus on key points or needing to zoom into specific data were familiar challenges they had to deal with for almost every presentation. With the Logitech Spotlight, these problems can easily be solved without too much work.

We also had our sales trainer David King test it out during his latest sales training course too! Naturally, he found it to be a breath of fresh air versus conventional wireless presenter remotes.

david using logitech spotlight wireless presenter

That said, the only drawback was that he had to take a good 10 minutes to download the plugin, install the software and get up to speed on how to use the remote for the first time. After that, it was smooth sailing!

Overall Thoughts On The Spotlight Presenter Remote

Using the pointer has been a breeze so far. For my first presentation, I glided through with minimal time wastage and barely any technical trouble when using the remote. Plus, the Logitech Spotlight is also compatible with most types of presentation software, including PowerPoint, Keynote, Prezi and even Google Slides, which makes it a handy tool for most presenters, including myself as I like to dabble with different software.

However, at the price of $128, the Logitech Spotlight can be considered to be a little pricey as compared to other pointers available in the market. If you are a student or an occasional presenter, this might not be the best option for you if you’re on a budget. But if you’re a public speaker or sales professional who depends on delivering effective and powerful presentations it for a living, I would say it is a pretty good investment in your business. After all, the Logitech Spotlight’s ease of use and high functionality makes it the perfect companion for any presenter looking to achieve a seamless, impressive presentation.

Here’s a quick summary of what’s great about the Logitech Spotlight Presenter Remote:

Pros:

  • Easy to setup
  • Durable and great to hold
  • Very useful proprietary highlight function that increases the effectiveness of your presentations
  • Vibrates when time is almost up
  • Ability to customize keystrokes to the buttons
  • No-frills design to avoid any fumbling during your presentations
  • Really great battery life and no need for AAA batteries
  • Works on numerous types of software

Cons:

  • Need to install software before use
  • It’s a little pricey
  • Switching between functions is a tad bit difficult with a single function
  • Vibration takes awhile to get used to.
  • Highlight function might be distracting if over-used
  • Charging point is a little too deep into the remote that makes it hard to insert the USB

 

logitech spotlight wireless presenter high-res shot with dslr with bokeh

Did you manage to get a chance to try the remote? How did you find it? Leave us a comment!