Compressing a Word document or PowerPoint presentation will allow you to significantly reduce the file size and allow you to manage it more efficiently.
When you compress it, you can send it much faster via email, it saves space on your device and even helps you upload it to cloud storage platforms without any problems.
But if you don’t know how to do it, in this article you will find a simple guide so you can learn how to compress your Word or PowerPoint files without having to use additional programs.
Steps to compress any file
To compress a Word document or PowerPoint presentation and reduce its size, follow these steps:
-The first thing you should do is check the current size of the document to see if it needs to be compressed.
-To do this, find the document or presentation on your computer and open it. Go to the top toolbar and click on “File.”
-A window will open with information about the file, and on the right side you will see a block with the properties, where the size of the document is shown.
-You can also check the size by right-clicking on the file and selecting “Properties”. There you will see the size it occupies on your HDD or SSD hard drive.
-To compress easily, it is best to disable font integration in the project, which will make the file lighter. Don’t worry, making this adjustment will not affect the content or formats applied in your work.
-Go to the “File” option at the top of the document and click “Options.”
-In the window that opens, find the “Save” section and select it.
-At the bottom of the list of functions, you will find the “Maintain fidelity when sharing this document” menu.
-Uncheck the “Embed fonts in file” option and that’s it, this will reduce the file size.
How to compress all images in a document
Another way to reduce the size of your file is to compress all the images in the document without having to use any additional software. Just follow these simple steps:
-Open the Word or PowerPoint document you want to work with.
-Press the F12 key on your keyboard and the “Save As” tools menu will open.
-In that window, look for the “Tools” option and click on it.
-Then, select “Compress images.”
-A list of options will appear, select “Email (96 ppi): Minimize the size of documents for sharing.”
– Click “OK” and wait for the system to do the work of compressing the images in the file.
-Please note that this process will not affect the quality of the document, and once finished you will be able to save it in a folder or network drive that you have created with a smaller size than it had initially.
