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How to Compress Images in PowerPoint (3 Easy Ways)

By SEOAnalytics Lab · Updated · 6 min read

A presentation with many photos can easily grow to 50 MB or more. That makes it slow to open, hard to send by email and sometimes impossible to upload to a portal with a size limit. The fix is to compress the images, and you can do it in PowerPoint itself or before the pictures ever reach your slides.

This guide shows three simple ways to compress images in PowerPoint, which resolution to choose for screen, print and email, and what to do when the file is still too large.

Why is my PowerPoint file so large?

Almost always, the pictures are the reason. A photo from a modern phone is often 3 to 8 MB, and a slide only shows it at a small size. PowerPoint keeps the full picture inside the file, so ten photos can add 40 MB or more.

Compressing the pictures lowers their resolution to what the slide really needs. The slides look the same on a screen, but the file becomes much smaller.

Way 1: Use Compress Pictures in PowerPoint

  • Step 1: Select a picture. Click any picture in your presentation. The Picture Format tab appears in the ribbon.
  • Step 2: Open Compress Pictures. On the Picture Format tab, click Compress Pictures in the Adjust group.
  • Step 3: Choose the scope. Untick Apply only to this picture if you want to compress every picture in the presentation. Keep Delete cropped areas of pictures ticked to remove the parts you cut away.
  • Step 4: Choose the resolution. Pick a resolution from the list. Web (150 ppi) is a good choice for screens, and Email (96 ppi) gives the smallest file.
  • Step 5: Click OK and save. Click OK, then save the file. Check the new file size in File Explorer or Finder.

Which resolution should you choose?

  • HD (330 ppi). Best quality, only needed for large displays or high quality print.
  • Print (220 ppi). A good balance for printed handouts.
  • Web (150 ppi). The right choice for presentations shown on a screen or projector.
  • Email (96 ppi). The smallest file. Use it when you must send the presentation by email or upload it with a strict size limit.

Way 2: Change the default image quality

You can tell PowerPoint to keep pictures smaller every time you save, so you do not have to compress them by hand.

  • Step 1: Open the options. On Windows, go to File, then Options, then Advanced. On a Mac, open PowerPoint Preferences and look for the General or Save settings.
  • Step 2: Find Image Size and Quality. Scroll to the Image Size and Quality section.
  • Step 3: Set the options. Tick Discard editing data and choose a lower default resolution, such as 150 ppi. Make sure Do not compress images in file is not ticked.
  • Step 4: Save the presentation. Click OK and save the file. New pictures will follow these settings.

Way 3: Compress the pictures before you insert them

This is often the best method, because the huge originals never enter your presentation. You also keep full control over the final size of each picture.

  • Step 1: Open the Image Compressor. Open the free Image Compressor and drag your pictures into the box.
  • Step 2: Set a width. For slides, a maximum width of 1600 pixels is more than enough. For a picture that fills only a part of the slide, 1000 pixels is fine.
  • Step 3: Choose JPG and the quality. Choose JPG for photos and start at about 75 percent quality. Check the size shown for each picture.
  • Step 4: Download and insert. Download the compressed pictures and insert them into your slides with Insert, then Pictures.

More ways to make the file smaller

  • Save as JPG, not PNG. Photos saved as PNG are much larger. Use PNG only for logos and pictures with a transparent background.
  • Crop and delete the cropped areas. Cropping alone hides the extra part but keeps it in the file. Compress Pictures removes it for real.
  • Remove unused slides and media. Delete hidden slides, old versions of pictures and videos that you no longer need.
  • Avoid pasting screenshots at full size. A full screen screenshot can be several megabytes. Paste a smaller one or compress it first.
  • Keep a backup. Compression cannot be undone after you save and close the file, so keep a copy of the original presentation.

Common problems and fixes

  • The file is still too large. Lower the resolution to 96 ppi, or compress the pictures with the Image Compressor before you insert them. Videos and embedded fonts can also add a lot of size.
  • The pictures look blurry after compressing. The resolution is too low for the size on the slide. Undo the change, or use 150 ppi or 220 ppi instead of 96 ppi.
  • Compress Pictures is greyed out. You have not selected a picture. Click a picture first and the option becomes available.
  • I need the original quality back. Once saved, the lost detail cannot return. Reinsert the original picture from your backup.

Compress your pictures now

Add your pictures to the Image Compressor, set a width and a quality and watch the size until it fits your needs. Everything happens in your browser, so your pictures are never uploaded. It is free, adds no watermark and needs no signup.

Frequently asked questions

How do I compress images in PowerPoint?

Select a picture, open the Picture Format tab, click Compress Pictures, untick Apply only to this picture, choose a resolution such as Web (150 ppi) and click OK.

Does compressing pictures in PowerPoint reduce quality?

It lowers the resolution, but at 150 ppi the slides still look sharp on a screen. Choose a higher resolution if the presentation will be printed.

How can I reduce the size of a PowerPoint file for email?

Compress all pictures at 96 ppi, delete the cropped areas, remove unused slides and save the pictures as JPG. You can also shrink the pictures with an online compressor before inserting them.

Can I compress images before putting them in PowerPoint?

Yes, and it is often the best way. Compress them with the Image Compressor, then insert the smaller files into your slides.

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