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HOW DO I COMPRESS 2008 POWERPOINT FILES SO I CAN EMAIL THEM?

26216 Views 26 Replies Latest reply: Oct 8, 2013 1:46 PM by Gary Scotland RSS
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drcdesign Level 1 Level 1 (0 points)
Currently Being Moderated
Feb 27, 2011 3:36 PM
Hi. I am new to Power Point. I spent all day making a presentation, but I was using scanned images and digital images, which I know now are very large. No one warned me to compress the files before I inserted them, so I didn't. Now, the file is too large to send via email. I have been looking for information online about how to compress the files and cant find any answers.

The 2007 version seemed to have a "compress pictures" button on the tools menu. On the 2008 version, there is no tools menu and no compress pictures button. (There is one actually in the save as menu but it doesn't compress the file at all!)

I am at a complete loss and very frustrated. I am terrible with computers. Can anyone please give me advice on what to do to solve this problem? I need it for an interview Thur!

Thank you.
MacBook, Mac OS X (10.5.8)
  • Templeton Peck Level 9 Level 9 (57,680 points)
    Right-click on the files and choose "Compress" or "Create Archive"

    If you have specific questions about PowerPoint, post your quesiton on Microsoft's own forums for their Mac software. Apple Discussions only provide support for Apple products: http://www.officeformac.com/productforums
    iMac 2.66Ghz, 2.66Ghz MacBook Pro, iPhone 4, Mac OS X (10.6.5)
  • binger Level 1 Level 1 (0 points)

    I had the same problem, followed the link to the horrible M****soft forum, read the following:

    <<Embedded pictures are the common cause for large PowerPoint files. Office for Mac 2008’s PowerPoint has a built-in tool that can compress your embedded images and shrink your PowerPoint file:

     

    1. With PowerPoint open, click PowerPoint on the menu bar at the top of the screen and choose Preferences...
    2. Choose the Save tab
    3. At the bottom of the window, check the box for "Compress graphics files". This will automatically compress all graphics in your PPT files.>>

    ..followed the instructions and nothing happened. Tried to leave a scathing reply about nothing happening, was asked to sign up to MSN, stopped that process when I saw that I was giving the right to send me promotional emails... yuk!

    soo, did you find a solution to your compressing question?

    thanks

    Hugh

  • Texas Mac Man Level 8 Level 8 (44,220 points)

    I use the freeware YumuZip to compress files. http://www.yellowmug.com/yemuzip/ Try it. May not be sufficient for you.

     

    How large is the current file, and how much do you need to compress it?

     

     Cheers, Tom

     G4 1.25HGz MDD, PB 12" G4 1.5GHz, Mac OS X (10.5.8), (10.4.11, 9.2.2) iSight,iPad2 
  • binger Level 1 Level 1 (0 points)

    Thanks Tom, I'll try that. The powerpoint file is 23.9 MB, and I'd like to send it as an attachment to an email, so max 5MB ideally

    Hugh

  • binger Level 1 Level 1 (0 points)

    Hmm, tried the Yemuzip, and got the file size down to 23.7 MB!!

    Cheers

    Hugh

  • Texas Mac Man Level 8 Level 8 (44,220 points)

    I don't think that any compression method will reduce the PPT file size from 23.9MB to 5MB. You are going to have to greatly reduce the individual pic file sizes befor you transfer them to the PPT. What graphics app(s) do you have to reduce the file sizes? The basic problem is that JPG files, by their nature, are already compressed.

     

    How many pics are you using & what is the approximate file size of an individual pic?

     

     Cheers, Tom

  • steve626 Level 4 Level 4 (1,395 points)

    Here's how to compress the file. Powerpoint 2011 (Mac) or Powerpoint 2010 (PC) have the option to compress the file. On the Mac, it's under the File menu, "Reduce file size ..." option. You need to find someone with a computer running the latest Powerpoint (2011 or 2010). Have them open and compress your file, then save it in the 2008/2007 compatible format with "File-Save As" so you can continue to make use of the file with your older powerpoint version.

     

    My daughter had a presentation that was over 500 MB in size due to numerous large photos and graphics included. With the above method, we reduced it to 2.5 MB, x200 times smaller (admittedly this is an extreme example). On the screen and also printed, the quality was virtually the same.

  • binger Level 1 Level 1 (0 points)

    Thanks Tom,

    there are 61 slides, between 1 and 3 images in each, probably a couple of MB each.

    For next time, is there a maximum image file size to aim for, to keep the size down and still ensure good qauality when projecting, as well as viewing/sharing on a laptop screen?

    Thanks

    Hugh

  • binger Level 1 Level 1 (0 points)

    That's helpful Steve, especially the dramatic reduction in file size and the apparent zero loss of image quality.

    I wonder if there's any other reason to spend £82 on upgrading to office suite 2011?

    Hugh

  • Texas Mac Man Level 8 Level 8 (44,220 points)

    Here's a possible solution to try. NeoOffice is a full office suite (word processor, presentation, spreadsheet) equivalent to Microsoft Office. Best of all it's free. Download the version for your Mac/OS at http://www.neooffice.org/neojava/en/download.php

     

    Open your current PPT using NeoOffice. Then do an Export as PDF. Then you will be presented several options for compression. You can experiment to get the file down to your desired level. I hope it works for you.

     

     Cheers, Tom

  • daytrader Level 1 Level 1 (0 points)

    This is amazing.  I'm having the same problem.  Mac Powerpoint 2008 can't compress the pictures like the Win Powerpoint 2003 and Win Powerpoint 2010 versions I was using at work can.  I searched all over, and all the options under prefernces>save>graphics files do absolutly nothing.  This is absolutely unbelievable.

  • Templeton Peck Level 9 Level 9 (57,680 points)

    daytrader wrote:

     

    This is amazing.  I'm having the same problem.  Mac Powerpoint 2008 can't compress the pictures like the Win Powerpoint 2003 and Win Powerpoint 2010 versions I was using at work can.  I searched all over, and all the options under prefernces>save>graphics files do absolutly nothing.  This is absolutely unbelievable.

     

    But why are you posting here about it?  Your issue is with Microsoft software and Apple Communities only provide support for Apple products.  Post your question on the MS Mac forums:  http://answers.microsoft.com/en-us/mac

  • daytrader Level 1 Level 1 (0 points)

    The reason I'm replying here is that I've spent 3 hours trying to compress my pictures in Powerpoint 2008.  Everwhere I looked on the web, including Microsofts own site, said to do the preferences>save>graphics options.

     

    Well, that does not work, its some sort of glitch.  If there was a post somewhere that said don't waste your time it doesn't work, it woudl have saved me much aggravation.

     

    So, to answer your question, I hope to save someone else the aggravation of thinking they are doing something wrong, when in fact its an issue with the software and not the user.

     

    Regards.

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