To compress pictures in PowerPoint, select any picture, go to Picture Format > Compress Pictures, untick Apply only to this picture, tick Delete cropped areas of pictures, choose a resolution such as Web (150 ppi), and select OK. Every picture in the presentation is shrunk, which can cut the file size by half or more. Save the file afterwards to see the new size.
Applies to: PowerPoint for Microsoft 365, PowerPoint 2024, 2021, 2019 and 2016 on Windows and Mac. Last reviewed October 8, 2026.
Step-by-step (Windows)
- Save a copy of the presentation first. Compression can’t be undone after you save and close.
- Click any picture on any slide.
- Go to the Picture Format tab and select Compress Pictures in the Adjust group. It’s the small icon with arrows at the corners.
- Untick Apply only to this picture so every picture is compressed.
- Tick Delete cropped areas of pictures. PowerPoint keeps the hidden parts of cropped pictures until you do this.
- Choose a Resolution:
- HD (330 ppi) or Print (220 ppi): for printed handouts or large, high-resolution screens.
- Web (150 ppi): good for projectors, screens and sharing.
- E-mail (96 ppi): smallest files, fine for viewing on a laptop.
- Select OK, then save with Ctrl+S.
On a Mac
- Select a picture and go to Picture Format > Compress Pictures, or use File > Reduce File Size.
- Choose Picture Quality, tick Remove cropped picture areas, and select All pictures in this file.
- Select OK and save.
Compress pictures automatically
- Go to File > Options > Advanced.
- Under Image Size and Quality, make sure Do not compress images in file is unticked.
- Set Default resolution to 150 ppi or 220 ppi.
- Tick Discard editing data to drop the original copy PowerPoint keeps for undoing picture edits.
Choose the presentation in the drop-down next to Image Size and Quality to apply it to this file, or All New Documents.
Other things that make presentations big
- Videos and audio: go to File > Info > Compress Media and choose Standard (480p) or HD (720p).
- Embedded fonts: in File > Options > Save, untick Embed fonts in the file if recipients have the same fonts, or choose to embed only the characters used.
- Embedded Excel or Word objects: these carry the whole file. Paste a picture or a linked chart instead; see how to insert an Excel table into PowerPoint.
- Unused slide layouts: large master layouts with background images add size. Delete layouts you don’t use in View > Slide Master.
Check the file size
Go to File > Info and look at Size under Properties, or check the file in File Explorer. The size only drops after you save.
Troubleshooting
Compress Pictures is greyed out
You’ve selected a shape, icon or SVG graphic rather than a photo, or the file is in Protected View. Select a photo and enable editing.
The file barely got smaller
The size is probably coming from video, fonts or embedded objects. Check the list above.
Pictures look blurry after compressing
Undo before saving, or replace the picture and use a higher resolution. Pictures cropped heavily or zoomed in on a slide need more ppi to stay sharp.
Frequently asked questions
Can I undo compression?
Only with Ctrl+Z before saving. After saving, the removed detail is gone, which is why it’s worth keeping an original copy.
Does compressing affect pictures I’ve cut out or edited?
With Discard editing data, you can no longer reset those edits. See how to cut out part of a picture in PowerPoint.
What size should a presentation be for email?
Most email services limit attachments to about 20 to 25 MB. If you’re still over, share it from OneDrive instead. For a hands-free kiosk show, see how to loop a PowerPoint presentation.
Related: how to duplicate a slide in PowerPoint.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.