PowerPoint Optimize Presentations For Sharing

Optimizing Images

Your audience can only do so much. It is up to you the designer to deliver a presentation that is optimized and  robust enough to be emailed downloaded or printed if you plan to share with your audience.

After adding images to your PowerPoint presentation, your PowerPoint file (PPT) may become very large. For example, I have one PPT of three slides and five pictures that is over six megabytes! Such files are unwieldy, especially for sending via email.. Email attachments are typically encoded in a format that makes binary files expand. That six megabyte PowerPoint becomes ten megabytes when sent as an attachment.

When you add pictures to PowerPoint, they are stored in an unutilized format. For example, if you crop a picture, the parts that were cropped are still taking up space (so you can un-crop later if needed). If the picture is at high resolution, then the fine details remain regardless of how the picture is reduced in height and width. For example, you might add a picture from a four mega pixel digital camera that is 2000 by 2000 pixels in size. If you resize this to a 1 inch square in the PowerPoint slide, the resolution will be 2000 dots per inch (dpi)! By comparison, recommended print resolution is 200 dpi while screen resolution is only 96 dpi.

For typical print or screen viewing, you can remove the fine detail and cropped parts of the pictures to reduce the file size. PowerPoint 2003 (or 2007) has a built-in feature to compress the pictures in a presentation. Also do not embed pictures that are of a BMP format . BMP files do not compress use Jpg or gif files formats instead  To compress pictures, follow these simple steps:

Once the picture is inserted in the Presentation then click the Compress Pictures option under Format > Picture Tools

.compress Pic PowerPoint 2010

Now be sure to check the Delete cropped areas of pictures option to reduce the overall size of the presentation. Also select the appropriate target output.

Compress PowerPoint 2010

The six megabyte file I described above becomes 200 KB when pictures are compressed for the web, and 500 KB when compressed for printing. That represents an order of magnitude reduction in file size. Remember, by compressing the presentation, you lose the cropped parts of the pictures and the fine detail of the pictures. If you need those again, make sure to save the original presentation or the original pictures.


Optimize Printing

PowerPoint files don't always print the way they look on-screen. About 30% of PowerPoint files encounter problems when moved from one computer to another -- graphics disappear or misprint, text and labels shift position, Greek letters vanish. or the printer output is nothing but error codes.  To further complicate matters you may find the MAC or Linux users can print or download your PowerPoint presentations because they may not have a compatible application to view PPT files.  Saving your power point presentation to another file in a PDF format can greatly increase the success of sharing your document with other. 

  1. Click the Microsoft Office ButtonButton image, point to the arrow next to Save As, and then click PDF or XPS.
  2. In the File name list, type or select a name for the presentation.
  3. In the Save as type list, click PDF.
  4. If you want to open the file immediately after saving it, select the Open file after publishing check box. This check box is available only if you have a PDF reader installed on your computer.
  5. Next to Optimize for, do one of the following, depending on whether file size or print quality is more important to you:
    • If the presentation requires high print quality, click Standard (publishing online and printing).
    • If the print quality is less important than file size, click Minimum size (publishing online).
  6. To specify various options for the file, click Options. (Find links to more information on these options in the See Also section.) Click OK.
  7. Click Publish.

If you want to make changes to the PDF after saving it, return to your original 2007 Microsoft Office system file in which you created it and save the file as PDF again.

Remember Creating the document is only have of the Job. The other half is sharing it.