6 Ways to Reduce the Size of Excel Files

Table of contents:

6 Ways to Reduce the Size of Excel Files
6 Ways to Reduce the Size of Excel Files

Video: 6 Ways to Reduce the Size of Excel Files

Video: 6 Ways to Reduce the Size of Excel Files
Video: Fastest Way to Find Desert Temples 2024, March
Anonim

This guide will teach you how to reduce the space used by a Microsoft Excel file by taking out some formatting, compressing images, and saving it in a more efficient format.

Steps

Method 1 of 6: Saving as Binary File

Reduce Size of Excel Files Step 1
Reduce Size of Excel Files Step 1

Step 1. Open a Microsoft Excel file

Double-click the green and white app with a X and then going to File and Open… in order to select the desired file.

Reduce Size of Excel Files Step 2
Reduce Size of Excel Files Step 2

Step 2. Click File

Reduce Size of Excel Files Step 3
Reduce Size of Excel Files Step 3

Step 3. Click Save As…

Reduce Size of Excel Files Step 4
Reduce Size of Excel Files Step 4

Step 4. Enter a name for the file

Reduce Size of Excel Files Step 5
Reduce Size of Excel Files Step 5

Step 5. Click on the drop-down menu "File Format:

".

Reduce Size of Excel Files Step 6
Reduce Size of Excel Files Step 6

Step 6. Click on the Binary Excel Workbook option under the "Special Formats" tab

Files saved in this format are considerably smaller than the . XLS conventional ones.

Reduce Size of Excel Files Step 7
Reduce Size of Excel Files Step 7

Step 7. Click Save

The file of the Excel smaller size will be saved to your computer.

Method 2 of 6: Removing Formatting from Empty Rows and Columns

Reduce Size of Excel Files Step 8
Reduce Size of Excel Files Step 8

Step 1. Open a Microsoft Excel file

Double-click the green and white app with a X and then going to File and Open… in order to select the desired file.

Reduce Size of Excel Files Step 9
Reduce Size of Excel Files Step 9

Step 2. Select all empty lines

To do this, click on the number of the first empty row and press and hold Ctrl+⇧ Shift+↓ (in Windows) or ⌘+⇧ Shift+↓ (in MacOS).

On most keyboards, the arrows are at the bottom right

Reduce Size of Excel Files Step 10
Reduce Size of Excel Files Step 10

Step 3. Click on the Home tab (in Windows) or in the menu Edit (on MacOS).

Reduce Size of Excel Files Step 11
Reduce Size of Excel Files Step 11

Step 4. Go to Clean

Reduce Size of Excel Files Step 12
Reduce Size of Excel Files Step 12

Step 5. Click Clear All (on Windows) or on Everything (on MacOS).

This clears all content present in cells that are not being used.

Reduce Size of Excel Files Step 13
Reduce Size of Excel Files Step 13

Step 6. Select all empty columns

To do this, click on the letter in the first column and press and hold Ctrl+⇧ Shift+→ (on Windows) or ⌘+⇧ Shift+→ (on MacOS).

On most keyboards, the arrows are located at the bottom right

Reduce Size of Excel Files Step 14
Reduce Size of Excel Files Step 14

Step 7. Click on the Home tab (in Windows) or in the menu Edit (on MacOS).

Reduce Size of Excel Files Step 15
Reduce Size of Excel Files Step 15

Step 8. Go to Clean

Reduce Size of Excel Files Step 16
Reduce Size of Excel Files Step 16

Step 9. Click Clear All (on Windows) or on Everything (on MacOS).

This clears all content present in cells that are not being used.

Method 3 of 6: Remove Conditional Formatting

Reduce Size of Excel Files Step 17
Reduce Size of Excel Files Step 17

Step 1. Open a Microsoft Excel file

Double-click the green and white app with a X and then going to File and Open… in order to select the desired file.

Reduce Size of Excel Files Step 18
Reduce Size of Excel Files Step 18

Step 2. Click on the Home tab at the top of the screen

Reduce Size of Excel Files Step 19
Reduce Size of Excel Files Step 19

Step 3. Click Conditional Formatting…

This option is found in the " Style" from the top band.

Reduce Size of Excel Files Step 20
Reduce Size of Excel Files Step 20

Step 4. Go to Clear Rules

Reduce Size of Excel Files Step 21
Reduce Size of Excel Files Step 21

Step 5. Click Clear Entire Worksheet Rules

Method 4 of 6: Removing Empty Cell Formatting in Windows

Reduce Size of Excel Files Step 22
Reduce Size of Excel Files Step 22

Step 1. Open a Microsoft Excel file

Double-click the green and white app with a X and then going to File and Open… in order to select the desired file.

Reduce Size of Excel Files Step 23
Reduce Size of Excel Files Step 23

Step 2. Click on the Home tab at the top of the screen

Reduce Size of Excel Files Step 24
Reduce Size of Excel Files Step 24

Step 3. Go to Find and Select

This option is found in the " Edition" from the top band.

Reduce Size of Excel Files Step 25
Reduce Size of Excel Files Step 25

Step 4. Click Go to…

Reduce Size of Excel Files Step 26
Reduce Size of Excel Files Step 26

Step 5. Click Special…

Reduce Size of Excel Files Step 27
Reduce Size of Excel Files Step 27

Step 6. Click on the Blank option

Reduce Size of Excel Files Step 28
Reduce Size of Excel Files Step 28

Step 7. Click OK

All empty cells in the dataset will be selected.

Reduce Size of Excel Files Step 29
Reduce Size of Excel Files Step 29

Step 8. Click Clean

This is the rubber icon.

Reduce Size of Excel Files Step 30
Reduce Size of Excel Files Step 30

Step 9. Click Clear All

Method 5 of 6: Removing Formatting from Empty Cells in MacOS

Reduce Size of Excel Files Step 31
Reduce Size of Excel Files Step 31

Step 1. Open a Microsoft Excel file

Double click the green and white app with a X and then going to File and Open… in order to select the desired file.

Reduce Size of Excel Files Step 32
Reduce Size of Excel Files Step 32

Step 2. Click Edit

This option is found in the top menu of the screen.

Reduce Size of Excel Files Step 33
Reduce Size of Excel Files Step 33

Step 3. Go to Find

Reduce Size of Excel Files Step 34
Reduce Size of Excel Files Step 34

Step 4. Click Go to…

Reduce Size of Excel Files Step 35
Reduce Size of Excel Files Step 35

Step 5. Click Special…

Reduce Size of Excel Files Step 36
Reduce Size of Excel Files Step 36

Step 6. Click on the Blank option

Reduce Size of Excel Files Step 37
Reduce Size of Excel Files Step 37

Step 7. Click OK

All empty cells in the dataset will be selected.

Reduce Size of Excel Files Step 38
Reduce Size of Excel Files Step 38

Step 8. Click Edit on the menu bar

Reduce Size of Excel Files Step 39
Reduce Size of Excel Files Step 39

Step 9. Go to Clean

Reduce Size of Excel Files Step 40
Reduce Size of Excel Files Step 40

Step 10. Click All

Method 6 of 6: Compressing Images

Reduce Size of Excel Files Step 41
Reduce Size of Excel Files Step 41

Step 1. Open a Microsoft Excel file

Double click the green and white app with a X and then going to File and Open… in order to select the desired file.

Reduce Size of Excel Files Step 42
Reduce Size of Excel Files Step 42

Step 2. Open the "Compression" dialog

For that:

  • On Windows, click on an image and then click on the " Format" and then the " Compress Images " option in the toolbar.
  • On MacOS, click " File" is on " Reduce File Size…".
Reduce Size of Excel Files Step 43
Reduce Size of Excel Files Step 43

Step 3. Click on the drop-down menu next to "Image Quality"

Reduce Size of Excel Files Step 44
Reduce Size of Excel Files Step 44

Step 4. Choose a lower image resolution

Reduce Size of Excel Files Step 45
Reduce Size of Excel Files Step 45

Step 5. Select the option "Delete cropped areas from image"

Reduce Size of Excel Files Step 46
Reduce Size of Excel Files Step 46

Step 6. Select the All images in this file option

Reduce Size of Excel Files Step 47
Reduce Size of Excel Files Step 47

Step 7. Click OK

The images in it will have been compressed and the image data outside the archive will have been erased.

Recommended: