How to Reduce Size of Excel Files

This updated guide examines How to Reduce Size of Excel Files and organizes the essential facts, background, and practical takeaways in clear American English.

Part 1

Saving as a Binary File

1. Open a Microsoft Excel file. Do so by double-clicking on the green and white app with an X , then clicking on File and Open... , and selecting the file.
2. ClickFile.
3. ClickSave As….
4. Type a file name.
5. Click the"File Format:" drop-down.
6. ClickExcel Binary Workbookunder"Specialty Formats." Files saved in this format are considerably smaller than standard.xls files.
7. ClickSave. The smaller Excel file will be saved on your computer.

Part 2

Removing Formatting from Empty Rows and Columns

1. Open a Microsoft Excel file. Do so by double-clicking on the green and white app with an X , then clicking on File and Open... , and selecting the file.
2. Select all empty rows. To do so, click on the first empty row number, then press and holdCtrl+?Shift+?(Windows) or?+?Shift+?(Mac).
   • The arrow keys are in the lower-right corner of most keyboards.
3. Click on theHometab (Windows) orEditin the menu bar (Mac).
4. ClickClear.
5. ClickClear All(Windows) orFormat(Mac). This clears unnecessary formatting from cells that are not being used.
6. Select all empty columns. To do so, click on the first empty column letter, then press and holdCtrl+?Shift+?(Windows) or?+?Shift+?(Mac).
   • The arrow keys are in the lower-right corner of most keyboards.
7. Click theHometab (Windows) orEditin the menu bar (Mac).
8. ClickClear.
9. ClickClear All(Windows) orFormat(Mac). This clears unnecessary formatting from cells that are not being used.

Part 3

Remove Conditional Formatting

1. Open a Microsoft Excel file. Do so by double-clicking on the green and white app with an X , then clicking on File and Open... , and selecting the file.
2. Click theHometab at the top of the screen.
3. ClickConditional Formatting. It's in the "Styles" part of the ribbon.
4. ClickClear Rules.
5. ClickClear Rules from Entire Sheet.

Part 4

Removing Formatting from Empty Cells in Windows

1. Open a Microsoft Excel file. Do so by double-clicking on the green and white app with an X , then clicking on File and Open... , and selecting the file.
2. Click theHometab at the top of the screen.
3. ClickFind & Select. It's in the "Editing" part of the ribbon.
4. ClickGo To….
5. ClickSpecial….
6. Click theBlanksradio button.
7. ClickOK. All the empty cells in the data set will be highlighted.
8. ClickClear. It's the eraser icon.
9. ClickClear All.

Part 5

Removing Formatting from Empty Cells on Mac

1. Open a Microsoft Excel file. Do so by double-clicking on the green and white app with an X , then clicking on File and Open... , and selecting the file.
2. ClickEdit. It's in the menu bar at the top of the screen.
3. ClickFind.
4. ClickGo To….
5. ClickSpecial….
6. Click theBlanksradio button.
7. ClickOK. All the empty cells in the data set will be highlighted.
8. ClickEditin the menu bar.
9. ClickClear.
10. ClickFormat.

Part 6

Compressing Images

1. Open a Microsoft Excel file. Do so by double-clicking on the green and white app with an X , then clicking on File and Open... , and selecting the file.
2. Open the Compression dialog box. To do so:
   • In Windows, click on an image, then click on the Format , tab and click on Compress in the toolbar.
   • On Mac, click on File and then Reduce File Size… .
3. Click the drop-down menu next to "Picture Quality."
4. Select a lower image resolution.
5. Check"Delete cropped areas of pictures."
6. ClickAll pictures in this file.
7. ClickOK. The images in the file have been compressed and extraneous image data has been deleted.