How to Reduce Size of Excel Files
Part 1 of 6:
Saving as a Binary File
- 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.
- Click File.
- Click Save As….
- Type a file name.
- Click the "File Format:" drop-down.
- Click Excel Binary Workbook under "Specialty Formats." Files saved in this format are considerably smaller than standard .xls files.
- Click Save. The smaller Excel file will be saved on your computer.
Part 2 of 6:
Removing Formatting from Empty Rows and Columns
- 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.
- Select all empty rows. To do so, click on the first empty row number, then press and hold Ctrl+⇧ Shift+↓ (Windows) or ⌘+⇧ Shift+↓ (Mac).
- The arrow keys are in the lower-right corner of most keyboards.
- Click on the Home tab (Windows) or Edit in the menu bar (Mac).
- Click Clear.
- Click Clear All (Windows) or Format (Mac). This clears unnecessary formatting from cells that are not being used.
- Select all empty columns. To do so, click on the first empty column letter, then press and hold Ctrl+⇧ Shift+→ (Windows) or ⌘+⇧ Shift+→ (Mac).
- The arrow keys are in the lower-right corner of most keyboards.
- Click the Home tab (Windows) or Edit in the menu bar (Mac).
- Click Clear.
- Click Clear All (Windows) or Format (Mac). This clears unnecessary formatting from cells that are not being used.
Part 3 of 6:
Remove Conditional Formatting
- 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.
- Click the Home tab at the top of the screen.
- Click Conditional Formatting. It's in the "Styles" part of the ribbon.
- Click Clear Rules.
- Click Clear Rules from Entire Sheet.
Part 4 of 6:
Removing Formatting from Empty Cells in Windows
- 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.
- Click the Home tab at the top of the screen.
- Click Find & Select. It's in the "Editing" part of the ribbon.
- Click Go To….
- Click Special….
- Click the Blanks radio button.
- Click OK. All the empty cells in the data set will be highlighted.
- Click Clear. It's the eraser icon.
- Click Clear All.
Part 5 of 6:
Removing Formatting from Empty Cells on Mac
- 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.
- Click Edit. It's in the menu bar at the top of the screen.
- Click Find.
- Click Go To….
- Click Special….
- Click the Blanks radio button.
- Click OK. All the empty cells in the data set will be highlighted.
- Click Edit in the menu bar.
- Click Clear.
- Click Format.
Part 6 of 6:
Compressing Images
- 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.
- 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….
- Click the drop-down menu next to "Picture Quality."
- Select a lower image resolution.
- Check "Delete cropped areas of pictures."
- Click All pictures in this file.
- Click OK. The images in the file have been compressed and extraneous image data has been deleted.
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