How to Reduce Size of Excel Files
This wikiHow teaches you how to reduce the amount of storage a Microsoft Excel file uses by removing some formatting, compressing images and saving the file in a more efficient format. Open a Microsoft Excel file. Do so by double-clicking...
Part 1 of 6:
Saving as a Binary File
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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. -
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Click File. -
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Click Save As…. -
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Type a file name. -
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Click the "File Format:" drop-down. -
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Click Excel Binary Workbook under "Specialty Formats." Files saved in this format are considerably smaller than standard .xls files. -
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Click Save. The smaller Excel file will be saved on your computer.
Part 2 of 6:
Removing Formatting from Empty Rows and Columns
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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. -
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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.
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Click on the Home tab (Windows) or Edit in the menu bar (Mac). -
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Click Clear. -
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Click Clear All (Windows) or Format (Mac). This clears unnecessary formatting from cells that are not being used. -
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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.
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Click the Home tab (Windows) or Edit in the menu bar (Mac). -
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Click Clear. -
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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
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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. -
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Click the Home tab at the top of the screen. -
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Click Conditional Formatting. It's in the "Styles" part of the ribbon. -
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Click Clear Rules. -
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Click Clear Rules from Entire Sheet.
Part 4 of 6:
Removing Formatting from Empty Cells in Windows
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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. -
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Click the Home tab at the top of the screen. -
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Click Find & Select. It's in the "Editing" part of the ribbon. -
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Click Go To…. -
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Click Special…. -
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Click the Blanks radio button. -
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Click OK. All the empty cells in the data set will be highlighted. -
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Click Clear. It's the eraser icon. -
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Click Clear All.
Part 5 of 6:
Removing Formatting from Empty Cells on Mac
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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. -
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Click Edit. It's in the menu bar at the top of the screen. -
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Click Find. -
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Click Go To…. -
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Click Special…. -
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Click the Blanks radio button. -
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Click OK. All the empty cells in the data set will be highlighted. -
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Click Edit in the menu bar. -
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Click Clear. -
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Click Format.
Part 6 of 6:
Compressing Images
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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. -
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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….
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Click the drop-down menu next to "Picture Quality." -
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Select a lower image resolution. -
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Check "Delete cropped areas of pictures." -
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Click All pictures in this file. -
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Click OK. The images in the file have been compressed and extraneous image data has been deleted.
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