Reducing the file size of an Excel workbook is essential for efficient storage and sharing. Here are some effective strategies to accomplish this:
Open the Excel file and identify large pictures or images that contribute to the file’s size.
Click on the picture you want to compress. Go to the “Format” tab and select “Compress Pictures.”
Choose the desired compression options and click “OK.”
Repeat these steps for all large images.
Use the XLSB Format
Save your Excel file in the XLSB format, which is a binary file format. Binary files are generally more compact than the default XLSX format.
To do this, click on “File,” then “Save As,” and select “Excel Binary Workbook (*.xlsb)” as the file format.
Use tables instead of ranges
Consider using Excel tables (also known as structured references) instead of regular cell ranges.
Tables are more compact and offer additional features like automatic filtering and sorting.
Remove unused styles and themes
Excel workbooks can accumulate unused styles and themes over time.
To remove them, go to the “Home” tab, click the “Styles” drop-down, and select “Clean Up Styles.” Excel will remove any styles and themes not in use.
Remove external links
External links can significantly increase file size.
To remove them, go to the “Data” tab, select “Edit Links,” and use the “Break Link” feature to eliminate external references.
Save as XML or Compressed Formats (Advanced)
If you need further reduction in file size, consider saving the workbook as XML or using third-party file compression tools.
Note that these methods may require additional software or expertise.
Remember that the effectiveness of these strategies may vary depending on your specific workbook and its contents. It’s a good practice to periodically review and optimize your Excel files to keep them manageable and efficient for sharing and storage.