Ways to Reduce the Size of Your Excel File

Excel is a fantastic tool for creating and analyzing data, but sometimes the files can get pretty big. If you have ever tried to email an Excel file and had it bounce back because it was too large, you know the frustration. Fortunately, there are several simple ways to make your Excel files smaller without losing any data.

One of the easiest ways to make your Excel file smaller is to remove any unnecessary data or formatting. This could include deleting any blank cells or columns, removing any formatting that is not needed, and deleting any unnecessary sheets in the workbook. Additionally, using the “Save As” function to save the file as a different type of file can also help reduce the size of the file. In this article, we will explore these and other tips to help you make your Excel file smaller and more manageable.

Section 1: Remove unnecessary data

Remove unnecessary data

When creating an Excel file, it is common to import data from different sources, add formulas and calculations, and apply formatting. However, not all of this data may be necessary or relevant. To make your Excel file smaller, one of the easiest things that you can do is to remove unnecessary data.

Firstly, check for any blank rows or columns that are not actively used. Delete these rows and columns by selecting them and clicking on the “Delete” button. Additionally, if you have any unused sheets in your workbook, delete them to reduce the file size.

Secondly, remove any data that duplicates across multiple columns or sheets. For example, if you have the same information on two different sheets, consolidate the data into one sheet and delete the other.

Lastly, consider reducing any formatting that is not necessary. For example, if you have cells with bolded text or colored backgrounds that are not necessary, remove these formatting options.

By removing unnecessary data, you can significantly reduce the size of your Excel file.

Section 2: Use Excel’s built-in tools

Use Excel’s built-in tools

Excel has various built-in tools that can help you reduce the size of your Excel file. These tools can help you compress large files, remove duplicate data, and convert images to a smaller size.

Firstly, use Excel’s compression feature to reduce the size of your file. Excel’s compression feature allows you to compress the file size without losing any data. To do this, click on “File,” then “Options,” and then select “Save.” Under the “When saving workbooks” section, check the “Compress pictures” box to compress images in your workbook.

Secondly, Excel has a built-in “Remove Duplicates” tool that can help you get rid of any duplicate data in your workbook. This tool can help you save space, especially if you have multiple sheets with the same information.

Lastly, if you have any images in your workbook, you can use Excel’s “Image Size” tool to reduce their file size. To use this tool, select the image, and then click on “Format Picture.” Under the “Picture” tab, adjust the “Height” and “Width” of the image to reduce its size.

By using Excel’s built-in tools, you can easily reduce the size of your Excel file.

Section 3: Use a compression software

Use a compression software

Another way to make Excel file smaller is to use an external tool or software. There are many compression tools available in the market, such as WinZip, 7-Zip, and WinRAR, that can compress your Excel file and reduce its size.

To use a compression software, first, download and install the software on your computer. Then, select the Excel file that you want to compress, right-click on it, and select “Compress” or “Add to Archive.” This will create a compressed file with a smaller size.

However, keep in mind that compressing your file may affect its performance and can take longer to open and close. Additionally, some companies may have restrictions on using external software, so check with your IT department before using it.

Overall, using a compression software can be an effective way to reduce the size of your Excel file.

Section 4: Split your Excel file into smaller files

Split your Excel file into smaller files

If your Excel file is too large to compress or you have restrictions on using external software, splitting your Excel file into smaller files can be a good solution.

To split your Excel file, first, decide on the number of files you want to create and the criteria to split the file. For example, you can split the file by sheets, columns, or rows. Then, create a new file for each split entity.

One of the easiest ways to split your Excel file is to copy and paste the necessary data into a new workbook. Another way is to use Excel’s “Filter” function to filter the data you want to split, copy and paste it onto a new sheet, and then save it as a separate file.

Keep in mind that splitting your Excel file can make it easier to manage and work with, but it can also make it difficult to navigate between multiple files.

Section 5: Reduce cell formatting

Reduce cell formatting

Another way to make your Excel file smaller is to reduce the formatting of cells. Cell formatting can take up a lot of space in your Excel file, especially if you use a lot of unique formatting options.

To reduce cell formatting, try to use consistent formatting across your workbook. For example, use the same font, font size, and cell border for all cells. Additionally, avoid merging cells or using merged cells for large tables as this can make your file size unnecessarily large.

Another option is to consider using a simpler format such as plain text. Plain text files are smaller and less complex than formatted files, which can help you save space.

By reducing cell formatting, you can significantly reduce the size of your Excel file.

Section 6: Clear the clipboard

Clear the clipboard

Excel’s clipboard stores a copy of all the data that you have copied and pasted from your Excel file. While this can be useful, the clipboard can also take up considerable space in your computer’s memory.

To clear the clipboard, go to the “Home” tab, and click the “Clear All” button in the “Editing” group. You can also use the “CTRL” + “C” keyboard shortcut to clear the clipboard.

By clearing the clipboard, you can free up space in your computer’s memory and reduce the size of your Excel file.

Section 7: Use a fast computer

Use a fast computer

The size of your Excel file can have a significant impact on its performance. While reducing the size of your Excel file can help improve performance, using a fast computer can also make a big difference.

To improve the performance of your Excel file, try using a computer with a high amount of RAM. This can help Excel handle large files and reduce delays when working with large datasets.

Additionally, consider upgrading your computer’s hard drive to an SSD. An SSD can help improve the speed of file access and reduce delays when working with large files.

By using a fast computer, you can work with large Excel files more efficiently.

Section 8: Remove hidden data

Remove hidden data

Your Excel file may contain hidden data and objects that are not immediately visible. These hidden objects can take up space in your Excel file and can impact its performance.

To remove hidden data, go to the “File” tab, and then click on “Check for Issues” and select “Inspect Document.” This will open a dialog box that will identify any hidden data that may be in your Excel file.

After reviewing the results, click on “Remove All” to remove any hidden data.

By removing hidden data, you can reduce the size of your Excel file and improve its performance.

Section 9: Save in Binary format

Save in Binary format

Excel files can be saved in various file formats, including XLS and XLSX. However, the XLSB binary format is a compressed format that can help reduce the size of your Excel file.

To save your Excel file in binary format, click on “File,” then “Save As.” Under the “Save as type” drop-down menu, select “Excel Binary Workbook.”

Keep in mind that saving your file in binary format can limit compatibility with older versions of Excel and may impact certain features such as macros.

Section 10: Use external database

Use external database

If your Excel file is too large or complex to manage, consider using an external database. Databases enable you to store and manage large amounts of data in an organized and efficient manner.

One of the easiest ways to use an external database is to export your data from Excel to a database software such as Microsoft Access. This can help you manage and analyze your data more efficiently, and reduce the size of your Excel file.

Additionally, using an external database can provide greater security, as you can set up user permissions and access controls to ensure that only authorized individuals can view and modify the data.

By using an external database, you can better manage large datasets and reduce the size of your Excel file.

10 Easy Ways to Make Excel Files Smaller

Are you facing difficulty in sharing your heavy Excel files with colleagues or coworkers? Do you often find yourself waiting for ages for your Excel spreadsheets to open or save? If you’re nodding in agreement, then you’re not alone! We all have been there, and it’s never a pleasant experience. But, worry not, as in this article, we’ll walk you through ten easy and effective ways that will help you make your Excel files smaller and lighter.

1. Remove Unnecessary Rows and Columns
One of the most straightforward ways to lower the file size of your Excel spreadsheets is by removing any redundant rows and columns from it. To do this, select the rows and columns you wish to remove, right-click, and then click on ‘Delete.’ This will help you get rid of any irrelevant data that’s taking up unnecessary space.

2. Delete Blank Cells
Blank cells not only make your Excel files appear untidy, but they also take up extra space. To get rid of blank cells, select the range you wish to clear, click ‘Go To Special,’ and select ‘Blanks.’ Once done, right-click and select ‘Delete.’

3. Keep Cell Formatting Simple
Cell formatting, such as borders, fill colors, etc., can significantly increase the file size of your Excel spreadsheet. Therefore, keep your cell formatting simple and avoid using too many colors, borders, or special fonts.

4. Reduce File Size by Saving in Binary Format
Saving your Excel spreadsheet in the .xlsb format can significantly reduce your file size as it compresses the data and removes any redundant data.

5. Compress Images and Media Files
If your Excel spreadsheet contains several images or embedded media, consider compressing them to reduce the file size. Right-click on the image, select ‘Format Picture,’ click on ‘Picture’ or ‘Compression,’ and choose the resolution that works best for you.

6. Disable AutoRecover
AutoRecover can significantly increase your file size as it creates backup files of your Excel spreadsheets. To disable AutoRecover, open Excel’s options, go to ‘Save,’ and untick the ‘Save AutoRecover Information’ option.

7. Avoid Using Excessive Formulas
Using too many formulas and functions in your Excel spreadsheets can significantly increase the file size. Therefore, avoid using excessive formulas and delete any redundant or unused ones.

8. Use PivotTables and PivotCharts
Using PivotTables and PivotCharts can help you summarize and visualize your data, making it easier to analyze. Moreover, they can significantly reduce the file size of an Excel spreadsheet with extensive data.

9. Use Conditional Formatting Sparingly
Conditional formatting can make your Excel spreadsheets more appealing and easier to read. However, excessive use of it can also increase your file size. Therefore, use conditional formatting sparingly and avoid any unnecessary formatting.

10. Save Workbook With Optimal Settings
Lastly, saving your Excel workbook with optimal settings can significantly reduce its file size. To do this, open Excel’s ‘Options,’ go to ‘Advanced,’ and under the ‘General’ tab, tick the ‘Use Person Settings for This Workbook’ option. Here, you can remove any unnecessary add-ins, edit settings, reduce image resolution, and other optimization steps.

In conclusion, by following these easy and effective methods, you can make your Excel files lighter and smaller, making it easier to share and work efficiently. Remember, always keep a backup of your original Excel spreadsheet before applying any changes, and enjoy working with a more optimized file!

Using Excel’s Built-In File Compression Tool

Excel comes with a built-in tool for minimizing file size known as compression tool. Here’s a step-by-step guide on how to use it:

The compression tool can significantly reduce file size by compressing images embedded in the file. In some cases, this can reduce the file size by up to 80 percent.

Advantages of the Excel Compression Tool

The Excel compression tool is a great option for situations where you do not want to use third-party software programs or cannot because of security restrictions. Although the level of compression is not as high as some other tools available, the Excel compression tool can help reduce the size of files to make them more manageable while still maintaining image quality.

Disadvantages of the Excel Compression Tool

The Excel compression tool is not as effective as some third-party software programs and cannot work with some file types. Some users may also find it difficult to navigate the process when compressing multiple files simultaneously. Nevertheless, for basic compression needs, the Excel compression tool is a great option that’s easy to use and built into the software.

Is the Excel Compression Tool the Best Option for You?

The decision of using the Excel compression tool ultimately depends on your needs. If you have a large number of Excel files that need to be compressed, then using a third-party software program may be a faster and more efficient option. However, if you only have a few files to compress and do not want to install additional software, then the Excel compression tool is a great option that’s easy to use and built into the software.

In conclusion, the Excel compression tool is a useful option for minimizing file size when file management or sharing is a concern. Utilizing its features can help users lower file sizes without compromising image quality.

Thanks for Learning How to Make Your Excel Files Smaller!

Now that you know how to reduce the size of your Excel files, you’ll be able to work more efficiently without experiencing any issues. In case you need more help, feel free to try out the different methods discussed here again. Remember that you can always try compressing your files using Zip or 7-Zip software, and also, you can delete any data that you don’t need. I hope that you’ll stay in touch and check out our latest tips, tricks, and methods for boosting your productivity. Thanks again for taking the time to read our article, and we hope to see you back here soon!