How To Reduce Size Of Excel File

To reduce the size of an Excel file, you can optimize formulas and formatting, remove unnecessary data, compress images, and clean up empty cells.

Excel files are an essential tool for organizing and analyzing data, but they can quickly become cumbersome and large in size. This not only affects the efficiency of working with the file but also potentially leads to compatibility issues when sharing it with others. Fortunately, there are several methods and techniques you can employ to reduce the size of your Excel files without compromising the data or functionality. In this blog post, we will explore some effective strategies to help you optimize and shrink the size of your Excel files, allowing for smoother and more seamless handling of your data. Whether you are dealing with large workbooks or trying to optimize file size for easier sharing, these tips will prove invaluable in streamlining your Excel experience. So, let’s dive in and discover how you can effectively reduce the size of your Excel files.

How To Reduce Size Of Excel File: Step-by-Step


Step 1: Delete Unused Cells

To reduce the size of a large Excel file, delete excess cells by selecting and removing all rows and columns after the last cell with data. Save and close the workbook to remove formatting and deleted data.

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Step 2: Reduce Pictures and Other Objects

To save space in Excel, delete unnecessary pictures or objects. For essential ones, right-click and select ‘Format Picture’. Reduce size or resolution in options to optimize storage.

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Step 3: Minimize the Use of Different Styles

To reduce file size, limit the number of styles in Excel. Choose ‘Styles’ from the ‘Cell Styles’ drop-down on the Home tab, and delete any unused styles.

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Step 4: Save the file in a Binary Format

Excel Binary files are smaller than Excel Workbooks. To save as a binary file, click ‘File’, ‘Save As’, choose ‘Excel Binary Workbook’, then save.

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Step 5: Use Excel’s inbuilt ‘Compress Pictures’ tool

Compressing images in a worksheet reduces file size. Select a picture, go to ‘Picture Format’ toolbar, choose ‘Compress Pictures’, select resolution, and click ‘Ok’.

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Step 6: Use ‘Save and Send’

To further reduce the document size, use ‘Save and Send’ feature by clicking ‘File’ > ‘Save & Send’, then select ‘Send Using E-mail’ and ‘Send as XPS’. Save as an XPS file which can be opened on Windows Vista and later.


In conclusion, reducing the size of an Excel file is crucial for maintaining efficiency and optimizing storage. By following the strategies outlined in this blog post, such as removing unnecessary data, compressing images, and consolidating sheets, you can significantly reduce the size of your Excel file without compromising data integrity. Remember to regularly review and update your files to prevent them from becoming bloated over time. With a smaller file size, you can improve overall performance, enhance collaboration, and streamline data management. Don’t let large Excel files slow you down – take control and reduce their size today!

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