How to Compress PPT Under 20MB - Email Ready

Get your PPT under 20MB for easy email sharing

Why 20MB Matters for Email

Most email services have attachment limits around 25MB, but getting your PPT under 20MB ensures:

• Reliable delivery to all recipients
• Faster upload and download times
• No bounce-back emails
• Compatibility with all email providers
• Room for the email message itself

Common email attachment limits:

Step-by-Step Guide: Compress PPT Under 20MB

Follow these steps to achieve email-ready size

Step 1: Check Current File Size

First, understand your starting point:

1. Right-click your PPT file
2. Select Properties
3. Note the file size
4. Calculate how much you need to reduce

Example: If your file is 60MB, you need to reduce it by at least 67% to reach 20MB.

Step 2: Compress Images

The fastest way to reduce size:

1. Open your presentation
2. Select any image
3. Go to Picture Format > Compress Pictures
4. Uncheck “Apply only to this picture”
5. Select “E-mail (96 ppi)” for maximum compression
6. Check “Delete cropped areas of pictures”
7. Click OK
8. Save the file and check new size

Expected reduction: 50-80% for image-heavy presentations

Step 3: Handle Videos

Videos often need special attention

If your PPT has embedded videos:

Option A: Remove or link externally

• Delete embedded videos
• Share videos separately
• Link to cloud storage

Option B: Compress videos

• Use File > Info > Compress Media
• Select “Internet Quality (240p)”
• This provides maximum video compression

Option C: Shorten videos

• Edit video length
• Remove unnecessary sections
• Re-insert shorter clips

Step 4: Remove Unnecessary Content

Clean up your file:

• Delete hidden slides (Home > Delete > Delete All Hidden Slides)
• Remove unused slide masters
• Delete speaker notes if not needed
• Unembed fonts (File > Options > Save)
• Remove comments and annotations

Step 5: Use Online Compression

Online tools provide strong compression

For files still over 20MB:

1. Visit 52Doc PPT Compress
2. Upload your presentation
3. Select “Strong” compression level
4. Download compressed file

This often achieves an additional 20-30% reduction.

Quick Reference: Compression Levels

Alternatives for Very Large Files

Alternative sharing methods for large presentations

Cloud Storage Links

If compression can’t get under 20MB:

1. Upload to Google Drive, OneDrive, or Dropbox
2. Create a shareable link
3. Send link in email
4. Recipients download from cloud

PDF Conversion

For presentations that don’t need editing:

1. Export as PDF (File > Export > Create PDF)
2. PDF files are typically smaller
3. Send PDF instead of PPT

Split the Presentation

Divide into multiple files:

1. Save first half as “Presentation_Part1.pptx”
2. Save second half as “Presentation_Part2.pptx”
3. Send as separate emails

Checklist: Before Sending

• File is under 20MB
• Images display clearly
• Videos play correctly (if embedded)
• Animations work as intended
• All text is readable
• File opens without errors

FAQ

Q: What if my PPT is still over 20MB after all compression?

A: Consider linking videos externally, converting to PDF, or sharing via cloud storage link. Some presentations with extensive media cannot fit under 20MB while maintaining quality.

Q: Will 96 ppi image quality look good enough?

A: For screen viewing and email presentations, 96 ppi is acceptable. Avoid this resolution for printed materials or large display presentations.

Q: Can I send a 25MB file if the limit is 25MB?

A: It’s risky. Encoding adds overhead, and some recipients’ servers have lower limits. Stay under 20MB to be safe.

Q: How do I compress embedded audio files?

A: PowerPoint compresses audio along with video when using “Compress Media.” For more control, use external audio editing software before embedding.

Q: Should I tell recipients I’ve compressed the file?

A: Not necessary for standard compression. If you significantly reduced quality, mention it and offer to share the original version if needed.

Q: Can I compress PPT files on my phone?

A: Online compression tools work in mobile browsers. For best results with complex presentations, use a desktop computer.

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