Excel

How to Compress and Reduce Excel File Size?

This write-up is going to resolve the most searched query on the internet on how to compress Excel file without losing data and quality by deleting empty rows and columns, compressing images, saving in modern formats, clearing hidden data, and saving the file as a ZIP format. And if you want to reduce Excel file without opening and losing original data, then go for the alternate technique.

Large Excel file size is a common productivity blocker for professionals who work with Excel daily to manage data. When an Excel file is loaded with formulas, pivot tables, images, or thousands of rows of data, the file size directly affects the performance and productivity. These are the major issues you will face due to a large Excel file:

• Files will take time to open, save, or close, especially if they contain formulas, macros, or multiple sheets.
• Excel may not respond or crash while working, such as filtering, editing, and recalculating data.
• You will not be able to share an Excel spreadsheet with others through email services or by uploading to a server.
• Large data files have a high risk of corruption and being damaged.

To prevent these issues, compressing an Excel file is the smartest way. It makes your file smaller, easy to open, share, and edit, takes up less storage space, and also becomes easier to share with anyone.

In this guide, you will learn the best and possible ways to compress Excel file size without losing quality and data. Let’s start the process with complete information, one by one.

Meaning of Compressing: Is It Enough to Make a File Smaller?

Compressing means reducing the file size by eliminating unnecessary data, optimizing its internal structure, or encoding information more efficiently without affecting or changing the actual content or usability of the data file.

But compressing your file is not the safest way in the long run. Because after usage again, your file becomes large, and then again you have to decrease the Excel file size. So, compressing is not a perfect solution for a long time.

Then, what is the best way to reduce Excel file size without opening the file? Splitting your large Excel file into smaller parts is the best way. You can divide your file accordingly using the FreeViewer Excel Splitter Tool. This is the only software that can divide large, nested, invalid, and multiple files at the same time without wasting your time.

How to Compress Excel File Size? All Methods

Yes, you can reduce Excel file size by changing the file extensions, deleting rows and columns, compressing attached images in the file, clearing hidden data, and save file as a zip format. These techniques will work when you can open large Excel file easily. And if you are not able to open it, then use the Excel file compressor tool.

Method 1: Change File Extension (XLSB)

If you have an Excel file with data in XLS format, then save it into XLSX and XLSB, which takes less space:

1. Open your XLS file.
2. Head to the “File” tab.
3. Choose the “Save As” option.
4. Now select the “XLSB” from the “File Type” option.
5. Choose any path and save your file locally.

Method 2: Compressing Attached Images

In case your file contains images, you can compress them to make your file smaller. Follow the steps to compress Excel file size:

1. Open your file.
2. Choose the image.
3. Hit on the “Picture Format” option.
4. And then choose the “Compress” icon.
5. And finally, your image has been successfully compressed.

Method 3: Deleting Rows and Columns

It’s a basic method to compress Excel file size. You can delete the empty rows and columns for better performance:

1. Open your large Excel file.
2. Choose the unwanted rows and columns.
3. Right-click on it and select the “Delete” icon.
4. And finally save the file again.

Method 4: Reduce Excel File Size by Removing Hidden Data

1. Select the whole sheet.
2. Right-click and select the “Unhide” icon.
3. Finally, delete all the Unnecessary rows and columns.

Method 5: Save Your File in ZIP Format

You can ZIP your file if it is not in use for la ong time to reduce Excel file size.

1. Locate the path of your Excel file.
2. Right-click on it.
3. Choose the “Compress To” option.
4. Now, choose the “Zip” icon to compress Excel file.
5. Lastly, your file is compressed now.

Method 6: Automated Excel Size Reducer to Compress Excel File Size

As I mentioned, compressing files is not a reliable way for long term. Because after a time, the file will become larger again. So, splitting is the safest and best way to reduce Excel file size. Then use the suggested solution to divide your large file into smaller parts. There is no need to open your large file; you can make it smaller without opening the file. For more features, read the upcoming section with all the steps to compress Excel file:

How to Reduce Excel File Size without Opening?

1. Download and install the Excel file reducer and choose the “Split Excel” option.

   

2. Select your data files using the “Add Files” and “Add Folder” options.

   

3. Locate the path of your data file and choose the “Open” icon.

   

4. All your files will appear, and choose the “Next” button.

   

5. Choose the “Split Options” accordingly and choose the destination as well.

   

6. Select the “Split” button to compress Excel file size.

   

Also Read: How to Open Multiple Excel Files in One Workbook?

Conclusion

Managing and handling large Excel files is not an easy task. And compressing is the best way to reduce Excel file size by deleting empty rows and columns, compressing attachments, cleaning hidden data, saving in modern formats, and saving the file in ZIP format. In case you are looking for a long-term solution to compress Excel file, then you should use the automated solution. You can divide your file into small chunks for better organization and access. For any query, you can contact us through live chat support.