how to reduce file size of keynote presentation

How to reduce the file size of a Pages, Numbers or Keynote document

Struggling to send or share a document because of its huge file size? Learn how to quickly reduce the file size of documents in Pages, Numbers, and Keynote apps on your Mac.

When you’re composing basic documents that are mostly made up of text, the size of the file isn’t usually too large to send or share. But if you’re using images and including videos, those file sizes can become quite large. So here are the easy steps to compress its file size to make it smaller.

Reduce document file size in Pages, Numbers, and Keynote

1) Open your document in Pages, Numbers, or Keynote.

2) Click File > Reduce File Size from the top menu bar.

3) You’ll see at the top of the pop-up window the Current Size and Estimated Size after reduction.

Adjust the settings for how you want to reduce the size:

• General : You can check both or just one box for “Scale down large images” and “Removed trimmed parts of movies and audio.”
• Movie Format : Choose from either the “Most compatible (H.264),” “High efficiency ( HEVC ),” or “Preserve original format.” For the first option, H.264 is used frequently for compressing high-definition video. This is likely what you’ll want to choose.
• Movie Quality : This option is available if you choose “Most Compatible” or “High efficiency” for the Movie Format (above). You can choose from 1080p, 4K, or Draft Quality/Smaller File.

After tweaking your options here, you will see the current file size and the new estimated file size.

4) Click either Reduce This File or Reduce a Copy . If you choose to Reduce a Copy, you’ll still have your original to work with and can name the copy differently.

You’ll see a brief pop-up as the compression process takes place. And that’s it, your file size has been reduced.

There may be instances when you try to reduce the file size and receive a message stating it could not be reduced. This will happen if all media is already in the settings you picked.

There isn’t much work involved in reducing the file size of a document in Pages , Numbers , or Keynote by using this handy feature. And since you can reduce a copy and retain your original, it’s worth it if you plan to email or share that file.

Do you have any tips like these for working with files in Pages, Numbers, or Keynote?

On the same note:

• How to compress a PDF document on iPhone, iPad, and Mac to reduce its file size
• How to reduce video size on iPhone and Mac
• Multiple free ways to compress images on Mac

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How to trim a bloated Keynote presentation

Reader Eric Cantrell suffers from overstuffed Keynote presentations. He writes:

I routinely create Keynote presentations for work and when I insert images and movies, the resulting files are so huge that I can’t send them via email. Is there some way that I can trim them down?

I can offer a couple of suggestions.

First, examine the file format and resolution of your movies and images. If you’re using standard QuickTime .mov files and large resolutions (1080p, for example) you should instead encode your movies in H.264 at a lower resolution. Likewise, if you can get away with JPEG images rather than PNG or TIFF, you’ll save some space.

Fortunately, you can deal with this after the fact. You do it this way.

The Advanced command holds the tools for slimming your presentation.

Open your presentation in Keynote and duplicate it. This prevents you from mucking up your original file. With the duplicate open choose File > Advanced > Optimize Movies for iOS . This will convert any movies in the presentation to H.264 if they’re not already in that format.

Next, return to the File menu and choose Advanced > Reduce File Size . Keynote will cogitate for a bit and then tell you how much space it will save by reducing image resolution and removing unused parts of audio and video files. Click Convert and your presentation will be slimmed.

Before and after using Keynote’s reducing tools.

Have a question of your own? Drop a line to [email protected] .

Author: Christopher Breen , Senior Editor

Chris has covered technology and media since the latter days of the Reagan Administration. In addition to his journalistic endeavors, he's a professional musician in the San Francisco Bay Area.

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How to Use Apple Keynote and Edit Presentations Like a Pro

Apple's Keynote presentation editor makes it easy to give flashy presentations, but with our tricks, you can wow audiences with ease.

We’ll teach you how to switch  themes, upload to YouTube, reduce file size, export to PowerPoint  and more. See our list below and learn how to use Keynote like an expert.

Apple Keynote Tips

• Previous Tip
• Reduce the File Size of a Keynote Presentation
• Upload a Keynote Presentation to YouTube
• Change Design Themes in Keynote
• Export Keynote Presentations to PowerPoint and More
• Add Password Protection to Keynote Presentations
• Change Slide Size in Keynote
• Add Tables and Charts

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Set up your presentation in Keynote

Learn how to choose a theme, add slides, and change the look and aspect ratio of your presentation on your iPhone, iPad, Mac, or online at iCloud.com.

iPhone or iPad

Use Keynote on iPhone or iPad

Learn how to choose a theme, add content, change the look of a slide, and more.

Choose a theme and add content

To create a Keynote presentation, first choose a theme. Themes contain predesigned slide layouts, which you can use as a starting point for your presentation.

Tap Choose a Theme, then tap a theme.

To add your own text, double-tap placeholder text.

Change the slide size

You can change the slide size to fit screens with different aspect ratios. Any existing content might be moved to accommodate the new aspect ratio.

Open your presentation in Keynote.

Tap Presentation Options, then tap Presentation Setup.

Tap Slide Size at the bottom of the window, tap a new size, then tap Done.

If you choose Custom, enter the slide dimensions, then tap Done.

Change the look of a slide

To quickly change the look of a slide, you can apply a different slide layout to it. When you change a slide's layout, any content you've already added appears in the new layout.

Select one or more slides.

Swipe to see all slide layouts, then tap one to apply it.

Change the look of your entire presentation

To quickly change the look of your entire presentation, you can choose a new theme at any time. If you added content, it's placed in the slides of the new theme. Any customizations you've made, like changing the color of text, appear in the new theme.

Tap Themes at the bottom of the window.

Tap a theme or swipe to see more themes.

When you're finished, tap Done.

Edit slide layouts

To quickly make changes to multiple slides in your presentation at once, you can edit slide layouts. You can change the layout of a slide, add text, images, and objects. Changes to slide layouts affect the slides in your presentation that use the same slide layout.

Tap on the background of a slide, then tap Edit Slide Layout in the menu that appears.

In the sidebar, tap a slide that you want to edit.

Choose what you want to do — rearrange content, add text, images, and objects.

When you’re done editing slide layouts, tap Done in the upper-right corner.

Use Keynote for Mac

In Keynote, choose File > New, then double-click the theme you want to use in the theme chooser. If the theme chooser doesn't appear, hold the Option key, choose File > New from Theme Chooser, then double-click the theme you want to use.

To add your own text, double-click placeholder text.

You can change the slide size to fit screens or projectors with different aspect ratios. Any existing content might be moved to accommodate the new aspect ratio.

Choose a slide size from the Slide Size pop-up menu.

If you chose Custom Slide Size, enter the slide dimensions, then click OK.

To change the look of your entire presentation, choose a new theme at any time. If you added content, it's placed in the slides of the new theme.

Click Change Theme.

Double-click a new theme.

To make sure the customizations that you've made (like text color) appear in the new theme, select “Keep your style changes.”

You can always undo a theme change if you preferred your previous theme.

To quickly make changes to multiple slides in your presentation at once, you can edit slide layouts.

From the menu bar, choose View > Edit Slide Layouts.

In the sidebar, select a slide layout that you want to edit.

When you’re done editing slide layouts, click Done in the lower-right corner.

Changes to slide layouts affect the slides in your presentation that use the same slide layout.

Keynote for iCloud

You can choose a theme when you create a new Keynote presentation online at iCloud.com.

Double-click a theme. The presentation opens in a new tab or window in your browser.

To add your own text to a slide, double-click the placeholder text.

To add your own image to a slide, drag an image from your computer to the placeholder image.

If you want to change the look of slides, slide size, or the theme after initially creating your presentation in Keynote for iCloud, open your presentation in Keynote on your iPhone, iPad, or Mac.

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Reduce the File Size of Your Presentation

If you add a lot of multimedia content — such as photos and movies — to your presentation, your Keynote document might get very large.

There’s an easy way to reduce a Keynote document’s file size — by removing the unused parts of the media.

To reduce the size of a Keynote document:

• Save your document.
• Make sure no media files on the slide canvas are selected, and then choose File > Reduce File Size.

After you’ve reduced the file size of your Keynote document and then saved it again, you won’t be able to restore the images to a larger size or access the unused parts of your media files. It’s a good idea to back up your presentation before using this feature.

To learn more, see “Reducing Image File Sizes” and “Reducing the Size of Media Files” in Keynote Help.

Looks like no one’s replied in a while. To start the conversation again, simply ask a new question.

Why is Keynote presentations 3x the size of PowerPoint?

Why does a Keynote file build a much larger file then a corresponding Microsoft PointPoint presentation? We are a manufacturer of Smartphone accessories and we would prefer to continue to use Keynote but it is becoming increasingly clear we have to move to MS. In our tests Keynote files are consistently up to 3 x the size. With multiple images in a 1-2 pages Keynote presentation they tend to "blow up" to at least 1 mb, which makes it virtually impossible to create a 40-50 page presentation and send via e-mail. Nobody likes to receive a file over 10 or 15 mb, even in a time when file sharing solutions are abundant.

To settle once and for all if it is correct that Keynote builds much larger presentations we took 13 images and created one of our standard 2-page product presentations (with each image optimized in Photoshop prior).

- We proceeded to build out the presentations in the two programs; inserting one image at a time and measuring the size of the file generated by "save" after each image was inserted.

- As you can see in our screen shot from the Google Sheet adding a total of 274K of images made the PowerPoint file 374K large while the identical Keynote was 961K, roughly 2.5x larger.

- The PPT file used up only 100K for the 2 slide pages (as the images totaled 274K).

- The Keynote obviously used over 300K for each blank page (in addition to the actual size of the 274K images).

Since there are many smart graphic professionals in this Forum we also uploaded all files used in this test to Dropbox, just in case you want re-create our exercise. https://www.dropbox.com/sh/an0cr4r27to3db4/AAA4j5S2qy0QuHJDiOHAlYcoa?dl=0

Summary: Does anyone have any tips or advice how to avoid the above results or do we simply have to move to PowerPoint going forward?

Posted on Oct 21, 2015 3:45 PM

Posted on Oct 26, 2015 6:49 AM

Well, I'm not one of the experts on these forums, but I suspect it's because of the dreaded 'versioning' that Apple adopted a few years ago to save us from ourselves (in the process ignoring 20 years of embedded human behaviour which persuades us to regularly Save or Save As). Keynote keeps track of everything you do on a document so that it can reverse to any point. While you only added a few pictures to a small presentation, i'm guessing that the extra size is caused by Keynote remembering versions.

Versioning leads to file bloat - just try doing the same thing with movies! I have long lobbied Apple for a 'Delete History' option under the Duplicate/Save As command or Advanced menu . . . because, even if we value the versioning safety net, once a presentation is complete we never need to go back in time to some earlier iteration of it. A Delete History option would reduce the file size to something more manageable.

In the meantime, you can save some space by choosing File/Advanced/Reduce File Size - so far as I can tell, this just downsizes images to suit the presentation, but it helps.

Hopefully, Gary Scotland will say something sensible here about what's really going on!

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Oct 26, 2015 6:49 AM in response to SwedelostinAmerica

Feb 4, 2016 9:11 AM in response to Dick Powell

To ensure accuracy in our original test dated September 2015 we opened a new Keynote file and a new PowerPoint file so there is no "versioning" or "remembered version" issues involved.

I think at this point we can safely conclude that Keynote files are 3-5x larger then the identical PPT file. Therefore Keynote is not a good choice for any presentations over 10-15 pages if the ultimate distribution method is e-mail. We still create the original files in Keynote but before distribution we copy and paste each page onto a PPT file so the file size is manageable to send as e-mail attachment.

Any suggestion or input would be welcome...

Oct 12, 2016 9:48 AM in response to SwedelostinAmerica

I was going to ask a similar question on this forum, but it looks like my question has been answered. Keynote generates excessive file sizes.

My example comes from my partner: she made a 250-image presentation, with about 600 seconds of transitions (mostly dissolves), some text here and there, and no video or fancy Builds. The file occupies 6.2 GB.

Now, I know that 1920 x 1080 images at the highest jpeg quality, come in under 3 MB. So, 250 of those should occupy less than 750 MB.

I assume that Keynote does not store the actual moving image for dissolves. i.e. that it generates transitions on the fly. However, even if it did store the actual moving images for dissolves, then at the highest-quality Blu-ray rate of 40 Mbps (5MB/s), that would equate to only 600 x 5MB = 3GB.

So, it appears the answer to the bloat is, partly, that Keynote stores versions.

6.2 GB for what should be a 200-300 MB file. Ridiculous. What an utter waste of time, energy and disk space!

Is there a way to reduce the file size – to remove the versions – by Save or Duplicate or some other means?

Is there a Mac alternative to Keynote? If there is, my partner will be moving to it.

Oct 12, 2016 10:10 AM in response to Guy Burns

I don't use Keynote, so I don't know much about its capabilities – but would it be possible to export to a certain format (losing the versions on the way), and then import the exported file, thus ending up with a clean file?

Oct 13, 2016 12:00 PM in response to Guy Burns

Use packaged files: File > Advanced > Change File Type > Package

New Reduce File Size Options In Keynote

Check out New Reduce File Size Options In Keynote at YouTube for closed captioning and more options.

No related posts.

Comments: 3 Responses to “New Reduce File Size Options In Keynote”

Excellent video thanks

Big file sizes constantly cause problems I find. I presume the lower size would be carried into an exported pdf? Good one, Maestro.

dally: I would test the PDF idea and see what you get. I'd imagine it would be smaller since it would contain lower-resolution images.

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How-To Geek

How to convert keynote presentations to microsoft powerpoint.

Need to convert a Keynote presentation to PowerPoint so you can share it with others? We'll walk you through it.

Apple's presentation software does all the heavy lifting for you when converting a PowerPoint presentation to Keynote . Doing the opposite, though, requires a few extra steps---we'll walk you through them!

First, double-click the Keynote presentation you want to convert in Keynote, and then click "File" at the top left.

In the drop-down menu that appears, hover your cursor over "Export To." In the submenu that appears, click "PowerPoint."

You'll now be in the "PowerPoint" tab of the "Export Your Presentation" window. There are a few options you can select here, including requiring your recipient to use a password to open a presentation. This is a good idea if the presentation contains sensitive information, like a company roadmap.

Click the "Format:" drop-down menu to change your PowerPoint file to  ".pptx"  or ".ppt," and then click "Next."

Next, give your presentation a name, select a location to save the file, and then click "Export."

Your Keynote presentation will now be converted to a Microsoft PowerPoint file. To make sure it was properly converted before sending it out, locate the document, and then right-click it. In the menu that appears, click "Get Info."

In the "General" section (next to "Kind:"), you can check the file type to make sure it was successfully converted.

Related: How to Convert a PDF File to PowerPoint

Optimize PowerPoint File Size: 5 Tips for Reducing the Size of Your Files!

It is still a common issue in offices today: employees from your company’s overseas branches send you the “latest presentation” via email. However, what arrives in your inbox is a 30-megabyte attachment that not only clogs your email but also slows down your computer when opened.

Furthermore, many companies still impose fixed maximum sizes for email attachments. As a result, there are instances where you may not receive the presentation at all. However, this scenario can be prevented with a few simple measures. Today, we’ll share 5 tips on how to optimize file sizes.

File Size Optimization: Here’s How!

Aim for a target size of approximately 5 megabytes or less for your presentations. This ensures that your PowerPoint file will reach the recipient as an email attachment. Follow these simple tips to reduce the file size of your PowerPoint files:

1. Remove Unused Slides, Pictures, and Videos

This is especially relevant for presentations that are edited by multiple people over an extended period. Often, there are numerous hidden old slides that may still contain images and videos, which can significantly impact the file size.

In such cases, delete all irrelevant slides and content from the presentation and save a new version. This can noticeably reduce the file size.

2. Compress Inserted Images

PowerPoint provides an integrated function to compress images in a presentation. To do this, open the presentation and go to “File,” then select “Save As.” Click on “Browse” in the newly opened window, then click on “Tools” at the bottom and choose “Compress Pictures.”

Select the option “Delete cropped areas of pictures” and set the target output to 150 or 96 ppi. If your recipient plans to print the presentation, leave the target output at 220 ppi. For more information on compressing images in PowerPoint, check our article on the subject.

You can find more information in our articel “ Compress Images “.

3. Discard Editing Data for Images

This option can further reduce the size of presentations. Go to the “File” tab, then select “Options. ” Under “Advanced,” check the box next to “Discard editing data” under “Image Size and Quality.” Keep in mind that after enabling this option, changes made to images cannot be undone.

4. Avoid Creating Image Effects with PowerPoint

Avoid using PowerPoint’s image tools to edit your graphics and photos. For example, the image tools offer the option to apply “Artistic Effects” to your images. However, PowerPoint creates two image files – one for the original and one for the edited image with the artistic effect.

As a result, the overall file size increases with more images attached to the presentation. Instead, use a separate image editing program for effects and other adjustments. Insert the finished edited images into your presentation.

5. Check the Master Slide

When copying a slide from one presentation to another, it’s possible to unintentionally include the master slide from the source presentation in the target presentation, thus increasing its file size. To avoid this unnecessary increase in file size, always paste copied slides into the target presentation using the right-click option “Use Destination Theme.”

After completing your presentation, it’s always a good idea to check the master slide view. There, you can verify if any unnecessary master slides have been inadvertently included through copying and delete them if necessary.

Extra Tip: Use File Size Optimization Tools

There are various tools available that allow you to reduce the size of PowerPoint and other Office files. A popular tool is for example PowerShrink . Both software options allow you to shrink file sizes without any loss of quality. If you want to try out these tools, you can download and test their free trial versions.

Conclusion: Easily and Quickly Optimize Your File Size with Our Tips!

In presentations, file sizes can quickly become too large. To ensure that you and your colleagues can edit and send the presentation without any issues, it’s important to keep the file size below 5 MB. With our tips, you can easily and quickly optimize your file size! Give it a try!

If you have any questions about optimizing file sizes or general questions about PowerPoint, feel free to contact us at [email protected] . We’re here to help!

Are you looking for professionally designed slide templates to support your key message ? Visit our shop for a wide range of slides on various (business) topics available for download. Explore our shop today! ► Go to Shop

You may also be interested in other articles:

• Compressing PowerPoint Images
• Standardizing Image Sizes

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How do i reduce file size in keynote.

Table of Contents

How to Reduce the File Size of a Keynote Presentation

• Click File.
• Select Advanced.
• Select Reduce File Size.
• Click Reduce.

How do I change the frame size in Keynote?

In the Document sidebar, click the pop-up menu below Slide Size and choose a new size. If you choose Custom Slide Size, enter slide dimensions, then click OK.

Why is my Keynote file so big?

Keynote keeps track of everything you do on a document so that it can reverse to any point. While you only added a few pictures to a small presentation, i’m guessing that the extra size is caused by Keynote remembering versions. Versioning leads to file bloat – just try doing the same thing with movies!

What size is Keynote wide?

Each of these screens could have a different aspect ratio. Most of these fit one of three standard sizes: 4:3, 16:19, and 16:10. You can think of those ratios as basically being, “4 inches wide for every 3 inches tall”, or “16 inches wide for every 10 inches tall.”

What size should images be for Keynote?

1920×1080 pixels The base value in Keynote is 1920×1080 pixels (Full HD). When looking for pictures on the internet, think straight away about whether the resolution is good enough to put them on a slide. Proper adjustment of Keynote presentation dimensions ensures that your presentation will look amazing on any screen you want.

How do you resize an image in keynote?

How to change the dimensions of a video?

Is there a way to resize a video file?

How to set the height of a video?

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Compress PPT Presentations Online

May 8, 2023 by Hung Nguyen

Learn how to reduce the size of your PPT files significantly, at no cost, using Smallpdf. No watermark, no registration, and no installation.

We’ve come across many large PPT files in our years of compressing digital documents, from sales pitches to lecture material and business proposals. Usually, the need to reduce the size of these files comes from having to share them via email, where the file size cap is around 20 MB. Compressing PowerPoint files also comes in handy to save storage space, be it on your local computer or an otherwise pricey cloud service such as Dropbox. You can use our online compress tool to shrink your PPT down significantly and thus make your life easier and save some money.

How to Compress a PPT File for Free

Upload your ppt to the compress tool ., choose “basic compression.”, click on “export as” and choose powerpoint..

Convert, compress, and download your PPT using Smallpdf

You can get started with compressing your PowerPoint presentation for free right away. You don’t need a Smallpdf account—just go to the tool and drop your file in!

Will the Document’s Formatting Remain the Same?

We aim to maintain the layout and quality of your document as close to the original PPT as possible. We actually first turn your PowerPoint into a PDF document; then, our compressor looks for repeating patterns in the data and replaces them with unique identifiers. This is actually what makes your file smaller. This process doesn’t touch attributes like fonts and the layout of your PPT, so they should stay just as they are.

Smallpdf caters to millions of users every month and uses the most reliable software on the internet to convert, edit, and compress files. So, you can trust that we’ll produce only the absolute best conversion quality.

There are extra measures that you can take to be absolutely sure that the final content resembles its original form. You can “embed” the fonts of the text in your PowerPoint presentation. You’ll find this option under “Preferences” in PowerPoint. Doing this will ensure that the fonts remain the same, even when we don’t have the same ones on our servers.

You can repeat the above process for each file if you need to compress multiple PowerPoint files or want to compress images and other formats. Smallpdf accepts all Microsoft Office files and JPG images. If you go Pro, you can also compress files in batches, and we’ll conveniently store them in a zip file for you. Why not sign up for a 7-day free Pro trial before fully committing?

And that’s all there is to it! Enjoy compressing your PPT and be sure to explore the many other tools we offer.

Hurray for smaller presentations!

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Compress your media files

You can improve playback performance and save disk space by compressing your media files.

(This feature is available in PowerPoint for Windows, but not on PowerPoint for Mac or PowerPoint for the web.)

Open the presentation that contains the audio or video files.

On the File tab, select Info , and then in the Multimedia section, select Compress Media *.

* Embedded subtitles and alternate audio tracks are lost in this compression process.

To specify the quality of the video, which in turn, determines the size of the video, select one of the following:

Full HD (1080p)      Save space while maintaining overall audio and video quality.

HD (720p)      Quality will be comparable to media which is streamed over the Internet.

Standard (480p)      Use when space is limited, such as when you are sending presentations via e-mail.

Figure: Media compression in progress

On the File tab, select Info , and then in the Media Size and Performance section, select Compress Media *.

Presentation Quality      Save space while maintaining overall audio and video quality.

Internet Quality     Quality will be comparable to media which is streamed over the Internet.

Low Quality      Use when space is limited, such as when you are sending presentations via e-mail.

Important:  Certain older video file formats may not compress or export properly in Office on a Windows RT PC. Instead, use modern media formats such as H.264 and Advanced Audio Coding (AAC), which PowerPoint 2013 RT supports. Want to know what version of Office you’re using?

Check the following article to know more about Tips for improving audio and video playback and compatibility .

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