How to Reduce Size of Excel Files


This wikiHow teaches you how to reduce the amount of storage a Microsoft Excel file uses by removing some formatting, compressing images and saving the file in a more efficient format.

Part 1
Saving as a Binary File

Saving as a Binary File on How to Reduce Size of Excel Files

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Do so by double-clicking on the green and white app with an X, then clicking on File and Open..., and selecting the file.

Saving as a Binary File on How to Reduce Size of Excel Files

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Saving as a Binary File on How to Reduce Size of Excel Files

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" drop-down.

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" Files saved in this format are considerably smaller than standard .xls files.

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The smaller Excel file will be saved on your computer.

Part 2
Removing Formatting from Empty Rows and Columns

Removing Formatting from Empty Rows and Columns on How to Reduce Size of Excel Files

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Do so by double-clicking on the green and white app with an X, then clicking on File and Open..., and selecting the file.

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To do so, click on the first empty row number, then press and hold Ctrl+⇧ Shift+↓ (Windows) or ⌘+⇧ Shift+↓ (Mac). The arrow keys are in the lower-right corner of most keyboards.

Removing Formatting from Empty Rows and Columns on How to Reduce Size of Excel Files

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Removing Formatting from Empty Rows and Columns on How to Reduce Size of Excel Files

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Removing Formatting from Empty Rows and Columns on How to Reduce Size of Excel Files

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This clears unnecessary formatting from cells that are not being used.

Removing Formatting from Empty Rows and Columns on How to Reduce Size of Excel Files

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To do so, click on the first empty column letter, then press and hold Ctrl+⇧ Shift+→ (Windows) or ⌘+⇧ Shift+→ (Mac). The arrow keys are in the lower-right corner of most keyboards.

Removing Formatting from Empty Rows and Columns on How to Reduce Size of Excel Files

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Removing Formatting from Empty Rows and Columns on How to Reduce Size of Excel Files

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Removing Formatting from Empty Rows and Columns on How to Reduce Size of Excel Files

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This clears unnecessary formatting from cells that are not being used.

Part 3
Remove Conditional Formatting

Remove Conditional Formatting on How to Reduce Size of Excel Files

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Do so by double-clicking on the green and white app with an X, then clicking on File and Open..., and selecting the file.

Remove Conditional Formatting on How to Reduce Size of Excel Files

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Remove Conditional Formatting on How to Reduce Size of Excel Files

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It's in the "Styles" part of the ribbon.

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Part 4
Removing Formatting from Empty Cells in Windows

Removing Formatting from Empty Cells in Windows on How to Reduce Size of Excel Files

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Do so by double-clicking on the green and white app with an X, then clicking on File and Open..., and selecting the file.

Removing Formatting from Empty Cells in Windows on How to Reduce Size of Excel Files

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Removing Formatting from Empty Cells in Windows on How to Reduce Size of Excel Files

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It's in the "Editing" part of the ribbon.

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Removing Formatting from Empty Cells in Windows on How to Reduce Size of Excel Files

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Removing Formatting from Empty Cells in Windows on How to Reduce Size of Excel Files

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All the empty cells in the data set will be highlighted.

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It's the eraser icon.

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Part 5
Removing Formatting from Empty Cells on Mac

Removing Formatting from Empty Cells on Mac on How to Reduce Size of Excel Files

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Do so by double-clicking on the green and white app with an X, then clicking on File and Open..., and selecting the file.

Removing Formatting from Empty Cells on Mac on How to Reduce Size of Excel Files

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It's in the menu bar at the top of the screen.

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Removing Formatting from Empty Cells on Mac on How to Reduce Size of Excel Files

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Removing Formatting from Empty Cells on Mac on How to Reduce Size of Excel Files

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Removing Formatting from Empty Cells on Mac on How to Reduce Size of Excel Files

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Removing Formatting from Empty Cells on Mac on How to Reduce Size of Excel Files

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All the empty cells in the data set will be highlighted.

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Removing Formatting from Empty Cells on Mac on How to Reduce Size of Excel Files

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Part 6
Compressing Images

Compressing Images on How to Reduce Size of Excel Files

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Do so by double-clicking on the green and white app with an X, then clicking on File and Open..., and selecting the file.

Compressing Images on How to Reduce Size of Excel Files

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To do so: In Windows, click on an image, then click on the Format, tab and click on Compress in the toolbar. On Mac, click on File and then Reduce File Size….

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"

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Compressing Images on How to Reduce Size of Excel Files

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The images in the file have been compressed and extraneous image data has been deleted.