Compress Excel File Size Easily using Best Techniques

This write-up explains the best and most effective methods to reduce Excel file size by removing unwanted data, replacing formulas with values, compressing attached images, removing conditional formatting, saving the file in binary format, compressing it as a ZIP file, and using an automated SysTools Excel Splitter Tool for extremely large files.

As we know, MS Excel is used to maintain data in cells and columns with images, formatting, pivot tables, etc. Because of the large amount of data, your file grows larger day by day. And compressing and reducing the size makes your file smooth data processing.

So, this article will help you to find the best methods to compress Excel file size without losing quality and elements.

Does Compressing Excel File Size Enough for Large Files?

No, compressing file size means you are just shrinking the file by removing empty cells and white space, etc. And after some time, it becomes larger again with the data. So, splitting and managing separately is the best way for large files. let’s see how it’s possible.

Best Suggestion to Compress Excel File Size

If your Excel file is not opening due to its large size or has multiple files, then use the SysTools Excel Splitter Tool. This software is the only tool available in the market that can handle any size of your sheet without crashing. It divides your files into smaller parts, so you can access the needed one accordingly. It offers split by size, records, and sheets to compress Excel file. You can install the free demo edition first to analyze performance.

Method 1: Remove Unwanted Data

Unwanted data, empty rows, and columns are the main reasons for large Excel files. So, removing it can make your file size smaller.

1. Open your Excel sheet.
2. Choose the empty or unwanted data cells and rows.
3. Right-click on it and choose “Delete” icon.
4. Repeat the same process for unwanted sheets, rows, and cells.

Method 2: Reduce Excel File Size by Replacing Formulas with Values

1. Choose cells that contain formulas.
2. Now use the “Ctrl + C” keys to copy data.
3. Right-click and choose the “Paste Special” option.
4. Now select the “Values” option.
5. Lastly, save your file.

Method 3: Compressing Attached Images

If your Excel file is holding images, then try to compress them using the suggested steps to compress Excel file size:

1. Choose the image in Excel.
2. Select the Image Format option.
3. Hit on the "Compress images" icon.
4. Now a pop-up will show, and choose the OK button.
5. And finally, your images are compressed.

Method 4: Delete Conditional Formatting to Reduce Excel File Size

1. Choose the “Home” tab in Excel.
2. Choose the "Conditional formatting" >> "Manage rules ".
3. Now you have to select the unwanted rules and choose the "Delete rules" option.
4. Finally, apply it and save your file.

Method 5: Compress Excel File Size by Saving File as Binary Format

1. Firstly, open your Excel file.
2. Select “Save As” from the “File” tab.
3. After this, click on the “File Type” and choose the “XLSB” option.
4. Select the location and hit the “Save” icon to compress Excel file.

What are the Drawbacks of All Manual Methods?

• The deletion process contains a high risk of losing data.
• You have to repeat the same process for each data file.
• These techniques will not work if you do not open the Excel file.

Alternate Solution for Multiple Large Excel Files

Suggested software by SysTools is the best and only software to compress Excel file size, and it can make your file smaller without deleting any data. This software allows users to upload any size of Excel sheet and split it by size, records, and sheets. You can follow the easy-to-use steps and features for better understanding:

How to Compress Excel File Size? Working Steps

1. Install and start it using the given download buttons and choose the Split Excel tab.
2. After that, upload your files and folders using the Add Files / Folders options.
3. All your data will appear, and choose the Next button.
4. After this, select the Split Options according to your choice and select the path.
5. Hit the Split icon to reduce Excel file size easily.
6. After completing the process, choose the OK button to compress Excel file.

Conclusion

This blog has explained the best and possible ways to compress Excel file size using manual and professional techniques. Manual methods are best for one or two data files; it doesn’t work with large datasets. But in case if you are unable to open file with Excel and have multiple large files then go for the automatic solution. If you any doubt about the process, you can contact us through live chat support.