If so, this short post is for you! At the end of the article, you will know how to compress any Excel file size within a few seconds. Ready to leave work earlier today? The more you ad comments, formulas, conditional formatting, hidden sheets and so on, the heavier Excel files get. For instance finance professionals working in Transaction Services or Investment Banking build models with tons of formulas, tables and sheets. To do so, make a copy of your Excel file and follow these steps:.
Spotting the heaviest sheets can help you choose which to start with. Be careful! If you have a lot of hidden sheets, it can become tricky to find the right one. One way to know for certain you have the right sheet is to get the exact name. Pick any large Excel file you want to lighten. As seen above, you can start by focusing on the heaviest worksheets.
Conditional formatting comes in handy when you need to highlight specific data. But the truth is that it can quickly make your Excel file heavy. We suggest removing conditional formatting from your spreadsheet as soon as you are done with it.
To do so:. Did you know that Excel sheets can have up to one million rows? A good way to reduce your Excel file size is to get rid of the empty rows and columns. We all use Excel formulas to manipulate and combine data dynamically! The reason for this is that Excel automatically creates a pivot cache that holds a copy of the data source. The second box will make sure that the Pivot Table is refreshed and the cache generated every time you open the workbook.
Now, however, Windows supports zipping a file right from its windows explorer. As you can see, there are different ways to compress an Excel file without risking your data. There are still other ways to compress an Excel file. However, we find these four methods to be extremely effective. Kasper Langmann , Co-founder of Spreadsheeto. When you save an Excel file. So I first change the file extension to ZIP, then open it and locate sheet1. Here is what you get:. When it comes to using the XLSB format, size reduction is a huge benefit.
But you need to be a bit cautious when working with the XLSB format. Based on what I heard from people and read on many forums, a lot of people prefer to use XLSB as the file format when it comes to using Excel. Here is a good article on understanding the XLSB format. Here are the steps to quickly convert formulas to values in Excel:. I created an Excel file with 2.
If you work with Excel files that have images in it, you need to optimize these images and make sure the size is less. The problem with images is that as you compress these, there is also a reduction in quality, which you may not want. When working with images, the best way to keep the size of your Excel file low is by compressing the images before you insert it into Excel. Below is the screenshot where I was able to compress an image with the size of 3.
Once you have uploaded these compressed images to Excel, you can further compress it using the inbuilt option in Excel. This would depend on the image as well. An image that is already compressed may not lead to a huge size reduction. If you work with Pivot tables and struggle with large Excel files, knowing about Pivot cache can be useful. When you create a pivot table using a data set, Excel automatically creates the Pivot Cache. When you make any changes in the Pivot Table, it does not use the data source, rather it uses the Pivot Cache.
While you think that you are directly linked to the source data, in reality, you access the pivot cache and not the source data when you make changes in the pivot table. So as soon as you create a Pivot table, you will notice that the size of the Excel file increase. Doing this will make your Excel file lighter, and you have a way to recreate the Pivot cache when you need it the next time. Another way reduce Excel file size is to delete the source data of a Pivot Table and keep the Pivot Cache only.
Click OK. All the empty cells in the data set will be highlighted. It's the eraser icon. Click Clear All. Part 5. Click Edit. It's in the menu bar at the top of the screen. Click Find. Click Edit in the menu bar. Click Format. Part 6. Open the Compression dialog box. To do so: In Windows, click on an image, then click on the Format , tab and click on Compress in the toolbar. Click All pictures in this file.
The images in the file have been compressed and extraneous image data has been deleted. My Excel file contains many pivot tables and the tables often get corrupted because the files are so large.
Is there anything I can do to remedy this? Make sure you are not saving the source data with the pivot table. Not Helpful 3 Helpful When I try to enter an amount in a cell, it jumps to another cell, and nothing is added to either one. What could be causing this? There could also be some VBA code activating on the Change event. Finally, your workbook could be corrupted, in which case you would need to build a fresh copy.
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