Detailed explanation of the whole process of compressing presentation files for free

Presentations, essential tools for work, study, and presentations, often contain numerous images, videos, audio, and animations. These elements significantly enhance the presentation, but they also rapidly increase file size. A presentation file weighing tens or even hundreds of megabytes not only slows down transfers and sharing but also consumes significant storage space, creating significant storage pressure, especially for mobile users.

WPS官网 Presentation addresses this issue with a built-in file compression feature (File Compressor) . This effectively reduces file size while maintaining quality, making it easier to transfer and store. The following steps will show you how to use this feature to easily compress presentations, free of charge.

Common causes and effects of file size being too large

Before introducing compression methods, it is necessary to understand why presentation files become large and the problems it may cause.

Common causes

When creating a presentation, inserting uncompressed high-definition images directly can significantly increase the file size. This is especially true when adding multiple 4K or ultra-high-resolution photos, which can instantly swell several times.
Embedding video and audio files
Video and audio files are generally large, especially in their original, uncompressed form. Embedding them directly into a slideshow can significantly increase its overall size.
Complex and high-quality animation and transition
effects, Flash elements, dynamic backgrounds, etc. will also increase file size. Although a single animation may only take up a small amount of space, the cumulative effect cannot be ignored.
Multiple modifications without clearing the cache
During the process of constantly modifying, adding, and deleting content, WPS Document Presentation may retain some redundant data inside the file, resulting in an increase in size.

Influence

Low transmission efficiency : Sending large files via email or instant messaging tools often takes a long time and may fail due to exceeding the size limit.
Occupy storage space : Especially on mobile devices, storage space is limited, and large files will affect the operating efficiency of the device.
Slow opening speed : On devices with lower performance, large files may take longer to load, affecting the user experience.

Check file size before compression

Before starting compression, it is recommended to confirm the actual size of the current file so that you can compare the effects before and after compression.

In WPS Demo, you can view the file size, number of pages, and other properties through File Info .

How to do it:

Open the presentation you want to compress.
Click the File option in the top menu bar .
Select File Info to see the Size value.

Record this value and compare it after compression is completed, you can clearly see the change in file size.

Use the file compression function of WPS Demo

The File Compressor tool presented by WPS is easy to use, does not require downloading additional plug-ins or software, and most importantly, it is free.

Detailed steps

Open the file compression tool

Switch to the Tools tab in the top ribbon and find the File Compressor button under the Files group . Click it to enter the compression interface.

Setting compression options

After entering the compression interface, WPS will automatically read the size of the current presentation and provide compression options.
You can now:

Directly compress the source file : The compressed file will overwrite the original file, reducing the size but keeping the content unchanged.
Back up the original file and then compress it : Check the “Back up original document” option, and WPS will compress and create a new file, leaving the original file intact. This method is more secure and suitable for first-time users or those who have strict requirements on content quality.

Start compression

Click the Start Compression button and WPS will automatically start the compression process. Depending on the file size and computer performance, the compression process may take several seconds to tens of seconds.

View compression results

After compression is complete, you can open the file’s Info again to compare the size changes before and after compression. Typically, the file size will be reduced by 30% to 70%, depending on the size of the images, videos, and multimedia resources in the original file.

The principles behind the compression process

Although WPS has not disclosed its detailed algorithm, its compression mainly includes the following methods:

Optimize image resolution and quality.
Under the premise of not significantly affecting the visual effect, reasonably adjust the image resolution and compression rate to reduce file usage.
Re-encode video and audio
Re-encode embedded multimedia files to reduce the bit rate and thus the size.
Clean up redundant data
and delete irrelevant data such as unused cache, historical version information, etc. within the document.
Resource compression and packaging repackages
scattered resource files to improve storage efficiency.

Compression effects and precautions

Compression Effect

After compression, most presentations can be significantly reduced in size, especially those containing a large number of high-resolution images, which can be compressed by more than half. This not only speeds up file transfers but also reduces device storage usage.

Precautions

Multiple compression is not advisable : Repeatedly compressing the same file may cause the quality of images and videos to deteriorate. It is recommended to compress it to a satisfactory size once.
Keep the original file : Before using it on important occasions, it is best to keep the uncompressed version to prevent the compression process from causing irreversible effects on the image quality or effect.
Moderate compression : If the presentation needs to be played on a large screen, avoid setting the compression rate too high to prevent blurred image quality that affects the viewing experience.

Advanced Tips: Combine with other methods to further reduce file size

In addition to the compression function that comes with WPS, you can also use some additional methods to control the file size during the production stage:

Compress images in advance : Use image compression tools (such as TinyPNG, ImageOptim) to process images before inserting them.
Add videos as links : Save your videos locally or in the cloud and link them to your slides instead of embedding them directly.
Reduce unnecessary animations : Streamline the animation and transition effects of slides to reduce size and improve playback smoothness.
Split Document : Split large files into multiple smaller files for easy transfer and management.

Light, smooth and efficient

With WPS软件下载 Presentation’s file compression feature , even bulky presentations can be quickly and efficiently reduced in just a few steps. This method is not only suitable for everyday office work, but also for students, lecturers, and those who frequently create and share slideshows. With proper presentation preparation habits and optimization techniques, you can completely eliminate lag and transfer difficulties, making presentation files lightweight, smooth, and efficient.