How to Compress Excel File for Email: 13 Quick Methods

Method 1 – Compress Excel File by Removing Unnecessary Worksheets

Steps:

• Right-click on the Excel sheet that we want to remove.
• Click on Delete.

• A window named Microsoft Excel will pop up.
• Click Delete.

• The worksheet will be removed from the Excel workbook. You can also remove the other unnecessary worksheets.

Method 2 – Remove Unnecessary Formulas to Compress Excel Files for Email

Steps:

• Select the cells that contain the formula. The range E5:E8 includes formulas.

• Go to the Home tab and click the Copy button.

• The cells will be copied.

• Go to the Home tab again and click the Paste option.
• Select Paste Special.

• A Paste Special window will appear.
• Select Values from the Paste option.
• Click the OK button to remove the unnecessary formulas.

Method 3 – Compress Images in Excel for Email

Steps:

• Select the image to compress.

• Click on the Picture Format tab.

• Select Compress Pictures.

• Remove the tick mark next to Apply only to this picture in the Compression options.
• Select the E-mail (96 ppi) option from the Resolution section and click OK.

Method 4 – Delete Formatting to Compress Excel File

4.1 Data Formatting

Steps:

• Select the entire dataset.
• Go to the Home tab.

• Select Clear from the Editing option.

• Click the Clear Formats option.

• See that all data formatting was removed correctly.

4.2 Conditional Formatting

Steps:

• Select the range C5:F8 where conditional formatting is applied.
• Go to the Home tab.

• Click on Conditional Formatting and select Clear Rules.
• Select Clear Rules from Selected Cells.

• All of the conditional formatting will be removed successfully.

Method 5 – Save the Excel File in Binary Format (.xlsb) for Emailing

Steps:

• Go to the File tab.

• Select Options.

• Click Save.

• Go to Save Workbooks.
• Select Excel Binary Workbook in Save files in this format option.

• Click the OK button.

Method 6 – Compress the Excel File by Zipping

Steps:

• Right-click on the Excel file.
• Click the Send to option.

• Select the Compressed (zipped) folder.

• The Excel file is zipped successfully.

Method 7 – Delete Watches to Compress Excel File for Email

Steps:

• Select cell E8 and go to the Formulas tab.

• Click on Watch Window in the Formula Auditing option.

• A window named Watch Window will appear.
• Select the desired cell and click on the Delete Watch button.

• The watch will be removed.

Method 8 – Elimination of Hidden Data to Reduce Excel File Size

Steps:

• Right-click on any worksheet.
• Click Unhide.

• A window named Unhide will pop up.
• Select Data Formatting and click OK.

• See the Data Formatting worksheet that appeared.

Method 9 – Clear Blank Cells to Compress Excel File

Steps:

• Go to the Home tab.

• Select Clear.
• Click Clear All.

Another way to clear blank cells is below.

Steps:

• Go to the Home tab.

• Click Find & Select and select Go To Special.

• The Go To Special window will appear.
• Select the Blanks option and click the OK button.

Method 10 – Email Compressed File by Imposing Manual Calculation

Steps:

• Go to Formulas > Click Calculation Options.

• Select Manual.

Method 11 – Use of Pivot Table in Excel File to Email

Using Pivot tables or Excel tables instead of a series of formulas is a more efficient way to display your results. Using pivot tables also reduces the Excel file size.

Method 12 – Use File Properties to Format Files

Steps:

• Right-click on the Excel file and select Properties.

• A window will appear.
• Go to General and click Advanced.

• Mark Compress contents to save disk space and click OK.

Method 13 – Avoid Making References to Entire Rows or Columns

SUMIF or VLOOKUP functions look for data in all columns or rows. Instead of referring to the entire dataset, refer to a few cells if necessary. For example:

Instead of using

Use

This formula refers to the first 50 cells of column D.

Download Practice Workbook

Download the practice workbook from here.

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