How to Compress Excel File for Email (13 Quick Methods)

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Excel worksheet files can get quite large at times. When dealing with such files, you must be patient because they take a long time to update when you make changes. They also take a long time to open. Moreover, emailing these large Excel files is very difficult. There are several methods for reducing the size of Excel files. In this article, we are going to learn about some of the best options to compress the Excel file for email.


How to Compress Excel File for Email: 13 Methods

1. Compress Excel File by Removing Unnecessary Worksheets

Suppose, we have an Excel workbook that contains five worksheets. We can easily compress the Excel file for email by removing the unnecessary worksheets. Let’s say, in this workbook sheets 2, 3, 4, and 5 are unnecessary. The steps to remove them are given below.

Compress Excel File by Removing Unnecessary Worksheets

Steps:

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

Compress Excel File by Removing Unnecessary Worksheets

  • Now, a window named Microsoft Excel will pop up.
  • Click the Delete button.

Compress Excel File by Removing Unnecessary Worksheets

  • The worksheet will be removed from the Excel workbook. Just like this, we can remove the other unnecessary worksheets.


2. Remove Unnecessary Formulas to Compress Excel File for Email

Assuming, we have an Excel dataset of range B4:E8 that contains item name and order amount. Here, the rightmost column contains the summation of Order 1 and Order 2. This column uses the formula:

=C5+D5

We can easily remove the formula to compress the Excel file for email. The steps to do so are given below.

Steps:

  • Select the cells that contain the formula. In our case, the range E5:E8 contains formulas. So, we selected them.

Remove Unnecessary Formulas to Compress Excel File for Email

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

Remove Unnecessary Formulas to Compress Excel File for Email

  • Next, the cells will be copied.

Remove Unnecessary Formulas to Compress Excel File for Email

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

Remove Unnecessary Formulas to Compress Excel File for Email

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


3. Compress Images in Excel for Email

We have an image in Excel. If we compress the image then the size of our Excel file will also reduce. The steps to compress the image are given below.

Compress Images Excel for Email

Steps:

  • Select the image we need to compress.

Compress Images Excel for Email

  • Click on the Picture Format tab.

Compress Images Excel for Email

  • Now, select Compress Pictures.

  • Remove the tick mark beside Apply only to this picture in the Compression options.
  • After that, select the E-mail (96 ppi) option from the Resolution section and click on OK.

Read More: How to Reduce Excel File Size with Pictures


4. Delete Formatting to Compress Excel File

We can delete formatting to compress the Excel file. There are two types of formatting.

4.1 Data Formatting

Data formatting, for example changing the font style or applying a background color, can all increase the file size. Suppose, we have a dataset of range B2:F8 below which contains some data formatting. If we remove the data formatting then the size of the Excel file will be reduced to a great extent.

Delete Formatting to Compress Excel File

Steps:

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

Delete Formatting to Compress Excel File

  • Select Clear from the Editing option.

Delete Formatting to Compress Excel File

  • Click on the Clear Formats option.

Delete Formatting to Compress Excel File

  • In the end, we can see that all of the data formatting is removed properly.


4.2 Conditional Formatting

Conditional formatting, like regular data formatting, increases the file size. Suppose we have a dataset in Excel where conditional formatting is applied to the range C5:F8. Now, we need to remove them to compress the Excel file for email. The steps are given below.

Delete Formatting to Compress Excel File

Steps:

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

Delete Formatting to Compress Excel File

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

Delete Formatting to Compress Excel File

  • In the end, all of the conditional formatting will be removed successfully.


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

Saving Excel files in binary format reduces the size of the file to some extent. The steps for doing so are given below.

Steps:

  • Go to the File tab.

Save Excel File in Binary Format (.xlsb) for Emailing

  • Select Options.

Save Excel File in Binary Format (.xlsb) for Emailing

  • Click on Save.

Save Excel File in Binary Format (.xlsb) for Emailing

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

  • Click on the OK button.


6. Compress Excel File by Zipping

After zipping an Excel file, we’ll notice an immediate size reduction of about 10-15%. We can send this zipped file to someone else via email, and they can unzip it and use the Excel workbook. The steps for this are below.

Steps:

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

Compress Excel File by Zipping

  • Select the Compressed (zipped) folder.

Compress Excel File by Zipping

  • The Excel file is zipped successfully.

Read More: How to Zip an Excel File


7. Delete Watches to Compress Excel File for Email

People working on large files with many sheets and formulas are familiar with watches. Multiple watches add weight to the spreadsheets. When you’re finished with them, it’s a good idea to delete them from your files. Let’s assume, we have a dataset where cell E8 contains a watch. Now, we need to remove it. The steps to do so are given below.

Delete Watches to Compress Excel File for Email

Steps:

  • Select the desired cell E8 and go to Formulas tab.

Delete Watches to Compress Excel File for Email

  • After that click on Watch Window in the Formula Auditing option.

Delete Watches to Compress Excel File for Email

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

  • The watch will be removed successfully.

Read More: How to Reduce Excel File Size Without Deleting Data


8. Elimination of Hidden Data to Reduce Excel File Size

We can reduce Excel file size by eliminating hidden data. Suppose, we have an Excel workbook where the Data Formatting worksheet is hidden. We can unhide it by following the process below.

Steps:

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

Elimination of Hidden Data to Reduce Excel File Size

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

Elimination of Hidden Data to Reduce Excel File Size

  • We can see that the Data Formatting worksheet has appeared.


9. Clear Blank Cells to Compress Excel File

When you finish a task in an Excel workbook, there are many unused cells that are no longer useful in your workbook. These unused cells sometimes increase the file size.

Eliminating formatting from these blank cells reduces the file size. The steps to do so are below.

Steps:

  • Go to the Home tab.

Clear Blank Cells to Compress Excel File

  • Select Clear.
  • Click on Clear All.

Clear Blank Cells to Compress Excel File

Another way to clear blank cells is in the below.

Steps:

  • Go to the Home tab.

Clear Blank Cells to Compress Excel File

  • Click on Find & Select and select Go To Special.

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

Read More: How to Reduce Excel File Size by Deleting Blank Rows


10. Email Compressed File by Imposing Manual Calculation

Imposing manual calculations actually speeds up your calculations in Excel. However, in large Excel files, performing manual calculations can also help you reduce file size. The steps to impose manual calculation in Excel are below.

Steps:

  • Go to Formulas > Click on Calculation Options.

Email Compressed File by Imposing Manual Calculation

  • Finally, select Manual.


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. The use of pivot tables also reduces the Excel file size.

Read More: How to Reduce Excel File Size with Pivot Table


12. Use File Properties to Format Files

After completing all of the tasks in Excel, it is easier to reduce the size of an Excel file using file properties. It’s a Windows feature that has nothing to do with Excel. The steps are below.

Steps:

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

Use File Properties to Format Files

  • In turn, a window will appear.
  • Go to General and click on Advanced.

Use File Properties to Format Files

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

Read More: How to Compress Excel File to Smaller Size


13. Avoid Making References to Entire Rows or Columns

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

Instead of using

=SUMIF(D:D,$F4,E:E)

Use

=SUMIF(D:D,$F4,E:E)

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


Download Practice Workbook

Download the practice workbook from here.


Conclusion

I hope the above methods will be helpful for you to compress Excel files for email. Download the practice workbook and give it a try. Let us know your feedback in the comment section. Follow our website to get more articles like this.


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Sagufta Tarannum
Sagufta Tarannum

Sagufta Tarannum, holding a BSc in Naval Architecture & Engineering from Bangladesh University of Engineering and Technology, contributes significantly as an Excel & VBA Content Developer at ExcelDemy. Fueled by a deep interest in research and innovation, she actively engages with Excel. In her role, Sagufta not only skillfully addresses challenging issues but also demonstrates enthusiasm and expertise in gracefully navigating intricate situations, underscoring her unwavering commitment to consistently delivering exceptional content. Her interests are Advanced... Read Full Bio

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