We all have an Excel file that’s too large. The kind that takes minutes to open or save, so everything takes twice as long. Show  Florence, Senior Consultant at UpSlide, has a few easy hacks up her sleeve that will help you reduce your Excel file size within seconds. Discover seven easy ways to compress Excel files in the article below. Table of Contents Hide 1 Want to know how to reduce your Excel file size? 2 How to audit a large Excel file 3 Tip #1: Remove conditional formatting 4 Tip #2: Crop each worksheet to its used range 5 Tip #3: Remove unnecessary formulas 6 Tip #4: Compress pictures in Excel 7 Tip #5: Clear data formatting 8 Tip #6: Delete watches 9 Tip #7: Eliminate hidden data (sheets, rows and columns) 10 ✨BONUS TIP: Reduce your Excel file size in one click How to audit a large Excel fileBefore we show you how to reduce your Excel file size, we’d first like to share a quick tip on auditing an Excel workbook. For finance professionals working in Transactional Services or Investment Banking, building models with tons of formulas, tables and sheets is the norm. However, the more comments, formulas, conditional formatting and hidden sheets you add, the heavier the Excel file gets. You can easily discover which sheets are the heaviest in your Excel file. To do so, make a copy of your Excel file and follow these steps:
Spotting the heaviest Excel sheets can help you choose which one to start with. For instance, “sheet26.xml” accounts for almost one-third of the global volume. Usually, it corresponds to the n+1 sheet in your Excel file. So, in the above example, we could start by trimming the twenty-seventh sheet. Be careful! The n+1 rule takes into account hidden sheets. 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. Here is the detailed guide for finding a sheet’s name. Now, it’s time to dive into our seven tips for reducing an Excel file size: Tip #1: Remove conditional formattingConditional formatting comes in handy when you need to highlight specific data. But 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, you must:
If you want to remove conditional formatting from all of your cells, pick Clear Rules from Entire Sheet. Tip #2: Crop each worksheet to its used rangeDid 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. Here’s how to do that:
We all use Excel formulas to manipulate and combine data dynamically. But we often forget to remove them when they’re no longer needed.
This will also remove hyperlinks, which make your file heavy. Discover 16 basic Excel tips Tip #4: Compress pictures in ExcelThe golden rule is to avoid having pictures in Excel. If you have to use pictures, it’s best practice to always compress them. Here’s how:
Formatting enables the eye to naturally structure information. However, formatting your data also weighs your sheets down. If you’re running into difficulties loading a file, we recommend removing your formatting. Follow these few easy steps:
Want to learn the Top 6 Excel financial functions? Tip #6: Delete watchesPeople who work on large files with many sheets and formulas know what watches are (not the one on your wrist!) Numerous watches will weigh down your spreadsheets. Once you’re done with them, a good practice is to remove them from your files:
IMPORTANT: We recommend you apply this step last, as it can break formulas and cannot be reversed! Make a copy beforehand. Let’s start with sheets!
Now let’s do the same with columns and rows:
Now that you can see your entire Excel file, you can delete all unnecessary sheets, columns and rows. Moreover, you can easily audit your Excel file to spot heavy sheets with the method we used at the beginning of the article. ✨BONUS TIP: Reduce your Excel file size in one clickAt UpSlide, we like to work on light files. That is why we created a feature that does the work for you: Smart Clean! It applies all the above tips in the blink of an eye. A single click on the UpSlide tab in Excel and your file will be as light as a feather. This feature can reduce your Excel file size up to 99% of its initial weight!
Want to find out more about UpSlide’s features and how we help you save time on Microsoft Office?
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15 Comments Oldest Newest Most Voted Inline Feedbacks View all comments OneAbdelah 2 years ago This is definitely a very useful post, thank you for sharing 8 Reply Pablo 2 years ago The delete empty rows trick… OMG, that is a game changer for me. I didn’t know that when you copied full page ranges a million rows got copied! That was why my files were in the tens of megs. Now they’re 200kb! Thank you. 36 Reply Will 2 years ago can’t make sense of these instructions at all step 1: Change file extension to .zip?? Do you mean save as a zip – not possible, or send to a zip folder: tried that but it’s still and excel file?? so step 2 open zip file and go to XL>worksheets ?? no such menu options 0 Reply Author Edouard Ouaknine 2 years ago Reply to Will Dear Will, 4 Reply Bart 2 years ago You can use Ctrl-End to find the outmost cell that is being saved. It will show if there are indeed empty column/rows that are actually being saved/causing the large file size. 0 Reply Author Edouard Ouaknine 2 years ago Reply to Bart Hi Bart, 0 Reply Jignesh 2 years ago Hi, Thanks for sharing. This is very useful. 0 Reply Tom 2 years ago This was the first page I found for this problem – but I could not crop the unused rows until I reset the row height to the default for that spreadsheet (see https://superuser.com/questions/1349521/deleting-rows-in-excel-doesnt-reset-last-cell-used-range) 0 Reply Jaz 2 years ago Save my life! 0 Reply Jason 2 years ago I had 3 separate sheets in my file that had blank columns in the “used range” all the way to XFD (16,000+ columns). I deleted all 3 and the used range is now down to about 50 columns, then saved the file. This resulted in no reduction (zero k) in file size. I verified that the used range is now correct and this bloated columns are gone, so why no change in size? 16 Reply izabely lima 2 years ago Save as Excel Binary Workbook. 5 Reply VANDEEP 1 year ago Reply to izabely lima THANKS IT WORKED. 0 Reply Afaq Zaheer 1 year ago Thanks Alot… Useful post 0 Reply Tom 1 year ago Fantastic Post, thank you very much. The ZIP file method is incredible, I will not forget that going forward. We went from 46MB to 874KB. 3 Reply Jack Rick 1 year ago I tried 1st method but xecel file size increased 12MB to 124MB and system fully slow. But then I follow all series wise finally reduce excel file size. thanks How do I open a large Excel file?Open a blank workbook in Excel. Go to the Data tab > From Text/CSV > find the file and select Import. Once loaded, Use the Field List to arrange fields in a PivotTable. You can also Sort data in a PivotTable or Filter data in a PivotTable.
How do I compress a 50mb file in Excel?Here are the steps to follow for zipping an Excel file:. Open your file browser.. Right-click on your Excel file.. Navigate to "Send to" to toggle the side menu.. Select "Compressed (zipped) folder.". Confirm you have the . zip file in your file browser.. Can I view a workbooks that exceed 50 megabytes MB in Excel for the Web from within Microsoft SharePoint Online?Workbooks that exceed 50 megabytes (MB) cannot be viewed in Excel for the web from within Microsoft SharePoint Online. To view larger files, you'll need the Excel desktop app installed on your computer.
How do I reduce the MB size in Excel?Reduce the number of worksheets
If you have worksheets with data that you're not using—and that don't contain any formulas you're using—delete them from the spreadsheet. The more data points you have in your workbook, the larger your file size will be. Removing unused data will reduce your file size.
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How to open 50 MB Excel file
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