How to Compress Excel File Size without Deleting Data?
Large Excel files may slow down your machine, making it unable to open or share them with others. Compressing an Excel file is the only way to manage large data files. In this write-up, we will explain the best and possible methods to reduce Excel file size by removing unwanted data, rows, and columns, saving in a lighter modern format, compressing large images, cleaning hidden data, or saving as a ZIP format.
An increased size of the Excel file may affect your performance on a daily basis, which makes the compression process necessary. So, we have explained all relevant information, including how it affects, how to compress Excel file sizes, setbacks, and alternative solutions for multiple large data files.
Before choosing the technique, let’s understand how it affects your performance and why you should reduce Excel file size smoothly.
How Does a Large Excel File Size Affect?
- Slow down Excel’s performance.
- Your application hangs and lags while applying formulas, filters, or edits.
- Also, it increases the chances of Excel freezing and crashing.
- Users will not be able to share data due to size limits (email, uploads)
- Also, large data files take up more storage space on the system.
- Reduces overall productivity and workflow efficiency
After knowing the effects, let’s learn about the best process to compress Excel file size.
Manual techniques can’t handle large and multiple Excel files, and also, compression is not enough to manage files for a long time. So, you should use the Excel Splitter Tool. It divides your file into smaller parts, so you can access the required file for a long time without increasing its size. This software can easily handle your large and multiple XLSX / XLS files at the same time. You can use the trial version as well for a better understanding.
How to Compress Excel File Size Manually?
You can easily reduce Excel file size by saving the file by changing the extension, removing unwanted data, compressing large images, deleting hidden data, and dividing a large file into smaller parts. All the methods are given below one by one.
Method 1: Delete Unwanted Data
Empty rows, columns, and unwanted data are the major reason of increase Excel file size. So, if your file also contains empty rows and columns, then delete them by following the given steps:
- Open your file.
- Choose the empty rows and columns.
- Right-click and select the “Delete” button.
- And after this, save your file again.
Method 2: Reduce Excel File Size by Saving in Modern Format
We will save your file as XLSB format, which is a lighter and simpler format than XLS / XLSX.
- Open your Excel file.
- Select the “File” >> “Save As” option.
- Select the “XLSB” from the “File Type” list.
- Choose any location and hit the “Save” button.
Method 3: Compress Large Images
Use this technique; if your file contains large images, you can compress the size of the Excel file.
- Open the file and choose “Image”.
- Hit on the “Picture Format” >> “Compress” option.
- Repeat the similar steps for each image.
If your file does not contain images, then follow another technique.
Method 4: Compress Excel File Size by Saving Large File as ZIP Format
If your file is too big, and you don’t want to spend a long time working, then save your file as a ZIP format by following these steps to reduce Excel file size.
- Locate your file and right-click on it.
- Choose the “Compress To” option.
- And select the ZIP format.
- And successfully your file is zipped.
Method 5: Clean Hidden Data
- Choose the whole sheet.
- Right-click and select the “Unhide” option.
- You can remove unwanted data from here to compress Excel file size.
Setbacks of All Manual Techniques
- These techniques only provide space for a short time; it’s not a long-term solution.
- Also, you can’t work with multiple data files in bulk at the same time.
- Multiple steps make the process lengthy and time-consuming.
- These techniques don’t provide 100% guarantee of successful size.
- Removing data technique contain high risk of accidental deletion.
Method 6: Excel File Compressor for Large Files
This software is the best and long-time solution, meaning compressing and reducing Excel file size is not a long-time solution. Because the size will increase again with the data. And, splitting data into smaller parts makes your file longer accessible and editable. It will not increase faster, and you can access only the required data whenever you require. Download it now for free to compress Excel file size.
How to Compress Excel File Size without Opening?
- Download and start the Excel file reducer and select the “Split Excel” option.
- Import your Excel files using the “Add Files / Add Folders” options.
- You can analyze selected files on the panel and choose the “Next” button.
- After this, select any “Split Options” and location accordingly.
- Hit on the “Split” icon, and after completing the process, a pop-up will appear, and choose the “OK” button.
- Use the “View Report” option to analyze the report of the successful process.
What You Will Get with Excel File Reducer?
This software contains numerous benefits, which are mentioned below one by one to compress Excel file size:
- This software can easily reduce Excel file size without opening the file.
- Also, it can handle multiple and large XLSX / XLS files without crashing the application.
- It’s a two-in-one tool, which allows you to split and merge Excel files into one smoothly.
- It gives three different split options, like by size, row, and sheet, according to your choice.
- Also, this Excel file reducer maintains original elements, data, and structure, and doesn’t alter anything.
Conclusion
If you are also frustrated with large data files and want to compress Excel file size without opening and deleting data, then you are on the right blog. You can reduce Excel file size by removing data, converting into another format, compressing image sizes, cleaning hidden data, and saving your file as a ZIP, etc. Manual techniques are not appropriate for large and multiple files, so you should use the automated Excel file compressor. It comes with a free demo edition to understand how it works.