This article shows you how to reduce the hard disk space occupied by an Excel file by removing unnecessary formatting, compressing images and using more efficient file formats.
Steps
Part 1 of 6: Using Excel Binary Files
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Step 1. Open the file you want to process
You can select the program icon characterized by a X green on a white background by double clicking the mouse. At this point choose the item File, push the button You open…, then select the file you want to edit.
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Step 2. Select the File item
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Step 3. Choose the Save As… option
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Step 4. Give the file a new name
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Step 5. Open the "Save as type" drop-down menu:
"or" File type: ".
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Step 6. Choose the special format Excel Binary Workbook (extension .xlsb).
Files saved in this format are considerably smaller than standard Excel files with the extension .xls.
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Step 7. Now press the Save button
The file in question will be saved on the computer in the selected folder.
Part 2 of 6: Eliminate Formatting of Blank Rows and Columns
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Step 1. Open the Microsoft Excel file you want to process
You can select the program icon characterized by a X green on a white background by double clicking the mouse. At this point choose the item File, push the button You open…, then select the file you want to edit.
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Step 2. Select all blank rows of the Excel sheet
To do this, click the header box of the first blank line (it is characterized by its identification number), then press the hotkey combination Ctrl + ⇧ Shift + ↓ (on Windows) or ⌘ + ⇧ Shift + ↓ (on Mac).
The directional arrow keys are located at the bottom right of most keyboards
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Step 3. Go to the Home tab on the ribbon of the Windows version of Excel or on the menu Mac version change.
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Step 4. Choose the Delete item
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Step 5. If you are using a Windows system, choose the Erase All option or the option Format on Mac.
This will eliminate the formatting information of unused cells.
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Step 6. Select all empty columns
To do this, click the header box of the first empty column (it is characterized by its identifying letter), then press the hotkey combination Ctrl + ⇧ Shift + → (on Windows) or ⌘ + ⇧ Shift + → (on Mac).
The directional arrow keys are located at the bottom right of most keyboards
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Step 7. Go to the Home tab on the ribbon of the Windows version of Excel or on the menu Mac version change.
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Step 8. Choose the Delete item
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Step 9. If you are using a Windows system, choose the Erase All option or the option Format on Mac.
This will remove the formatting information of unused cells.
Part 3 of 6: Eliminate Conditional Formatting
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Step 1. Open the Microsoft Excel file you want to process
To do this, you can select the program icon characterized by a X green on a white background by double clicking the mouse. At this point choose the item File, push the button You open…, then select the file you want to edit.
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Step 2. Go to the Home tab of the program ribbon located at the top of the Excel window
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Step 3. Choose the Conditional Formatting option
It is located within the "Styles" group of the "Home" tab of the Excel ribbon.
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Step 4. Select the item Clear rules
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Step 5. Now choose the option Clear rules from whole sheet
Part 4 of 6: Eliminate Blank Cell Formatting in Windows
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Step 1. Open the Microsoft Excel file you want to process
To do this, you can select the program icon characterized by a X green on a white background by double clicking the mouse. At this point choose the item File, push the button You open…, then select the file you want to edit.
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Step 2. Go to the Home tab of the program ribbon located at the top of the Excel window
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Step 3. Press the Find and Select button
It is located within the "Edit" group of the "Home" tab of the Excel ribbon.
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Step 4. Choose the Go to… option
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Step 5. Select the Special Format item
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Step 6. Choose the Empty Cells radio button
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Step 7. Press the OK button
At this point, all empty cells within the sheet should appear highlighted.
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Step 8. Press the Delete button
It features a drawing eraser.
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Step 9. Now choose the Erase All option
Part 5 of 6: Eliminate Blank Cell Formatting on Mac
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Step 1. Open the Microsoft Excel file you want to process
To do this, you can select the program icon characterized by a X green on a white background by double clicking the mouse. At this point choose the item File, push the button You open…, then select the file you want to edit.
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Step 2. Enter the Edit menu
It is located within the menu bar at the top of the program window.
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Step 3. Choose the Find item
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Step 4. Go to the Go tab
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Step 5. Choose the Special Format option
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Step 6. Select the Empty Cells radio button
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Step 7. Press the OK button
At this point, all empty cells within the sheet should appear highlighted.
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Step 8. Enter the Edit menu
It is located within the menu bar at the top of the program window.
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Step 9. Choose the Erase option
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Step 10. Now select the Format item
Part 6 of 6: Compressing the Images
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Step 1. Open the Microsoft Excel file you want to process
You can select the program icon characterized by a X green on a white background by double clicking the mouse. At this point choose the item File, push the button You open…, then select the file you want to edit.
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Step 2. Open the dialog to compress images
Follow these instructions:
- If you are using a Windows system, select the image to be processed, access the tab Format, then select the option Compress images.
- If you are using a Mac, go to the menu File and choose the voice Reduce file size ….
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Step 3. Access the "Image Quality" drop-down menu
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Step 4. Choose a low image resolution
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Step 5. Select the "Remove cropped image areas" checkbox
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Step 6. Choose the item All images in this file
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Step 7. Now press the OK button
The images present in the Excel file under examination will be compressed and all unnecessary data will be deleted.