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
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.
Step 2. Select the File item
Step 3. Choose the Save As… option
Step 4. Give the file a new name
Step 5. Open the "Save as type" drop-down menu:
"or" File type: ".
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.
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
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.
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
Step 3. Go to the Home tab on the ribbon of the Windows version of Excel or on the menu Mac version change.
Step 4. Choose the Delete item
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.
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
Step 7. Go to the Home tab on the ribbon of the Windows version of Excel or on the menu Mac version change.
Step 8. Choose the Delete item
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
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.
Step 2. Go to the Home tab of the program ribbon located at the top of the Excel window
Step 3. Choose the Conditional Formatting option
It is located within the "Styles" group of the "Home" tab of the Excel ribbon.
Step 4. Select the item Clear rules
Step 5. Now choose the option Clear rules from whole sheet
Part 4 of 6: Eliminate Blank Cell Formatting in Windows
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.
Step 2. Go to the Home tab of the program ribbon located at the top of the Excel window
Step 3. Press the Find and Select button
It is located within the "Edit" group of the "Home" tab of the Excel ribbon.
Step 4. Choose the Go to… option
Step 5. Select the Special Format item
Step 6. Choose the Empty Cells radio button
Step 7. Press the OK button
At this point, all empty cells within the sheet should appear highlighted.
Step 8. Press the Delete button
It features a drawing eraser.
Step 9. Now choose the Erase All option
Part 5 of 6: Eliminate Blank Cell Formatting on Mac
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.
Step 2. Enter the Edit menu
It is located within the menu bar at the top of the program window.
Step 3. Choose the Find item
Step 4. Go to the Go tab
Step 5. Choose the Special Format option
Step 6. Select the Empty Cells radio button
Step 7. Press the OK button
At this point, all empty cells within the sheet should appear highlighted.
Step 8. Enter the Edit menu
It is located within the menu bar at the top of the program window.
Step 9. Choose the Erase option
Step 10. Now select the Format item
Part 6 of 6: Compressing the Images
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.
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 ….
Step 3. Access the "Image Quality" drop-down menu
Step 4. Choose a low image resolution
Step 5. Select the "Remove cropped image areas" checkbox
Step 6. Choose the item All images in this file
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.
