As you work on your worksheet, the file can get larger, depending on what you're adding. Here are a few things that you can do.Â
You can reduce your file size by saving your spreadsheet as a binary workbook (.xslb) instead of the default XML format (.xslx). As an open standard, XML based files are important if you're using your data with third-party programs. However, for most purposes, the binary format is sufficient and saves to a smaller file.
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On the File tab, select Options and choose Save.
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Under Save workbooks, select Excel Binary Workbook from the Save files in this format list.
This option sets binary format as the default. If you want to keep the default to Excel Workbook (.xlsx) but save the current file as binary, select the option in the Save As dialog.Â
Note:Â If the file is located in a SharePoint library, you might not see the Save As option. If this is the case, you can save a copy to your local drive, save that copy as a binary, and then replace the original file with the new binary.
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Go to the File tab and select Save As or Save a Copy. If you're saving for the first time, pick a location.
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Select Excel Binary Workbook (*.xlsb)Â from the list of file types,
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.Â
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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Go to the File tab, select Options and choose Advanced.
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Under Image Size and Quality, do the following:
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Select Discard editing data. This option removes stored data that's used to restore the image to its original state after it's been edited in Excel. Note that if you discard the editing data, you won't be able to restore the image in Excel.
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Clear Do not compress images in file.
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In the Default resolution list, select a resolution of 150ppi or lower. In most cases, you won't need the resolution to be higher than that.
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Select a picture in your document. The Picture Format tab appears on the ribbon.
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On the Picture Format tab, select Compress Pictures in the Adjust group.
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Under Compression options, do the following:
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To compress all the pictures in the file, clear Apply only to this picture. If this option is selected the changes only affect the selected picture.
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Select Delete cropped areas of pictures. This option removes the cropped picture data, but note that you won't be able to restore it.
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Under Resolution, do the following:
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Select Use default resolution.
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If your spreadsheet contains a pivot table, you can reduce the file size by not saving the pivot table source data cache with the file and instead having the data cache refresh when you open the spreadsheet.
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Select any cell in the pivot table.
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On the PivotTable Analyze tab, in the PivotTable group, select Options.
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In the PivotTable Options dialog box, select the Data tab, and do the following:
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Uncheck Save source data with file.
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Select Refresh data when opening the file.
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Reducing file size isn't currently possible in Excel for the web. You can, however, reduce file size in the Excel desktop app.
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To open the desktop app, at the top of the ribbon, select Editing > Open in Desktop App.
Don't have the Excel desktop app? Try or buy Microsoft 365.
As you work on your worksheet, the file can get larger, depending on what you're adding. Here are a few things that you can do.Â
You can reduce your file size by saving your spreadsheet as a binary workbook (.xslb) instead of the default XML format (.xslx). As an open standard, XML based files are important if you're using your data with third-party programs. However, for most purposes, the binary format is sufficient and saves to a smaller file.
-
On the Excel menu, select Preferences.Â
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Under Sharing and Privacy, select Compatibility.
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Select Save files in this format and choose Excel Binary Workbook (.xlsb).
This option sets binary format as the default. If you want to keep the default to Excel Workbook (.xlsx) but save the current file as binary, select the option in the Save As dialog.Â
Note:Â If the file is located in a SharePoint library, you might not see the Save As option. If this is the case, you can save a copy to your local drive, save that copy as a binary, and then replace the original file with the new binary.
-
Go to the File tab and select Save As or Save a Copy. If you're saving for the first time, pick a location.
-
Select Excel Binary Workbook (*.xlsb)Â from the list of file types,
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.Â
The more data points you have in your workbook, the larger your file size will be. Removing unused data will reduce your file size.
-
Select a picture in your document. The Picture Format tab appears on the ribbon.
-
On the Picture Format tab, select
-
Under Compression options, do the following:
-
Under Picture Quality, select Use default resolution.
-
Select Delete cropped areas of pictures. This option removes the cropped picture data, but note that you won't be able to restore it.
-
To compress all the pictures in the file, select All pictures in this file. Otherwise choose Selected pictures only.Â
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Select OK.Â
If your spreadsheet contains a pivot table, you can reduce the file size by not saving the pivot table source data cache with the file and instead having the data cache refresh when you open the spreadsheet.
-
Select any cell in the pivot table.
-
On the PivotTable Analyze tab, in the PivotTable group, select Options.
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In the PivotTable Options dialog box, select the Data tab, and do the following:
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Uncheck Save source data with file.
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Select Refresh data when opening the file.
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