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Free Video Tutorials : Excel File Management
Free Video Tutorials : Excel File Management
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EXCEL FILE MANAGEMENT: REDUCING FILE SIZE

See how to make useful savings in file size to help you with storage, sharing and collaboration

Background information and resources for Excel courses that we hope you find useful

WHY REDUCING FILE SIZE IS IMPORTANT

Excel got big. In older versions, you had a maximum of 65,536 rows and 256 columns. But since Excel 2007, you now have a whopping 1,048,576 rows and 16,384 columns. That's over 17 billion cells in one sheet (theoretically at least: we imagine that processing all the formulas in a worksheet this size would actually be beyond the resources of pretty well anyone's PC).

But it is common to store thousands of records in a single tab and if you are adding charts and images to your documents, it's no wonder our spreadsheets might take up a lot of space. And processing them can take time too.

In the age of collaboration, where we are storing, emailing and sharing documents with each other, disk (or cloud) space has again become important. When files start to get big and bulky, it's time to consider reducing the size.

THE EASY WAY: UPDATE YOUR SPREADSHEET

Now, with the later versions of Office and Excel, there is one very straightforward method of saving some space. If you have files stored in the old .xls format, you can save about one third of the file size, simply by saving your spreadsheet into the newer .xlsx format.

The properties and other info about your Excel file are found on the File tab.

In this example, File -> Info tells us that the file size of the selected document is 730KB for a 5,000 record spreadsheet in .XLS format.

The Easy Way: Update Your Spreadsheet

If this is stored in the old Excel format, you will notice the option to Convert the file.

Excel File Management: Reducing file size

This converts the file to the newer format and saves it for you. A quick check on the file size again and we can see it has been reduced to 340KB. Run a few tests on a backup of your files and see how much you can save on file sizes. It will speed up your loading time and use of the system dramatically.

REDUCING IMAGE SIZES

It's not unheard of to have images in an Excel file. If the images are what's bulking up the file size, you need to click on one of them and use the Picture Tools -> Format tab to Compress Pictures. Here you can control all of the pictures in the file or just the one that's selected. You can then select a resolution and click OK to compress the size of the pictures. Really, this shouldn't affect the quality of the image very much. But be careful, because you can't decompress pictures once you have made them smaller!

Reducing Image Sizes
WE HOPE YOU FOUND THIS USEFUL

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LINKS TO MORE ...

Main Excel Resources Page

Excel Resources

Video tutorials & articles, and templates to help you work better in Excel

      Click to view

 

Video Tutorials - Excel File Management

Video Tutorials - Excel File Management

Manage and optimise your Excel files for better performance

Click to view

Excel File Management: Saving as PDF or XPS

Excel File Management: Saving as PDF or XPS

Learn how to save Excel files in PDF or XPS format

      Click to read more

 

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HOW TO REDUCE FILE SIZE IN EXCEL

We can enhance your skills with courses for Microsoft Excel spreadsheets at any of our twelve training centres UK wide, or we can come to your offices: if you have groups of three or more staff who need training, this is a very convenient, flexible and cost effective option. Moreover, most of our excel courses are 1 day, which keeps "out of office" periods for attendees to a minimum.

We have been delivering Microsoft Excel course all over the UK since 1995 and have continually developed our philosophy of high quality, flexible and results-driven provision of courses for Excel to ensure constantly improving standards of quality.   So you can be confident that we have the expertise, and the experience, to give you a great return on your investment in Free Video Tutorials : Excel File Management.

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