File Size

[Guest]

As general jack-of-all-trades here I'm asked to look at presentations after
they're already created and the file size is hugh, and the user is having
problems with the file. We do have a compression package we run when the
file is too big that helps some. I know about disabling Fast Saves and I
just read about disabling Automatic Layout, but my biggest problem is the
files are always full of embedded charts and objects, and the user always
needs the presentation right away. The only way I know to fix some of the
slides is to save a picture as a bitmap and Insert it as a file. If the
slide has a chart in it (yes, it's always embedded back to the Excel file), I
copy and paste the data into the chart datasheet and recreate the chart.
However, nobody has time to wait for me to do all this. Is there a way to
fix a file like this quickly? And am I doing anything wrong that makes my
fix slower; should I be fixing the slides differently? Thanks!

 

[Steve Rindsberg]

As general jack-of-all-trades here I'm asked to look at presentations after
they're already created and the file size is hugh, and the user is having
problems with the file. We do have a compression package we run when the
file is too big that helps some. I know about disabling Fast Saves and I
just read about disabling Automatic Layout, but my biggest problem is the
files are always full of embedded charts and objects, and the user always
needs the presentation right away. The only way I know to fix some of the
slides is to save a picture as a bitmap and Insert it as a file. If the
slide has a chart in it (yes, it's always embedded back to the Excel file), I
copy and paste the data into the chart datasheet and recreate the chart.

Select the chart on the PPT slide, rightclick, choose Ungroup, tell the dire
warning message "Yes dear, don't you worry, I'm working on a COPY of the
original file" (because you are, right? right.)

Done. It's now a Windows metafile. No more Excel data behind it, no more
bloat.

I'm surprised the file compression program doesn't offer this as an alternative.

 

[Guest]

Steve, thanks so much for the reply. I did see mention of the ungroup but
wasn't really sure what it did. I will definitely remember that in the
future. I thought the compression package mentioned something about embedded
objects, but here's the scoop: This was my old job 2 years ago as software
training & support, then I got laid off, then I was rehired to do database
development, and somewhere along the line am now being saddled with my old
job as well. Consequently, I don't even have the compression package on my
PC so I'm flying blind here. Thanks again, and have a great day!

 

[Steve Rindsberg]

Steve, thanks so much for the reply. I did see mention of the ungroup but
wasn't really sure what it did. I will definitely remember that in the
future. I thought the compression package mentioned something about embedded
objects, but here's the scoop: This was my old job 2 years ago as software
training & support, then I got laid off, then I was rehired to do database
development, and somewhere along the line am now being saddled with my old
job as well. Consequently, I don't even have the compression package on my
PC so I'm flying blind here. Thanks again, and have a great day!

Gotcha. By the way, here's one you might want to have a go with:

Ungroup all the OLE objects in a presentation
http://www.pptfaq.com/FAQ00326.htm

It's a little macro that'll automate most of this ungrouping for you.

 

[Guest]

I copied the code from the website you gave me; looks like something I could
really use. I copied and pasted two sheets from Excel into PPt slides, then
ungrouped them, but my file size grew .2 mb. I saved and renamed the file
but nothing changed. Any ideas?

 

[Steve Rindsberg]

I copied the code from the website you gave me; looks like something I could
really use. I copied and pasted two sheets from Excel into PPt slides, then
ungrouped them, but my file size grew .2 mb. I saved and renamed the file
but nothing changed. Any ideas?

First, make sure that FastSaves is off.

Next, ungrouping won't save ALL that much file space if the Excel data you've pasted in
is all that's in the Excel file. It should help when you've pasted in a bit of data
from a LARGE Excel file though.

 

[Guest]

Steve, thanks once again for your quick and informative response. I only
did a quick test and figured I would need more data, so I appreciate your
response and will definitely use your tactics. Again, have a great day!