Reduce Excel file size without deleting data

Reduce Excel file size for Optimising Performance
reduce Excel file size

10 Top tips: How to reduce Excel file size without deleting data?

1) Save the file in right version as:

    • Excel Workbook (xlsx)

Save as new version instead of then older or

You can significantly reduce Excel size file compared to default version or

    • Zip the Excel file (zip).

2) Clear unused cells

    • Clear visible unused table, columns and formatted cells.

Select it and Clear All or select rows or columns and delete (Ctr+-)

    • Clear invisible content using method:

Ctr+G / Special… / blanks / Clear All
Note: CTR + End

3) Reduce graphics

    • Delete unused images/object

To find objects that are hidden, stacked, or behind text, click:
Home, Find & Select, Selection Pane…

    • Compressing Picture

Select image / Compress Picture / Minimise document size for sharing
Compressing Picture

    • Resizing

4) Reduce Condition Formatting

    • Select the entire worksheet

(Ctrl+A and you maybe requite use Ctrl+A again) or simple click Select All button

    • Home / Conditional Formatting / Manage Roles…

Select irrelevant roles and Delete Rule

5) Reduce on Data Validation

    • Select the entire worksheet as above
    • Data / Data Validation / Setting / Allow: Any value

6) Use manual calculation

Formulas / Calculation options / Manual

7) Use Pivot Tables and Excel Tables format and named Range

Note: How to Reduce the Size of Pivot Table Workbooks

8) Optimise formulas

    • Avoid using volatile function such as:
    TODAY, NOW, INDIRECT, RAND, RANDBETWEEN, CELL, OFFSET, INFO.
    • Replace VLOOKUP, HLOOKUP and LOOKUP function with INDEX & MATCH
    • Replace nested IF functions with any of below alternative:
    REPT, INDEX & MATCH, SUMIF(s) or Boolean logic
    • Check cells containing formulas and replace them with values where a formula is unnecessary or rarely used

Note: Advanced Excel Test

9) Reduce worksheets

Check if you have unused worksheets including hidden and delete them.

10) How to Reduce Excel file size Optimize using VBA

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3 thoughts on “Reduce Excel file size without deleting data”

  1. A good way to find out what excel tabs are the largest is to convert the workbook to Html. It will create a separate file for each tab in the workbook making it easy to see which is the largest.

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