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How to Reduce Excel File Size Online: A Complete Guide

July 31, 2023 2.6K views

If you use Excel to manage and analyse data, you might have experienced the struggle of handling large files. Not only do they take up a lot of storage space, but they can also take forever to upload and download. If you're struggling with a large Excel file, reducing its size is a great way to make it more manageable. 

How to Use Binary Format to Reduce Excel File Size

One of the most effective ways to reduce Excel file size is to save it in binary format. Binary format compresses the data in the file, making it significantly smaller. To save your Excel file in binary format, follow these steps:

  1. Click on the File tab and select Save As.

  2. Select Binary Workbook (*.xlsb) from the Save as type dropdown menu in the Save As dialogue box.

  3. Enter a new name for your file, and then click Save.

How to Shrink Excel File Size with Diverse Online Tools

If you can't access Excel on your device, you can still reduce Excel file size online using various tools. Here are some popular online tools to shrink your Excel file size:

  1. SmallPDF: SmallPDF is a free online tool that can compress Excel files up to 100MB. Simply drag and drop your file onto the SmallPDF website, and the tool will compress it.

  1. Compressify: Compressify is another online tool that can compress Excel files up to 100MB. To use Compressify, upload your Excel file to the website, and the tool will compress it.

  2. Online-Convert: Online-Convert is a free online tool that can compress Excel files up to 100MB. Simply upload your Excel file to the website, select the compression options you want, and the tool will compress it.

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How to Use WPS Spreadsheet to Reduce Excel File Size

WPS Spreadsheet is a free alternative to Microsoft Excel that can also reduce Excel file size. Here are some ways to use WPS Spreadsheet to reduce Excel file size:

  1. Remove Unused Cells: Large Excel files often contain many unused cells that can take up valuable storage space. To remove unused cells in WPS Spreadsheet, click on the Home tab, select Find & Select, and then select Go To Special. In the Go To Special dialogue box, select Blanks, and then click OK. Right-click on any of the selected cells and select Delete. It will remove all unused cells from your Excel file.

  2. Remove Formatting: Formatting can also take up valuable storage space in Excel files. To remove formatting in WPS Spreadsheet, click on the Home tab, select Clear, and then Clear Formats.

  3. Save as CSV: If you don't need all the features of Excel, you can save your Excel file as a CSV file to significantly reduce its size. To do this in WPS Spreadsheet, click on the File tab, select Save As, and then select CSV (Comma delimited) (*.csv) from the Save as type dropdown menu.

Learn More about Reducing Excel File Size Online

Reducing Excel file size is essential for anyone with large Excel files. Whether you choose to use binary format, online tools, or WPS Spreadsheet, there are various ways to reduce Excel file size and make it easier to work with. Using WPS Spreadsheet to remove unused cells, formatting, and saving as CSV are just a few ways to reduce Excel file size. We highly recommend using WPS Spreadsheet for efficient and effective data management.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.