SharePoint Document Issues

Why SharePoint File Sizes Differ from Local File Sizes in Word and Excel

Maira Mehtab Sep 27, 2026 869 views

Question details

Users notice that files uploaded to a SharePoint library display a larger file size compared to their original local file size.

Product: SharePoint
Device & OS: not provided
Scenario: Uploading documents from local storage to a SharePoint document library.
Observed behavior: Word and Excel files appear larger after being uploaded to SharePoint, whereas simple formats like PDF and TXT show little to no difference in size.

Before you start

Right-click your local file to check its exact size in properties, and compare it with the storage metrics in your SharePoint library to understand the scale of the discrepancy.

Solution 1Recommended

Manage SharePoint Version History and Metadata

Understand how SharePoint calculates file sizes by including metadata and previous versions, and learn how to review these settings.

When you upload a document to SharePoint, the platform stores more than just the file's raw content. It adds metadata for searchability, tracks version history, and includes internal storage overhead. This is especially true for complex formats like Word and Excel files, which naturally integrate with these features, causing the displayed size to increase.

Simpler file formats like PDF and TXT do not carry as much metadata or complex version-tracking overhead, which is why their sizes remain relatively unchanged after upload.

Check Document Metadata

Select the file in your SharePoint library and open the details pane on the right side to view the custom properties and metadata attached to the file.

Review Version History

Click the three-dot menu (ellipsis) next to the file and select 'Version history' to see how many previous versions are being stored.

Delete Unnecessary Versions

In the Version History dialog, click the drop-down arrow next to an older version and select 'Delete' to remove it and reduce the overall storage footprint.

Storage Calculation: SharePoint counts all saved versions of a document against your total site storage quota, not just the most recently uploaded version.

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Frequently Asked Questions

Can I reduce the overall file size of documents stored in SharePoint?

Yes. You can reduce the storage used by a document by navigating to your Library Settings, selecting 'Versioning settings', and limiting the number of major and minor versions that SharePoint is allowed to keep.

Why do PDF files not change size as much as Word files in SharePoint?

PDF and TXT files have a simpler file structure and do not integrate as deeply with SharePoint's complex metadata and versioning features in the same way Word and Excel files do.

Does deleting version history reduce the file size displayed in SharePoint?

Yes, deleting old or unnecessary versions from the document's version history will free up storage space and reduce the total size calculated by the SharePoint storage metrics.

Document & File Issues