Reduce File Size When Converting PowerPoint to Word Handout

You can reduce the file size when converting PowerPoint presentations to Word files. There is no perfect solution, but there is a workaround. This workaround uses a three-step process to create Word handouts from PowerPoint slides. The resulting file size is a fraction of the file size generated using the traditional steps to accomplish this task.

This article applies to PowerPoint 2019, 2016, 2013, 2010; PowerPoint for Office 365 and PowerPoint for Mac.

  1. Create images from PowerPoint slides
  2. PowerPoint creates a folder for pictures
  3. Insert images into a new presentation
  4. Fit images to PowerPoint slide size
  5. Create handouts in Word from new PowerPoint slides

Create images from PowerPoint slides

Before you convert a PowerPoint presentation to a Word document, convert your PowerPoint slides into images. Other than reducing the presentation file size, images cannot be edited.

To save a PowerPoint presentation as PNG images:

  1. Open your PowerPoint presentation.

  2. Select File Save as † Select in PowerPoint for Mac File Export

  3. Navigate to the folder where you want to save the presentation.

  4. Enter a name for the presentation in the File name text box.

  5. In the list, select File type PNG Portable Network Graphics Format (*.png)

    Presentations can also be saved in the JPEG file exchange format (*.jpg), but the quality is not as good as the PNG format for photos.

  6. Select Save † Select in PowerPoint for Mac Export

  7. If prompted, select: All slides to save each slide in your presentation as a PNG.

PowerPoint creates a folder for pictures

PowerPoint creates a new folder for pictures in the location you choose. This folder has the same name as the presentation (minus the file extension) and each slide is now an image. The file names for these images are: Slide1.PNG, Slide2.PNG, etc. You can rename the slides, but it is not necessary.

Insert images into a new presentation

The next step is to create a photo album with PNG images of each slide.

  1. Select File New to start a new presentation.

  2. Select Empty presentation to open a new presentation with no content.

  3. Select Insert

  4. Select Photo album to open the Photo Album dialog box.

  5. Select File/Disk to open the Insert New Pictures dialog box.

  6. Browse to the PNG images folder and select all slide images.

  7. Select Insert to return to the Photo Gallery dialog box.

Fit images to PowerPoint slide size

The final step in this process is choosing the layout and size of the photos.

  1. In the Photo Album dialog box, select the Image Layout arrow and select Suitable for sliding

  2. Select To create † The presentation creates new slides with all the photos from your original slides.

  3. Delete the first slide. PowerPoint adds a title slide to the presentation. This slide is not necessary.

Create handouts in Word from new PowerPoint slides

Now that you’ve inserted the original slide images into your new presentation file, it’s time to create your handouts. Follow our original guide to several ways to save a new PowerPoint presentation as a Word document, but now with a smaller file size.

Leave a Reply

Your email address will not be published. Required fields are marked *