How to Reduce Excel File Size without Opening & Deleting Data?
This blog is going to reduce Excel file size without opening and deleting data using the best manual techniques and expert solutions. We have tried to explain all information in simple language for technical and non-technical users. Read the complete blog first and select the best way that suits you.
The MS Excel application is widely used around the world to manage and organize personal and professional data into rows and columns. But many times, happens when we fill our file too much with data without knowing that the Excel file size will increase, which may affect our daily tasks:
Here we have explained how large Excel files affect your performance and daily tasks, which compel users to reduce Excel file size without opening and deleting.
- If your Excel file is too large to open, then you will not be able to open the data easily.
- Also, your Excel can freeze and crash due to excess formulas, formatting, or embedded objects.
- Users will have trouble sharing large spreadsheets with others.
- High risk of corruption and damage to data files.
- Also, you will face errors like Excel not responding.
How to Compress Excel File Size? All Methods
Splitting Excel files into small parts would be a better and reliable way to reduce Excel file size without opening and deleting any data. After dividing your large data file, you can easily open and manage data files without having any issues.
For this, we have explained the best alternative and expert solution below. Not only this, but we have explained the 10 other manual methods to compress Excel file size one by one.
#1: Expert Solution to Reduce Excel File Size Without Opening
If your Excel file is not opening and you want to compress the size, then download the SysTools Excel Splitter Tool. This is the perfect and reliable solution to reduce Excel file size without opening and deleting blank rows or any other data.
This software is in two-in-one solution, which means it can split large files into small parts and also merge multiple Excel files into one single file to manage data easily. It even comes with a free demo version, so that you can use it before investing.
How to Decrease Excel File Size? All Working Steps
- Use the Download button to download the tool and install it.
- After that, choose the “Split Excel” option from the screen.
- Use the “Add Files” and “Add Folders” buttons to import single and multiple files/folders.
- Browse the location of your Excel file and choose the “Open”
- Hit the “Next” button to continue the process.
- After that, select the “Split Option” according to your choice and select the location using “Change”
- And then, select the “Split” button to start the procedure to reduce Excel file size. After that, choose the “OK”
- Finally, after completing the process, choose the “View Report”
Important Note: If your Excel file is opening, then go for the upcoming manual methods.
#2: Remove Unused Data and Blank Cells
- Open your Excel file.
- Select the empty rows.
- Right-click and choose the “Delete” button.
- And now repeat the same process for unused columns.
- And save the file locally.
#3: Convert Formulas to Values
Sometimes multiple formulas can increase the file size, so you can convert them to a value:
- Select the cells with formulas.
- Choose Ctrl + C to copy content.
- Now right click >> Paste Special and then select the Values.
- And finally, save the file.
#4: Remove Unused Formatting to Reduce Excel File Size
If your file contains unwanted and unused which make your file large, removing them can compress Excel file size:
- Select the unused area with formatting.
- Choose the Home >> Clear → Clear Formats options.
- And save the file.
#5: Try to Compress Images
If your Excel file contains images, then compress them to reduce Excel file size without deleting row and column data:
- Open your Excel file.
- Select the image.
- And head to the Picture Format option.
- Choose the Compress Pictures icon.
- A pop-up will appear, and choose the OK button.
- And your images are compressed to compress Excel file size.
As we all know Excel file contains hidden data, so we will resolve the issue by removing it:
- Right-click on the Sheet and choose the Unhide option.
- Delete the sheets that you don’t want to keep.
- For rows/columns: select the rows >> right click >> and Unhide, and delete if you need.
#7: Delete Conditional Formatting Rules to Reduce Excel File Size
- Head to the Home in the Excel file.
- Choose the Conditional Formatting → Manage Rules options.
- Select the rules that are not important and select the Delete Rules button.
- Apply and save it.
#8: Delete the Pivot Table Cache
Also, Pivot table carries the cache, which plays a role in increasing the Excel file size, so follow the given steps:
- Right-click on the Pivot table in Excel.
- Choose the “Pivot Table” Options.
- Now uncheck the Save source data with file under the Data tab.
- And finally, save the file to compress and reduce Excel file size.
#9: Try to Save in Binary Format (.xlsb)
Excel mainly saves in XML, XLS, and XLSX formats. But saving data in XLSB binary language will be beneficial to reduce Excel file size.
- Open your Excel file.
- Choose the “File” tab and the “Save As” button.
- Select the “XLSB” from the “File Type” option.
- Select the location and save it.
#10: Save as Zip File to Compressed
If your large Excel file is taking up too much storage space on the machine, and you want to reduce it, then follow the given steps:
- Locate the Excel file.
- Right-click on the file.
- Choose the “Compress To” >> “Zip” option.
Drawbacks of All Manual Methods
- Manual methods require opening an Excel file to follow any process.
- You can’t reduce multiple file sizes at the same time.
- Users have to repeat the steps again and again for all files one by one.
- Also, which methods that contain a deletion process have a high chance of accidental deletion and missing information?
- Original formatting and hierarchy will not be maintained.
Why is Expert Solution Better and Reliable than Manual Methods?
- The software allows users to divide large Excel files into small parts by Row, Size, and Sheet, so users can reduce Excel file size according to their requirements.
- Also, it supports all types of Excel files exported from any version and format, including CSV, XLSX, XLS, XLSB, etc.
- You don’t need any internet connection; it can compress Excel file size without saving your information.
- It gives you simple dual modes to add single or multiple Excel files.
- The given solution comes with a free demo version to reduce Excel file size, so that users can use it first and then invest.
Final Comment
Here, we have resolved the most frequently searched query on the internet: how to reduce Excel file size without opening and deleting row and column data. We have used 9 manual methods and one top-notch solution. If you just want to clean your storage space and your files are open, then choose the manual method.
But for multiple and large Excel files, and your file is not opening, then you should go for the expert solution. With the expert tool, there is no need to delete and open your large Excel file. Also, it comes with a free trial edition. For any query, you can contact us through live chat support.