Compression tools have become an integral part of our daily life, be it in our personal or professional endeavors. When it comes to managing files, reducing file sizes plays a crucial role. This is where compression tools come into the picture. Although we have a plethora of system-level compression tools available, there are times when we need to reduce file sizes beyond what these system-level compression tools can achieve. This is where third-party compression tools come into play.
When we talk about reducing file sizes, we often come across a term called “compression”. Compression is a technique that is used to reduce the size of a file. Compression works by removing redundant or unused data in the file and grouping similar data together. This grouping of data allows the compression tool to preserve the overall structure of the file while reducing its size.
In this article, we will discuss the best compression tools that can be used to compress Excel and PDF files. These tools are freely available on the internet and are easy to use, making them ideal for both personal and professional use. We will also discuss various techniques that can be used to compress these files natively without the need for any third-party tools. Let’s get started.
Compressing Excel Files
Excel files often contain a large amount of data, which makes them bulky in size. By using the native compression features built into Excel, we can easily reduce the file size of an Excel file.
Using the Native Excel Compression Tool
All versions of Excel come with built-in file compression features that allow you to compress Excel files. By following the steps below, you can compress any Excel file in a matter of seconds:
Step 1:
Open the Excel file that you want to compress.
Step 2:
Click on the “File” tab on the Ribbon and then click on “Save As” in the menu.
Step 3:
Under the “Save As” dialog box, select the format of the Excel file as “Excel Binary Workbook (.xlsb)”.
Step 4:
Click on the “Tools” option in the bottom right corner of the dialog box and select “Compress Pictures”.
Step 5:
Click on the “OK” button on the “Compress Pictures” dialog box that pops up. This will compress the pictures in the Excel file.
Step 6:
Click on the “Save” button to save the Excel file with the compressed images.
By following the above steps, you can easily compress any Excel file and reduce its size significantly. However, if you want to compress an Excel file further, you can use third-party compression tools.
Using Third-Party Compression Tools
One of the best third-party compression tools for compressing Excel files is the WinRAR compression tool. WinRAR is a popular file compression tool that is widely used for compressing files of various formats. It supports a plethora of file formats, including Excel files.
By following the steps below, you can easily compress your Excel file with WinRAR:
Step 1:
Download and install WinRAR on your computer.
Step 2:
Right-click on the Excel file that you want to compress and select “Add to archive” from the context menu.
Step 3:
In the “Archive name and parameters” dialog box, select the “RAR” archive format and click on the “OK” button. This will create a compressed version of your Excel file.
By following the above steps, you can easily compress your Excel files using WinRAR and significantly reduce their size. However, it is important to note that compressed files need to be extracted before they can be accessed. So, if you need to access your Excel file frequently, it is best to use the native Excel compression tool as it allows you to compress the file without compressing its contents.
Compressing PDF Files
PDF files are widely used in offices and businesses for sharing and storing documents. However, PDF files can be bulky due to the presence of high-resolution images, which hampers their shareability.
Using the Native PDF Compression Tool
The most common way to compress a PDF file is to use the native PDF compression tool. Most PDF readers come with a built-in compression tool that allows you to compress PDF files without the need for any third-party tools.
By following the steps below, you can manually compress a PDF file using the native compression tool:
Step 1:
Open the PDF file that you want to compress.
Step 2:
Click on the “File” menu and select “Save As”.
Step 3:
Select “Reduced Size PDF” from the “Save As” type options.
Step 4:
Click on the “OK” button to save the compressed PDF file.
By following the above steps, you can easily compress your PDF files using the native PDF compression tool. However, if you want to compress PDF files further and achieve better compression rates, you can use third-party compression tools.
Using Third-Party Compression Tools
One of the most popular third-party compression tools for PDF files is the Adobe Acrobat pro DC. Adobe Acrobat Pro DC is a powerful PDF editor that allows you to compress PDF files to the desired size.
By following the steps below, you can compress your PDF file using Adobe Acrobat Pro DC:
Step 1:
Open Adobe Acrobat Pro DC and click on the “File” menu.
Step 2:
Select the PDF file that you want to compress.
Step 3:
Click on the “File” menu again and select “Save As Other”.
Step 4:
Select the “Reduced Size PDF” option from the “Save As Other” menu.
Step 5:
Select the desired compression settings, such as “Low”, “Medium”, or “High”.
Step 6:
Click on the “OK” button to compress the PDF file.
By following the above steps, you can easily compress your PDF files using Adobe Acrobat Pro DC and achieve better compression rates than the native PDF compression tool.
FAQ
What is file compression?
File compression is a technique that is used to reduce the size of a file. Compression works by removing redundant or unused data in the file and grouping similar data together. This grouping of data allows the compression tool to preserve the overall structure of the file while reducing its size.
Why is file compression important?
File compression is important as it can help reduce the storage space required for files and make them easier to transfer and share. This is particularly important for files such as PDFs or Excel sheets that often contain large amounts of data and can be quite bulky in size.
Video Tutorial: How to Compress Excel Files
In conclusion, file compression tools are a vital component when it comes to managing files and reducing file sizes. When it comes to compressing Excel and PDF files, there are several third-party and native compression tools available that can be used to significantly reduce their size. Additionally, it is important to note that compressed files need to be extracted before they can be accessed.
