Reducing File Size

Harley · Apr 23rd, 2002, 07:44 AM

I've created a very large workbook (7 MB) which incorporates numerous formulas that reference various worksheets in the same workbook. The workbook contains over 100 individual worksheets. On a daily basis, data is added to several of the "input" worksheets, and the formulas in the "output" sheets automatically create the finished product. When I'm done formatting (headers, footers, dates, bold, color, etc.) the "output" sheets I hide all of the "input" sheets and save the file and it's ready to send to the client.

However, it's very difficult and "unprofessional" to send such large (7 MB) Excel sheets to clients via email. I've discovered the ability to convert these large files to .pdf documents and that greatly reduces the file size. This conversion process takes a lot of time though due to the large size of the workbook.

My question: Is there any way I can dramatically reduce the size of my workbook without compromising any of the formulas I've created or deleting any of the worksheets? I need to find a way to make these worksbooks more manageable and easier to send via email.

kmiles · Apr 23rd, 2002, 08:22 AM

Have you tried WinZip?

I had a 1.3MB workbook that I reduced to 202k.

croweld89 · Apr 23rd, 2002, 08:28 AM

A trick that I learned for the excel file itself, is to begin at the first worksheet. and actually delete all columns and rows outside of the data area.

For example if worksheet A's data area is
A1-j40
Click on row 41 hold down control-end-(down arrow) then alt-e, delete
Also click column k hold down control-end-(down arrow) then alt-e, delete.

Continue this process for all your worksheets (tedious, but the process works)

I reduced a file size of over 4meg to 1.5meg by using this procedure.

Hope this helps.
-Dave

Harley · Apr 23rd, 2002, 02:36 PM

I was hoping that there was a way to somehow eliminate the formulas in the finished product and just have the values inserted. Is there any way I can quickly replace all of the formulas in my output sheets with only the values. I know this can be done with a Paste Special but that would be very time consuming as well.

Jack in the UK · Apr 23rd, 2002, 02:41 PM

if pates special is reqd copy all and P S

Apr 23rd, 2002, 02:41 PM	#5
Jack in the UK Board Regular Join Date: Feb 2002 Posts: 3,065	if pates special is reqd copy all and P S __________________ Free Excel based Web Toolbar available here. Jack in the UK J & R Excel Solutions "making Excel work for you"

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Apr 23rd, 2002, 07:44 AM	#1
Harley New Member Join Date: Feb 2002 Posts: 25	I've created a very large workbook (7 MB) which incorporates numerous formulas that reference various worksheets in the same workbook. The workbook contains over 100 individual worksheets. On a daily basis, data is added to several of the "input" worksheets, and the formulas in the "output" sheets automatically create the finished product. When I'm done formatting (headers, footers, dates, bold, color, etc.) the "output" sheets I hide all of the "input" sheets and save the file and it's ready to send to the client. However, it's very difficult and "unprofessional" to send such large (7 MB) Excel sheets to clients via email. I've discovered the ability to convert these large files to .pdf documents and that greatly reduces the file size. This conversion process takes a lot of time though due to the large size of the workbook. My question: Is there any way I can dramatically reduce the size of my workbook without compromising any of the formulas I've created or deleting any of the worksheets? I need to find a way to make these worksbooks more manageable and easier to send via email.

Apr 23rd, 2002, 08:22 AM	#2
kmiles Board Regular Join Date: Apr 2002 Posts: 113	Have you tried WinZip? I had a 1.3MB workbook that I reduced to 202k.

Apr 23rd, 2002, 08:28 AM	#3
croweld89 New Member Join Date: Mar 2002 Posts: 34	A trick that I learned for the excel file itself, is to begin at the first worksheet. and actually delete all columns and rows outside of the data area. For example if worksheet A's data area is A1-j40 Click on row 41 hold down control-end-(down arrow) then alt-e, delete Also click column k hold down control-end-(down arrow) then alt-e, delete. Continue this process for all your worksheets (tedious, but the process works) I reduced a file size of over 4meg to 1.5meg by using this procedure. Hope this helps. -Dave

Apr 23rd, 2002, 02:36 PM	#4
Harley New Member Join Date: Feb 2002 Posts: 25	I was hoping that there was a way to somehow eliminate the formulas in the finished product and just have the values inserted. Is there any way I can quickly replace all of the formulas in my output sheets with only the values. I know this can be done with a Paste Special but that would be very time consuming as well.