How to reduce the file size of a Pages, Numbers or Keynote document

Reduce File Size Settings Keynote Mac

When you’re composing basic documents that are mostly made up of text, the size of the file isn’t usually too large to send or share. But if you’re using images and including videos, those file sizes can become quite large.

In this tutorial, we’ll show you how to quickly and easily reduce the file size of a document in Pages, Numbers, and Keynote on your Mac. This will give you a simpler way send or share your file.

Reduce your file’s size in Pages, Numbers, or Keynote

Open your document in Pages, Numbers, or Keynote and then follow these simple steps to reduce the file’s size.

1) Click File > Reduce File Size from the menu bar.

2) You’ll see at the top of the pop-up window the Current Size and Estimated Size after reduction.

Keynote Reduce File Size Settings Mac

Adjust the settings for how you want to reduce the size.

  • General: You can check both or just one box for Scale down large images and Removed trimmed parts of movies and audio.
  • Movie Format: Choose from either Most compatible (H.264) or Preserve original format. For the first option, H.264 is used frequently for compressing high definition video. This is likely what you’ll want to choose. If you select the second option to preserve in the original format, you may notice a statement display letting you know that elements may not play on an iPhone or iPad.
  • Movie Quality: This option is available if you choose Most compatible for Movie Format (above). You can choose from 1080p, 4K, or Draft Quality/Smaller File.

3) Click either Reduce This File or Reduce a Copy. If you choose to Reduce a Copy, you’ll still have your original to work with and can name the copy differently.

You’ll see a brief pop-up as the compression process takes place. And that’s it, your file size has been reduced.

There may be instances when you try to reduce the file size and receive a message stating it could not be reduced. This will happen if all media is already at the settings you picked.

Keynote Reduce File Size Cannot Mac

Wrapping it up

There isn’t much work involved in reducing the file size of a document in Pages, Numbers, or Keynote by using this handy feature. And since you can reduce a copy and retain your original, it’s worth it if you plan to email or share that file.

Do you have any tips like these for working with files in Pages, Numbers, or Keynote? If so, let us know in the comments below or hit us up on Twitter or Facebook!