Reduce Excel File Size: Effective Methods That Actually Work

Excel files grow over time as data is added, copied, and formatted. This is obvious.

But what is less obvious is that Excel often retains hidden data in the background even after a cleanup.

A large file size by itself is not an issue. The real problem is that as file size increases, performance suffers. Workbooks end up taking longer to open, and formulas recalculate more slowly. In fact, sharing also becomes harder because large files create friction when people try to collaborate.

In this guide, I’ll explain practical ways to safely reduce Excel file size by removing unnecessary weight without breaking formulas, reports, or workflows.

How to Identify What’s Making an Excel File Large

Once you understand what’s causing file bloat, it becomes much easier to fix and prevent the same issues from coming back.

How to check Excel file size and workbook properties

Start by checking the file’s actual size and basic workbook details. This gives you a baseline before making changes.

To check file size on Windows: 

• Open File Explorer and locate the Excel file
• Right-click the file and select Properties
• Check the Size field to see how much disk space the file uses

Check the Excel file size with Windows Explorer. Image by Author.

To check file size on macOS:

• Right-click the file, then select Get Info to view the same details

To check the workbook properties inside Excel:

• Open the file and go to File > Info
• Here, you can see the file size, author details, and last modified date

Excel workbook properties. Image by Author.

Note: A workbook can contain very little visible data and still be large. That’s because the Excel file size also depends on formatting, images, charts, formulas, hidden objects, and stored metadata.

How to find large worksheets and unused ranges

Excel tracks a “used range” for every worksheet. The used range includes any cell that has ever contained data or formatting, even if the cell now appears empty.

If data or formatting once existed far down a sheet, Excel continues to store that area. This inflates file size and slows performance.

To check the used range:

• Open a worksheet
• Press Ctrl + End on Windows or Command + End on macOS

Excel jumps to the last cell in the used range. If this cell is far beyond your actual data, the worksheet contains unused stored cells. 

Identify the cells used before, but they look empty. Image by Author.

Note: Sheets with unusually large used ranges are often major contributors to file size and should be reviewed before cleanup.

How to locate hidden objects, images, and formatting

Hidden objects can also increase file size without being obvious. These include:

• Shapes and text boxes
• Charts and images
• Pictures and icons inserted from files
• SmartArt graphics
• Form controls (buttons, checkboxes)
• ActiveX controls
• WordArt objects

Some of these may be hidden behind cells or placed off-screen. To find them:

• Go to Home > Find and Select > Selection Pane

The Selection Pane lists all objects on the active sheet and lets you show or hide them individually.

Check for the hidden object using the Selection pane. Image by Author.

Excessive formatting can also add unnecessary weight. Conditional formatting, custom styles, and repeated cell formats all increase file size over time. Even unused formatting remains stored until it’s removed, which is why formatting cleanup is necessary. 

How to analyze a workbook with Excel’s Inquiry Add-in

For complex or long-lived workbooks, manual checks may not be enough. Excel’s Inquiry Add-in provides a deeper analysis of file structure and hidden elements.

To enable it:

1. Go to File > Options
2. Select Add-ins
3. Under Manage dropdown, choose COM Add-ins and click Go
4. Select Inquire and click OK to enable it

Enable the Inquiry add-in. Image by Author.

Once enabled, you can run a workbook analysis to find formulas, links, hidden sheets, unused styles, and other elements that affect file size.

This level of analysis is most helpful for large files shared across teams or maintained for long periods, where hidden issues accumulate.

Note: The Inquiry Add-in is included only with Professional Plus and Enterprise versions of Microsoft Office and Microsoft 365.

How to Reduce Excel File Size by Cleaning Data and Formatting

Unused data and leftover formatting are among the biggest contributors to Excel file size. Let’s see how to remove them:

How to remove blank rows, columns, and unused cell ranges

Deleting visible blank rows and columns isn’t enough. Excel still stores cells that once contained data or formatting, even if they appear empty.

To identify unused ranges:

• Open the worksheet.
• Press Ctrl + End (Windows) or Command + End (macOS)
• Excel bypasses visible data and jumps to the last stored cell

If that cell is far beyond your actual data, the worksheet contains unused stored rows or columns.

To reset the used range:

1. Select all rows below your real data
2. Right-click and choose Delete
3. Do the same for unused columns to the right
4. Save the workbook (Ctrl + S) to force Excel to recalculate the used range

Repeat this process for each worksheet.

Delete blank and unused rows. Image by Author.

How to delete excess formatting and unused cell styles

Formatting accumulates as workbooks are edited over time. So even if you clear the cell contents, it doesn't remove the formatting because Excel continues to store it.

To remove excess formatting safely:

• Select the affected range
• Go to Home > Editing > Clear > Clear Formats

This removes formatting while preserving data and formulas.

Clear the formatting. Image by Author.

Cell styles also contribute to file size, especially in long-lived workbooks. Custom styles are often created unintentionally and never reused.

To clean them up:

• Go to Home > Cell Styles
• Review custom styles
• Right-click unused styles and select Delete

Remove custom unused cell styles. Image by Author.

How to remove unused worksheets, hidden sheets, and named ranges

Every worksheet adds to the file size, even if it contains little data. Hidden sheets are often forgotten but still store formulas, formatting, and metadata.

To review hidden sheets:

• Right-click any sheet tab
• Select Unhide
• Review the list and unhide sheets as needed

Unhide the sheets in Excel. Image by Author.

Once visible, confirm whether each sheet is still required. Delete sheets that are no longer referenced or used.

Named ranges can also inflate file size, especially when they point to deleted or oversized ranges.

To review them:

• Go to Formulas > Name Manager
• Look for names referencing unused ranges or no longer in use
• Delete any named ranges that are unnecessary

How to Reduce Excel File Size by Optimizing Images and Objects

Embedded images and visual objects can dramatically increase the size of an Excel file. So let’s see how to optimize or remove them.

How to compress images in Excel

Excel includes a built-in image compression tool that reduces resolution and removes hidden image data.

To compress images:

1. Click any image in the worksheet
2. Go to Picture Format > Compress Pictures
3. Check Delete cropped areas of pictures to remove hidden image data
4. Uncheck Apply only to this picture to compress all images at once
5. Choose a resolution:
• 150 ppi or 96 ppi is sufficient for on-screen use.
• Avoid higher resolutions unless the file is intended for printing.
6. Click OK, then save the workbook

Compress the image size using Picture Format. Image by Author.

Note: Image compression may slightly reduce visual quality, especially at lower resolutions.

How to reduce image size before inserting into Excel

The most effective way to control file size is to optimize images before inserting them into Excel. So, before adding an image:

• Resize it to match the display size needed in the worksheet
• Reduce resolution to avoid storing unnecessary pixel data

Choose the right image format:

• JPEG for photos, as it compresses efficiently.
• PNG only when transparency or sharp edges are required.
• Avoid large bitmap or TIFF files whenever possible.

Insert only final, optimized images because if you rely on Excel to handle large originals, it unnecessarily increases the workbook size.

How to remove unnecessary charts, shapes, and embedded objects

Charts, shapes, SmartArt, and embedded objects increase file size because they store layout data, styles, and rendering information.

• Charts retain series data and formatting. 
• Shapes and SmartArt store vector definitions and style rules, even when duplicated or hidden.

To review and remove unnecessary objects:

• Go to Home > Find and Select > Selection Pane
• Identify hidden, overlapping, or unused visuals
• Delete objects that are no longer required

Tip: Limit visuals to charts and objects that serve a clear purpose. Fewer visuals reduce file size and make workbooks easier to share.

How to Reduce Excel File Size Using File Formats and Compression

The file format you choose affects both Excel file size and performance. Some formats store data more efficiently, while others add overhead.

How XLSX, XLSM, and XLSB affect Excel file size

Excel supports multiple file formats, each with different storage behavior:

• XLSX is the default format. It stores data, formulas, and formatting using compressed XML, offering good compatibility and reasonable file sizes.
• XLSM is similar to XLSX but supports macros. Macro code is stored inside the file, which increases the size. Even unused macros add overhead.
• XLSB stores workbook content in binary format rather than XML. This often results in smaller files, especially for workbooks with large datasets or many formulas.

Note: Macro-enabled files are larger because Excel must store the macro code and related structures, regardless of how often the macros are used.

How to convert Excel files to XLSB

Converting a workbook to XLSB can reduce file size and improve performance. To convert a file:

1. Open the workbook
2. Go to File > Save As
3. Choose a save location
4. In Save as type, select Excel Binary Workbook (*.xlsb)
5. Click Save

Save the file as .XLSB. Image by Author.

XLSB works best for large, data-heavy files used internally or by experienced Excel users. But, it is not recommended when:

• Files need to be shared with external users who may not trust binary formats
• Macros are not allowed in your environment
• Version control or auditing requires human-readable file contents

How to compress Excel files for sharing

Excel files are already compressed, but additional ZIP compression can still reduce size slightly for sharing. To create a ZIP file on Windows:

• Right-click the Excel file
• Select Send to > Compressed (zipped) folder

Compress the Excel file to a ZIP folder. Image by Author.

ZIP compression can help when email or upload size limits are strict. But the trade-off is collaboration friction. Recipients must extract the file before editing, and multiple extracted copies can lead to version confusion. So, use ZIP compression mainly for one-time transfers, not active collaboration.

How to Reduce Excel File Size by Optimizing Formulas and Calculations

Formulas can quietly make an Excel file heavy and slow. When too many calculations run in the background, the file stores more information than it really needs.

How complex and volatile formulas increase file size

Some formulas recalculate every time Excel makes a change. These are known as volatile functions and they include:

• NOW()

• TODAY()

• RAND()

• OFFSET()

Because volatile formulas recalculate constantly, Excel must repeatedly track dependencies and update results. In large workbooks, this increases processing overhead and slows performance.

Long formulas copied across thousands of cells also add weight. Each cell stores its own formula logic, which compounds as the file grows. Over time, this structure becomes harder to manage and contributes to file bloat.

How to replace volatile formulas with better alternatives

Here is a quick, easy fix for long, volatile formulas:

• Add helper columns instead of one big formula. Each column does one small job. This makes formulas easier to understand and reduces repeated logic. 
• Use Excel tables with structured references because they apply formulas consistently without duplicating long formulas across ranges.
• Copy the results and paste them as values (right-click > Paste Special > Values) when calculations are final.
• Replace volatile functions with non-volatile alternatives, where possible. For example, use INDEX() instead of OFFSET() to avoid unnecessary recalculation.

How to improve performance with calculation settings

By default, Excel recalculates formulas automatically. In large files, this can considerably slow editing.

To improve performance while making changes:

• Go to Formulas > Calculation Options > Manual
• Make your edits without triggering constant recalculation
• Switch calculation back to Automatic when finished

Switch calculation option to manual. Image by Author.

Manual calculation is best used temporarily. While it’s enabled, formula results may appear outdated until recalculation is turned back on.

How to Reduce Excel File Size by Managing Pivot Tables and Links

Pivot tables and external links often increase file size without being obvious. Cached data and old connections stay stored even when they are no longer needed. 

How pivot table caches increase Excel file size

Each PivotTable stores a copy of its source data in a pivot cache. This cache allows fast interaction without rereading the original data source.

When multiple PivotTables are created separately from the same dataset, Excel may store multiple caches. Each cache contains a full copy of the data, which can quickly expand the file size.

In addition, hidden or deleted PivotTables can also leave caches behind. Even if a PivotTable is no longer visible, its cached data may still exist in the workbook.

On top of it, large datasets amplify the issue. A single cache can add several megabytes, and multiple caches compound the problem.

How to clear or reuse pivot table caches

The most effective way to control cache growth is to reuse existing caches. Instead of creating new PivotTables from scratch, copy an existing PivotTable and paste it. Excel reuses the same cache, preventing duplicate data storage.

If PivotTables are no longer needed:

• Delete all PivotTables that rely on the cache
• Save the workbook
• Close and reopen Excel to allow unused caches to be removed

For finalized reports, convert PivotTables to static values. Copy the PivotTable and paste it as values. This removes the cache while preserving the results.

How to remove external links and unused connections

Workbooks often retain links to other files without making them obvious. These links remain stored even if the source file was moved or deleted.

To review external file links:

• Go to Data > Workbook Links
• Review the list of connected files
• Break links that are no longer needed

Breaking a link converts formulas into fixed values, so save a copy of the file before doing this.

Excel can also retain unused data connections:

• Go to Data > Queries & Connections
• Review existing connections
• Remove any that are no longer in use

Remove the external workbook link. Image by Author.

Links may also exist inside named ranges:

• Go to Formulas > Name Manager
• Review names pointing to external files or unused ranges
• Delete any names that are no longer required, after confirming they aren’t referenced

Look for the old links in Name Manage. Image by Author.

Once links and connections are cleaned up, the file becomes smaller, opens faster, and is easier to share.

Note: The Workbook Links option only appears when a workbook is actually linked to another Excel file. Standard web hyperlinks do not count.

How to Remove Metadata and Hidden Information from Excel Files

Excel workbooks often store hidden information that isn’t visible on the worksheet. This hidden content can affect privacy and, in some cases, contribute to unnecessary file weight.

How to remove document properties and personal information

Excel stores metadata in the background, including author names, company details, file history, and other document properties. Even when this information isn’t visible, it remains embedded in the file.

To remove it:

1. Go to File > Info
2. Click Check for Issues > Inspect Document
3. In the Document Inspector, click Inspect
4. Review the results and click Remove All next to “Document Properties and Personal Information”
5. Click “Close” to save the file

Remove metadata. Image by Author.

This permanently removes embedded metadata and protects privacy when sharing files externally. While metadata usually has a small impact on file size, removing it may eliminate hidden clutter.

How to clean comments, tracked changes, and hidden content

Comments, notes, and other collaboration artifacts can remain stored even after a file is finalized. To remove comments and notes:

• Select all the cells by pressing Ctrl +  A 

• Go to the Review tab. In the Comments group, click Delete

Delete comments. Image by Author.

This will delete all the comments present in the active sheet. 

To delete notes and comments all at once, do this: 

• Go to Home > Clear > Clear Comments and Notes to remove them from the active sheet
• Repeat for other sheets as needed

Clear comments and notes. Image by Author.

To track the changes, like who made, where, and what: 

• Go to the Review tab
• In the Changes group, click Show Changes  

Check the edit history. Image by Author.

Note: Show Changes only works if the file is saved to OneDrive or SharePoint and opened in a way that supports shared editing. If the file is saved only on your computer, this feature will grey out.

Hidden rows, columns, and worksheets can also store unused data and formatting. To prevent this:

• Unhide all rows, columns, and sheets
• Review their contents
• Delete anything that’s no longer needed

After cleaning, save, close, and reopen the file. This final step helps Excel release stored information, keeping the file lighter and cleaner.

How to Reduce Excel File Size Using Online and External Tools

Most file size issues can be solved inside Excel, but some situations require external tools. These options are best used when files are extremely large or need to move between systems.

How online Excel compressors work

Online Excel compressors upload your file to a remote server, process it, and return a smaller version. Some tools reduce size by stripping unused elements or re-saving the file more efficiently.

These tools can help when:

• A file is too large to email or upload
• Quick size reduction is needed for one-time sharing

However, results vary. Online compressors may struggle with macro-enabled files, PivotTables, or complex formulas. Some features may break or be removed entirely.

Security is also a major consideration. If you upload files to third-party services, it exposes content beyond your control. So, avoid using online compressors for confidential or internal data.

How to reduce file size when moving data in and out of Excel

Excel files often become large because they store more raw data than they need to.

• When data is used only for storage or transfer, lighter formats like CSV are a better option. CSV files do not store formatting, formulas, or metadata, which keeps them small and portable.
• For heavy statistical or analytical workloads, tools such as Stata or SPSS handle large datasets more efficiently than Excel. In these cases, Excel works best as a reporting or visualization layer, not the primary data engine.
• Remove unused columns, filter unnecessary rows, and limit numeric precision before importing data into Excel. This prevents file bloat before it starts.

How to Structure Large Excel Files to Avoid Future Bloat

Cleaning up a large Excel file helps, but preventing bloat in the first place is easier. So, let’s see how to maintain a well-structured workbook that stays small. 

How to consolidate data without duplication

Excel files often grow because the same data is copied across multiple sheets for reporting or analysis.

Instead, keep a single source of truth. Store raw data in one main table, then build reports, charts, and PivotTables from that dataset.

For example, rather than duplicating sales data into separate monthly sheets, keep all records in one table and use PivotTables to summarize by month. This ensures Excel stores the data once instead of repeating it.

Consolidation reduces file size and makes updates easier. When the source data changes, all dependent reports update automatically.

How to use Power Query to manage large datasets

Power Query allows you to clean, transform, and combine data before loading it into a worksheet. This reduces file size by preventing unnecessary data from ever being stored in the workbook.

With Power Query, you can:

• Remove unused columns and rows
• Filter datasets before loading
• Combine multiple sources into a single, optimized table

To clean data without loading everything into the worksheet: 

• Go to the Data tab, in the Get & Transform Data group
• Choose where your data is coming from, such as From Workbook, From Database, or From Table/Range
• Select the file and click Import

Excel opens the Power Query Editor instead of loading the data directly into the sheet. You can remove unnecessary columns, filter rows, and combine tables. 

• Once the data looks right, click Close and Load

Power Query Editor. Image by Author.

Only the final output is loaded into Excel. When the source data changes, you refresh the query instead of reimporting everything. This avoids repeated copies of the same data and keeps files lean.

How to split or archive large datasets

Not all data needs to live in one workbook. Older or inactive data still adds weight, even if it’s rarely used.

When a file grows too large, move historical data into separate archive files. Keep only current or active data in the working workbook.

Common archiving strategies include splitting data by year, month, or project. This keeps active files fast while preserving access to older records when needed.

Final Thoughts 

Choose one large workbook you use regularly and run a quick audit: check used ranges, review PivotTables and links, clean unused formatting, and confirm calculation settings. 

Make this part of your workflow before sharing files or adding new data sources. A few minutes of maintenance can prevent hours of performance issues later.

If you use Excel files in your day-to-day work, check out our Excel Fundamentals track or Data Preparation in Excel course to keep learning how to improve your Excel skills.