Blog

Compressing Excel files into a zipped folder is a common way to save space or share files more easily. However, sometimes the zipped Excel file ends up being roughly the same size or even larger than the original file. This can be confusing and frustrating.

Fortunately, there are effective solutions you can try on Windows 11 to fix this issue. Understanding why the file size doesn’t shrink much during compression helps you choose the best method.

This guide will walk you through simple to more advanced steps to reduce the size of zipped Excel files successfully. Each step is explained clearly for ease of use.

By following these instructions, you can save space and share your Excel files without hassle.

Quick Note Before You Begin

• Ensure you are using Windows 11’s built-in compression tool or a reliable third-party program like 7-Zip or WinRAR.
• Check if your Excel file contains any embedded images, charts, or macros, as these can affect compression.
• Make sure the Excel file is saved and closed before compressing it.
• Remember that Excel files (.xlsx) are already compressed internally, so zipping them may not reduce size significantly.

Step 1: Check the Excel File Content

The first thing to understand is that Excel files with complex data, embedded media, or extensive formatting might not compress well. This is because Excel’s .xlsx format uses ZIP compression internally already.

To start, open your Excel file and:

• Remove unnecessary images or charts.
• Delete unused sheets or data.
• Clear any large hidden data or formatting.

Saving a cleaner file will improve the chances of reducing the zipped file size.

Step 2: Save Excel File in Binary Format

Excel offers a binary workbook format (.xlsb) which is usually smaller than the standard .xlsx format. This format saves data more efficiently and can result in smaller zipped files.

To convert your file:

1. Open your Excel workbook.
2. Click on File > Save As.
3. Choose a location for the file.
4. In the Save as type dropdown menu, select Excel Binary Workbook (*.xlsb).
5. Click Save.

Then try zipping this .xlsb file and check if the size is smaller.

Step 3: Use a More Powerful Compression Tool

Windows 11’s built-in compression often uses basic ZIP compression which may not be the most efficient. Third-party tools like 7-Zip or WinRAR offer advanced compression algorithms to reduce file size better.

Here’s how to use 7-Zip:

1. Download and install 7-Zip from 7-zip.org.
2. Right-click your Excel file.
3. Select 7-Zip > Add to archive…
4. In the dialog box, set the Archive format to 7z for better compression.
5. Set Compression level to Ultra.
6. Click OK to compress.

This method often results in significantly smaller compressed files compared to the default ZIP compression.

Step 4: Split Large Excel Files

If your Excel file is very large, sometimes compressing smaller chunks can be more effective than compressing the entire file at once.

Try splitting your workbook or data into smaller Excel files before zipping them individually. This can improve compression ratios and make sharing easier.

Alternative Methods

• Remove personal information and metadata: Go to File > Info > Check for Issues > Inspect Document to remove hidden metadata that bloats the file.
• Compress images inside Excel: Select images, go to Picture Format > Compress Pictures and reduce resolution.
• Convert to PDF: If sharing read-only data, converting Excel to PDF and then compressing the PDF can sometimes reduce file size better.

Frequently Asked Questions (FAQs)

Why does zipping an Excel file not reduce its size much?

Excel files (.xlsx) are already compressed internally, so additional ZIP compression has limited effect.

Can I reduce Excel file size before compressing?

Yes. Removing unnecessary content, saving as binary format, and compressing images help reduce file size.

Is using 7-Zip better than Windows built-in zip?

Usually yes. 7-Zip uses more advanced compression algorithms that can reduce file size more effectively.

Does compressing Excel files affect the data inside?

No. Compression only changes how data is stored, not the actual content in the Excel file.

Can I zip Excel files on Windows 11 without third-party software?

Yes, but results may not be optimal due to basic compression methods used by the built-in tool.

When Nothing Works

If none of the above solutions reduce your zipped Excel file size satisfactorily, consider these options:

• Upload your Excel file to cloud storage services like OneDrive or Google Drive to share without compression.
• Contact Microsoft Support for advanced file optimization advice.
• Use professional file compression tools designed for office files, which may offer better results.

Conclusion

Compressing Excel files in Windows 11 can sometimes be tricky because Excel files are already compressed internally. To fix zipped Excel files not becoming smaller, start by cleaning up your Excel content and saving in binary format.

Using advanced compression tools like 7-Zip often results in better file size reduction compared to the built-in Windows tool. Splitting large files and compressing images inside Excel also help.

By following these simple yet effective solutions, you can successfully reduce the zipped size of your Excel files and make file sharing easier.