How to Compress an Excel File for Email (Easiest Way in 2025)

In this article, we will show you how to compress an Excel file for email. Simply follow the steps below.

Compress an Excel File for Email

Follow the steps below to compress your Excel file for Emailing.

1. Check the Current Size of Your Excel File

To see how large your file is, right-click the file in the folder where it’s saved, select ‘Properties,’ and look under the ‘General’ tab to find the size. This tells you how much space the file currently uses.

2. Clear Unnecessary Formatting to Decrease File Size

Remove any formatting that isn’t essential to your data to reduce file size. Select cells or ranges with extra styles, go to the ‘Home’ tab, in the ‘Editing’ group, click ‘Clear’ and then select ‘Clear Formats.’

3. Convert Your File to a Binary Workbook to Save Space

Converting your file to a binary format can significantly reduce its size. First, click ‘File.’

Choose ‘Save As,’ then select ‘Browse.’

In the ‘Save as type‘ dropdown menu, choose ‘Excel Binary Workbook (.xlsb)‘ and save your file.

4. Zip Your Excel File for Emailing

Create a compressed zip file of your Excel document by right-clicking the file, selecting ‘Send to,’ and then choosing ‘Compressed (zipped) folder.’ This reduces the file size and makes it easier to send via email.

We hope that you now have a better understanding of compressing an Excel file for Email. If you enjoyed this article, you might also like our articles on how to convert text to email addresses in Excel and how to send an editable Excel spreadsheet by email.