It is extremely frustrating to have an Excel file that goes on increasing its size every time you save it. I'm sure like me many of you have faced this situation.
In this article I want to explain you in detail how does it work and why the size of your file becomes huge.
The top 3 Reasons for the size increase in Excel files are…
1) Large Media: most common contributor to the size of the Excel file is the media that you have in the file. By media I mean things like graphics, videos, shapes, drawings etc. Now this is kind of obvious that more media you have in your files larger they will be.
2) Inconsistent formatting : another big reason for Excel files to grow big is about using formatting in the cells which do not have any content. For example if you have some content in 10 cells in a column starting from row one row 10, there is no need to format these the full column to make these look good. This is a very small and simple example of how things can go wrong, in many cases while building huge excel files and complicated models it is always not apparent easily as to where you mess up.
3) Pivot tables : are the the third biggest factor that contribute to the large size of Excel files. Now the question is How to reduce the size of Excel files and the same time make sure that they are still manageable and provide all the functionality that is expected out to them.
Before we actually go ahead and find out a solution for the problem let's see how an Excel file is constructed. By default an Excel file is nothing but a collection of xml documents zipped together. What that means is that you take all your media, takes all pivot caches, take all sheets, take all content in those sheets and zip them together (compress them), then what you have is an Excel file.
Okay so this is great, now if we are able to somehow compress all these XML documents in a better way then what Excel does by default it is very likely that we will gain a better size.
On the top of it we we perform some logics to remove inconsistency in the file structure, formatting or stuff we talked about above, we will have a small, tidy and fully function file which not only is very light but also does its job faster.
XLCipher, is a small software which aims to optimize your Excel and other office files by making them smaller and more efficient. It takes your Excel, Powerpoint, Word file and strips out the XML documents from that file and then put all those XML documents together and finally compresses them with a very strong and efficient compression methodology which immediately gives you better size of your Excel files.
Not only this software compresses the xml documents with the better compression methodology but also it goes through each and every sheet of your Excel document and clear unnecessary formats, caches, perform various optimizations (without touching your content, code, media or objects).
At the end of it, withing seconds you get better, lighter and faster Excel documents without losing any functionality. One more Great feature of this utility is to enable you to view the and browse through the contents on the excel file.
And also sort the content by their size. So, lets say you have an Excel model with like 20 sheets and you do not know which is the sheet that contributes most to the size of your file.
Simply browse through the in built browser of the tool and you will be able to immediate point out the sheet or the piece of content in your workbook which you want to focus on and start optimizing for the size.
XLCipher is made to best optimize your Excel files but the good news is that it works for even your Powerpoint and MS Word files. XlCiper allows you to browse the xml content in your files and lets you find out which elements in your file contributes most to your file.
Once you have that information you can optimize the files outside of this software.
For MS Excel file it perform more advanced operations and removes any unnecessary formatting, unused rows and columns along with many other optimizing algorithms.
This link takes you to the product page where you can see a quick demo and get other details.