How to Reduce the Size of a Pages, Numbers, or Keynote Document

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David Bernal Raspall

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Cómo reducir el tamaño de un documento de Pages, Numbers o Keynote

When using Pages, Numbers, and Keynote, we add much more than text to our documents. We incorporate a variety of elements such as images, shapes, videos, and audio. Although these contents enrich our files, they also increase their size. This can be a problem, especially when we need to share these documents. Fortunately, Apple makes it easy for us to reduce the size of our documents with a few clicks. Let's see how.

Compression of Images and Videos and Trimming of Hidden Content

Focusing on compression, we find that it is particularly useful in documents with videos, although those with many images will also benefit significantly from such compression. The steps to achieve it are as follows:

  1. Open the Pages, Numbers, or Keynote document on our Mac.
  2. In the File menu, choose Reduce File Size.

Here, we are presented with several options:

  • Reduce large images: a function that compresses larger images to a more moderate size.
  • Remove unused parts of videos and audios: deletes video or audio segments that we are not actively using in the document. They will still be available on our computer in case we want to add them later.
  • Video format: we can choose Most Compatible (H.264), High Efficiency (HEVC), or Preserve Original Format. To reduce the size to the maximum, the best option is high efficiency.
  • Video quality: allows us to choose the storage quality of the video, either in 4K, 1080p, or Draft Quality/Smallest File.

Once the relevant options are selected, we find two alternatives: Reduce this file and Reduce a copy. Generally, we recommend the second option to preserve the original in case of unwanted results.

We will notice that the amount of compression varies greatly from one document to another, especially depending on the content of the same. Here we can preview the final size of the document dynamically as we adjust the options. Useful for deciding which ones to apply.

The ability to reduce the size of a Pages, Numbers, or Keynote file is one of the many features that stand out Apple's suite against other available alternatives. One with which with a couple of clicks will have almost any document ready to send with the minimum possible weight.

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