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The Ultimate Guide to Download 1 GB Excel File and Reduce File Size


How to Download and Compress a 1 GB Excel File




Excel is a powerful and versatile spreadsheet application that can handle large amounts of data, formulas, charts, and more. However, sometimes you may encounter an Excel file that is too big to download, open, or share. For example, you may have a 1 GB Excel file that contains hundreds of worksheets, images, pivot tables, and macros. How can you download and compress such a large file without losing any data or functionality?




download 1 gb excel file


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In this article, we will show you how to download a 1 GB Excel file from OneDrive or SharePoint, and how to compress it using Excel options or online tools. By following these steps, you can reduce the file size of your Excel file by up to 90%, making it easier to manage, store, and transfer.


Introduction




What is an Excel file and why is it so large?




An Excel file is a document that stores data in rows and columns, organized into worksheets. You can use Excel to perform calculations, create charts, analyze data, and more. An Excel file can have different extensions depending on the file format. The most common ones are:


  • .xlsx - The default XML-based file format for Excel 2010 and later versions.



  • .xlsm - The XML-based and macro-enabled file format for Excel files that contain VBA code or Excel 4.0 macro sheets.



  • .xlsb - The binary file format for Excel files that can improve performance and reduce file size.



  • .xls - The binary file format for Excel 97-2003 files.



An Excel file can become very large if it contains a lot of data, images, formulas, charts, pivot tables, macros, or external references. Some of these factors can increase the file size exponentially, especially if they are not optimized or cleaned up. For example, an image in an Excel file can take up more space than the same image in a JPEG or PNG format. A pivot table can store a copy of the entire source data in the workbook, even if it is not needed. A macro can generate hidden or temporary files that are not deleted automatically.


What are the benefits of compressing an Excel file?




Compressing an Excel file can have several benefits, such as:


  • Reducing the disk space required to store the file.



  • Improving the performance and speed of opening, saving, and editing the file.



  • Minimizing the bandwidth and time needed to download or upload the file.



  • Preventing errors or corruption due to exceeding the maximum file size limit of some applications or platforms.

What are the challenges of downloading and compressing a 1 GB Excel file?




Downloading and compressing a 1 GB Excel file can pose some challenges, such as:


  • Facing long waiting times or timeouts due to slow internet connection or server issues.



  • Encountering errors or failures due to insufficient disk space or memory.



  • Losing data or functionality due to improper compression methods or settings.



  • Compromising security or privacy due to unauthorized access or malware infection.



To overcome these challenges, you need to follow some best practices and use reliable tools that can help you download and compress your Excel file safely and efficiently.


How to download a 1 GB Excel file from OneDrive or SharePoint




If you have a 1 GB Excel file stored in OneDrive or SharePoint, you can download it to your computer using the following steps:


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Step 1: Select the file and click Download




Navigate to the folder where your Excel file is located in OneDrive or SharePoint. Select the file by clicking on its name or icon. Then, click on the Download button on the top menu bar. Alternatively, you can right-click on the file and choose Download from the context menu.


Step 2: Choose a location and a file name for the downloaded file




A dialog box will appear asking you to choose a location and a file name for the downloaded file. You can use the default settings or change them according to your preference. For example, you can rename the file to something more descriptive or save it in a different folder. Click on Save to confirm your choice.


Step 3: Wait for the download to complete




The download process will start and you will see a progress bar showing the status and speed of the download. Depending on your internet connection and the size of the file, this may take several minutes or hours. Do not close the browser window or interrupt the download until it is finished. Once the download is complete, you will see a notification that says "Your download is ready". You can click on Open folder to view the downloaded file in your computer. How to compress a 1 GB Excel file using Excel options




If you have a 1 GB Excel file on your computer, you can compress it using some of the built-in options in Excel. This can help you reduce the file size without affecting the data or functionality of the file. Here are the steps to compress a 1 GB Excel file using Excel options:


Step 1: Open the file in Excel and go to File > Options > Save




Open the Excel file that you want to compress in Excel. Then, go to the File tab and click on Options. In the Options window, select Save from the left sidebar. This will show you some settings that can affect the file size of your Excel file.


Step 2: Choose Excel Binary Workbook as the default file format




In the Save options, look for the Default file format section. Here, you can choose the file format that Excel will use when you save a new workbook or an existing workbook with a different name. To compress your Excel file, choose Excel Binary Workbook (*.xlsb) from the drop-down menu. This is a binary file format that can store data more efficiently and reduce the file size significantly. However, this format may not be compatible with some older versions of Excel or other applications.


Step 3: Check the options to reduce the file size of images and pivot tables




In the same Save options window, scroll down to find some other options that can help you compress your Excel file. For example, you can check the following options:


  • Save preview picture - This option will save a thumbnail image of your workbook that can be displayed in Windows Explorer or other applications. However, this image can also increase the file size of your workbook. To save space, uncheck this option.



  • Do not save image data with charts - This option will prevent Excel from saving unnecessary image data with charts that are not visible or printed. This can reduce the file size of workbooks that contain many charts.



  • Compress data in pivot tables - This option will compress the data in pivot tables and remove any unused items. This can reduce the file size of workbooks that contain large or complex pivot tables.



Step 4: Save the file as a new binary workbook




After you have adjusted the Save options, click on OK to close the window. Then, go to File > Save As and choose a location and a name for your compressed workbook. Make sure that you select Excel Binary Workbook (*.xlsb) as the file type. Click on Save to save your workbook as a new binary workbook. You can compare the file size of your original workbook and your compressed workbook to see how much space you have saved. How to compress a 1 GB Excel


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