How to Zip Files Guide

How to zip files guide is very relevant subject to learn specially for workforce who are inclined to working administration jobs. Sometimes we are wondering why the end recipient didn’t receive the email with the attached file. After checking in our outlook or any other form used for sending electronic correspondence, we realized that our email with the attachment didn’t go through. It is still in the sent items with a pending status.

This is where ‘How to zip files guide’ is required. Before going into details, let us understand first what is zip files and why it is commonly used.

Zip files are files comprised of either single file or multiple files which can be of different file format such as excel, word or graphics. It is compressed using a zip program which sometimes referred as ‘archive’.

The zip file is commonly used because it reduces the file size for approximately ten percent of its original size for word processor and database files while other files types, it reduces an average of fifty percent. Apart from that, various files will be compressed in one file hence it is easy to send by email. It makes storage and downloading of data faster. It also saves time.

Also, you can identify a zipped file because its file name extension is ‘zip’ with an icon of a folder.

To start off with the ‘How to zip files guide’, create a main folder that contains all your files or multiple folders of various files. Write the file name of the main folder. Highlight it and right click. Check the drop down menu, choose send to and click compressed (zipped) folder.

Notice that there is a new folder surfaced in the same file destination of the main folder and it automatically copies the file name of the main folder. The zipped main folder has now an extension file name of ‘zip’. Hence, let us say your file name of the main folder is XXX, your zipped folder will come automatically as XXX.zip and located in the same file destination of XXX.

To open the zipped file, simple double click it and choose extract all files.

As for MAC users, zipping multiple files can be done in two ways. Create a folder for all the files or highlight the group of files you wanted to zip. Then control and click on the files or folder you would like to compress. Then a pop-up menu comes out, choose the create archive option and the zip file will surface in the file destination you are currently working on.

Opening the zip file for MAC computers is simple. Just double click the archive.zip file.

Indeed how to zip files is not a complicated process to learn. With its great benefits, computer users must learn on how to use this zip program. So don’t crash your company server by sending bulk size emails. A simple method of how to zip files will make your working approach an efficient and faster.

How to Zip a File

Compressing a file is necessary when you have a large file, with considerable content and images. When a large file has to be sent through email, there can be problems in uploading the file because of its size. Hence, the email software can reject file uploading. If the file was compressed or zipped to a smaller size, it can be sent easily. Software commonly used for zipping a file is WinZip.

WinZip is a utility program that enables you to compress files by zipping it into a smaller size. It is available in both free and paid versions. The software’s interface makes it easy-to-use and it performs the compression process in just a couple of minutes. Here is a look at the steps involved in file zipping through WinZip:

• Install the latest version of WinZip in your system. Open WinZip application. If the license window appears, agree to its terms to proceed further.
• Click ‘New’ button to create a new archive (.ZIP).
• Enter the destination of the.ZIP file in the ‘Filename’ box and click ‘OK’. Select the file that needs to be zipped.
• Click the ‘Add’ button and create the.ZIP file.

Alternatively, you can also find the file in its location. Right-click the file and you can find the WinZip option. When you go to this option, a sub-menu will expand. Click the ‘Add to Zip File’ option to carry out the zipping process. The Add Window will open. You can see the path of the file selected for compression. Specify the compression level as ‘Normal’ and click ‘Add’ to complete the compression process.

File compression is necessary to make efficiently use of available disk space and to also ensure that the file can be sent through email quickly. Large files can be difficult to handle and can get corrupted. Reducing their size will make them easier to handle. WinZip is very efficient file compression software and the entire file zipping process can takes place in just a matter of minutes.

In addition to WinZip, there are other software applications available for file zipping. You can make use of WinRAR, TurboZIP Express, 7-Zip, BitZIPPer, QuickZip, ALZIP, WinAce, IZArc, and Stuffit. When selecting any zip software, you should look into features such as quick zip file creation, friendly user interface, file decompression, archiving, display of compression ratio, protecting file with encrypted passwords, extracting archives and so on.

Overcoming the Dread of Conducting a Search in Zip Folders

People who are highly dependent on information never discard electronic data. They also know that data compression and archiving are the most convenient ways of overcoming storage constraints in their computers and the Internet. The zip file format reduces the size of file folders without the risk of losing any information. While compressing and archiving are very easy, a specific file search in zip folders demands time and energy.

For zip folders saved in storage devices, such as personal computer hard disks or external drives, users normally have to go through the process of extracting every folder when locating for a specific file. Users who have manually addressed zipped files in the past, and those who still do so today, have common complaints which, surprisingly, don’t have anything to do with the process of extraction. While extracting and searching for files in a bunch of zipped folders is as easy as a button’s click, returning each folder to their original state and directory is an unnecessary interference, especially for users who need to effectively allocate their time.

There are two operating systems (OS) which support zip files: Windows and the limited model of Macintosh. Since Windows is used by a very substantial percentage of the population of personal computer users, most of the zip problems encountered are specific to this OS. There are two major problems when dealing with zip files. Windows’ search assistant normally locates files depending on what the user has typed. The search assistant is the operating system’s built-in search function, which is normally located in the start menu. Unless a user specifies the file extension .zip, the files in zip format will not be included in the process. This is also true for archived files. The other extreme is when the OS, specifically XP, treats zip folders like their regular counterparts. While it is true that the search assistant in Windows XP does not require the specification of extension file, it takes so much time in looking for files since it also goes through the regular folders. As a result, users who are often pressed for time end up resorting to manually extracting their zip files. Where large numbers of folders containing extensive files are concerned, this becomes a nightmare.

A number of practical solutions specific to Windows have evolved over time, particularly software that allows a user to screen the contents of zip folders as if they were not in their compressed form. They give users the flexibility of literally going in and out of folders without the unnecessary task of extracting and eventually compressing. Most importantly, these types of software allow users to also go through sub-folders. Some even give the convenience of generating reports on the specific location of the archived file in consideration. Over all, they are directed towards significantly reducing search time while enhancing filing systems. When looking for the optimal zip search software, it is also important to know that some are free while the rest come with a fee.

As for users with search concerns that are limited to regular files, Windows XP has a user-friendly button that excludes zip files from the process.

File storage and accessibility need not be a choice between the two. Their optimal use can be achieved as long as there are users patronize solutions. Thanks to the continuous innovation of developers, a search in zip folders is just a walk in the park.