How to Send Documents As a Single Zip File by Email

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How to Make and Send a Zip File Via Email With Windows

If you want to send multiple documents or images via email, sending a compressed zip file can keep all of the files together so your recipient can store them easier. By compressing them into a zip file, you may also keep them under the attachment size limit of your email program and service.

Here is how to do this step by step. The process is similar in most versions of Windows, including Windows 10. You have a built-in file compression utility that will create the zipped files you have stored in folders on your computer.

To get started, you first need to know where you have these files stored. Use Windows Explorer or File Explorer (Windows 10) to navigate to the folder. 

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Open the Folder Containing the Files You Want to Send in Windows Explorer

Select
Select "File | New | Compressed (zipped) Folder" from the menu. Heinz Tschabitscher

  • Open the folder containing the files you want to send in Windows Explorer for File Explorer.
  • Select File | New | Compressed (zipped) Folder from the menu. This option may be at the bottom of the list, so keep scrolling if you don't see it immediately.

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Type the Name You Want the Attachment to Carry

Type the name you want the attachment to carry
Type the name you want the attachment to carry. Heinz Tschabitscher

  • Type the name you want the attachment to carry. Be nice to your recipient and use a descriptive name such as CatPoems.zip instead of something vague like file.zip. It's best to avoid characters other than a dash or underline when naming files.
  • If you are going to be sending multiple zip files to keep under the size limits for your email program, add a number to the name so your recipient can tell them apart easily and know they belong together.  For example, CatPoems1.zip, CatPoems2.zip.
  • Hit Enter.

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Drag-and-drop the Highlighted Files on the Newly Created Zip File

Drag-and-drop the highlighted files on the newly created zip file
Drag-and-drop the highlighted files on the newly created zip file. Heinz Tschabitscher

  • Highlight the documents you want to send.
  • To select multiple documents, keep the Ctrl key pressed while you click them.
  • Drag-and-drop the highlighted files on the newly created zip file.

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Create a New Message

Drag-and-drop the zip file onto the message
Drag-and-drop the zip file onto the message. Heinz Tschabitscher

  • Open your email program. In our example, we are using Outlook Express, but the process is similar for most email programs.
  • Create a new message.
  • Now drag-and-drop the zip file onto the message.
  • If your email program doesn't support drag-and-drop, look for the Attachments icon or menu option. Often, it is designated with a paperclip icon.

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Address, Compose and Send the Message As Usual

Address, compose and send the message as usual
Address, compose and send the message as usual. Heinz Tschabitscher

  • Address, compose and send the message as usual.

Is the File Too Large?

  • If you get an error response that the attachment is too large to send, you may need to repeat the process. Place fewer files into each zip file and send them out as multiple messages.
  • Be sure to alert your recipient that you are sending multiple messages and files. Name each file in a way that will make this more obvious. 

Example:

Subject: File 1 of 3 attached.

name of attachment: 1-poems.zip

Subject: File 2 of 3 attached

name of attachment: 2-poems.zip

Subject: File 3 of 3 attached

name of attachment: 3-poems.zip