A ZIP is a convenient package for sending several files together. It can reduce storage size, but its most predictable benefit is keeping a group of documents in one attachment. Take a moment to prepare the contents first so the recipient does not have to sort through drafts and duplicates.
Select your files, right-click, and use Show more options → Send to → Compressed (zipped) folder. To unpack a ZIP, right-click it and choose Extract All.
Go straight to the stepsBefore you begin
Only open archives from a source you trust. A normal ZIP created with this method is not a password-protected container.
What you’ll need
- A Windows PC
- The files you want to package
- A destination folder
Let’s do this
Step by step
- 01
Make a clean source folder
Collect the files you intend to send. Open them once to check that each is the correct version. Remove unrelated documents from this working folder.
- 02
Create the archive
Select the file or folder. Right-click and choose Show more options → Send to → Compressed (zipped) folder. Newer Windows menus may also offer a direct compression option.
- 03
Name and inspect it
Rename the new ZIP clearly. Open it to confirm the expected files are inside. Check the final archive size against any attachment limit.
- 04
Extract before working
For a ZIP you received, right-click and select Extract All. Choose a destination and follow the prompts. Open and edit the extracted files from that folder.
What compression can and cannot do
JPEG photographs and many other media files are already compressed, so zipping them may not save much space. If an email attachment is still too large, repeatedly zipping the ZIP is not a useful next step. Use an approved file-sharing method instead.
A ZIP also does not create secrecy. If you need to send confidential documents, use the recipient’s secure transfer process. Packaging them into an ordinary archive does not make an untrusted destination appropriate.
A simple handoff example
For a small project, put the finished PDF, a spreadsheet, and a short readme in a folder named project-handoff. Create the ZIP from that folder, then extract it into a temporary location and open the files. This catches a missing attachment before someone else has to ask for it.
A quick final check
- The archive contains the intended versions.
- Its filename and contents make sense to the recipient.
- Files are extracted before editing.
Common questions & sticking points
Why is the ZIP almost the same size?
Some file types are already compressed, so an archive may mainly bundle them together.
Does making a ZIP delete the originals?
The normal Windows compression workflow creates a separate zipped folder. Keep the source files until you have checked the archive.
Sources & further reading Optional
References used to check this guide. Follow your product’s own safety instructions where its design differs.
Last source check: September 21, 2026