How to Zip and Unzip Files on Your Computer

What Are ZIP Files?

A ZIP file is a compressed folder that:

• Combines multiple files into one for easy sharing
• Reduces file size to save storage space and send faster via email
• Keeps the original folder structure intact
• Is supported on Windows, Mac, and most devices

Creating a ZIP File on Windows

Zip a Single File or Folder

• Find the file or folder in File Explorer
• Right-click on it
• Select Compress to ZIP file (Windows 11) or Send to > Compressed (zipped) folder (Windows 10)
• A new ZIP file appears with the same name
• Rename it if needed

Zip Multiple Files Together

• Select all the files you want to include:

- Hold Ctrl and click each file, or - Click the first file, hold Shift, and click the last file to select a range

• Right-click on the selected files
• Select Compress to ZIP file or Send to > Compressed (zipped) folder
• All selected files are combined into one ZIP file

Creating a ZIP File on Mac

Zip a Single File or Folder

• Find the file or folder in Finder
• Right-click (or Control-click) on it
• Select Compress "[file name]"
• A ZIP file appears in the same location

Zip Multiple Files Together

• Select all files by holding Command and clicking each one
• Right-click on the selected files
• Select Compress [number] Items
• A file called Archive.zip is created
• Rename it to something descriptive

Extracting (Unzipping) Files on Windows

Method 1: Extract All

• Find the ZIP file in File Explorer
• Right-click on it
• Select Extract All
• Choose where to save the extracted files
• Click Extract
• The files will appear in a new folder

Method 2: Drag and Drop

• Double-click the ZIP file to open it
• Select the files you want
• Drag them to a folder or your desktop
• The files are extracted to that location

Extracting Files on Mac

Automatic Extraction

• Double-click the ZIP file in Finder
• The files are automatically extracted into a folder in the same location
• The original ZIP file remains unchanged

Emailing ZIP Files

Attaching a ZIP File

• Create a ZIP file with the files you want to send
• Open your email and create a new message
• Click Attach (the paperclip icon)
• Find and select the ZIP file
• Send the email

Email Size Limits

Most email services limit attachments to 20-25 MB. If your ZIP file is too large:

• Remove unnecessary files from the ZIP
• Split files into multiple smaller ZIP files
• Use OneDrive or Google Drive to share a link instead

Tips for Working with ZIP Files

Naming ZIP Files

• Use descriptive names like "Project-Documents-Feb2026.zip"
• Avoid special characters in the file name
• Keep names short but meaningful

Password-Protecting ZIP Files

Windows does not natively support password-protected ZIP files. If you need to password-protect files:

• Ask your IT team for an approved tool
• Use the built-in encryption in OneDrive or SharePoint sharing instead

What to Know About ZIP Files from Email

• Always scan ZIP files from unknown senders with your antivirus
• Be cautious of unexpected ZIP attachments — they can contain malware
• If unsure about a ZIP file attachment, forward the email to your IT team before opening it

Common Issues

"Windows cannot complete the extraction"

• The ZIP file may be corrupted
• Try downloading the file again
• Ask the sender to re-send the file

Extracted files are empty or missing

• Ensure you extracted all files, not just opened the ZIP
• Check the extraction destination folder

Cannot open a ZIP file

• Ensure you have a program that can open ZIP files (built into Windows and Mac)
• The file may actually be a different format (e.g., .rar or .7z) — contact IT for help

Need Help?

Contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162.