WinZip User Notes. Contents
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1 WinZip User Notes Contents What is WinZip?...2 What Is a Zip file?...2 Checking the size of files...2 How to compress a file into a Zip file...3 Compressing and automatically attaching files to an How to compress multiple files into one Zip file:...5 Opening (decompressing) a Zip file sent by Opening (decompressing) a Zip file on your computer...7 Created by James Driscoll Page 1 of 7
2 What is WinZip? WinZip is a programme used to compress and decompress files. By compressing (to zip ) files into a Zip file before sending them the file size will be reduced making them take up less disk space, and reducing the time it takes to them to people. If you receive a Zip file, WinZip allows you to decompress (to extract or to unzip ) the file allowing you to open it on your computer. What Is a Zip file? Zip files are "archives" used for distributing and storing files. Zip files contain one or more files. Usually the files "archived" in a Zip are compressed to save space. Zip files make it easy to group files and make transporting and copying these files faster. Checking the size of files You can check the size of your files in Windows Explorer before sending them. In the example above the file size is 2015kb which is about 2MB (1024kb=1MB) As a guideline, a floppy disk can hold 1.44MB, whilst a CD can hold 700MB. It is generally acceptable to files to other organisations up to a maximum of 2MB per file. It really depends upon the system the receiving organisation has in place. It is a good idea to check with an organisation before sending large s as some organisations also put a limit on the size of attachments they will accept and anything over this limit will be automatically rejected. 2
3 How to compress a file into a Zip file 1. Open Windows Explorer. 2. Locate the file or folder you wish to compress into a Zip file. 3. Right click the file or folder you want to compress. 4. Select WinZip and Add to Zip file 5. The Add dialog box will appear: 3
4 6. Under Compression, use the down arrow to select "Maximum". 7. Click the Add button. 8. The WinZip window will open showing the files you have Zipped up. 9. Close this WinZip window (hit the "x" in the top right hand corner to close WinZip). 10. The file you just created should show up in Windows Explorer right next to the one you selected to compress: The compressed Zip file in this example is now 598kb compared to the original file size of 2015kb. You can then copy the Zip file to a disk or send it as an attachment. Compressing and automatically attaching files to an To compress files or folders and to automatically attach them to a new message: 1. From Windows Explorer Right-click on the files or folders and choose WinZip and then Zip and from the pop-up menu. 2. WinZip will compress the selected items to a temporary Zip file, create a new e- mail message, and attach the Zip file to it. 3. You can then address and send the as you normally would. 4. WinZip will automatically delete the temporary Zip file after you have sent the e- mail message. 4
5 How to compress multiple files into one Zip file: You can just place all the files you wish to compress into one folder and compress the folder as shown above. Alternatively, if you only wish to compress a number of files from one folder: 1. Select all the files individually within the folder by holding down the Ctrl button on your keyboard and selecting all the files you want to add to the compressed file you are about to create. 2. Right click on one of the files you have selected. 3. Select WinZip and Add to Zip file. 4. Under Add to archive click the NEW button and then find the location where you want to save the Zip file and type the name you wish to give the compressed Zip file. 5. Click OK. 6. Click Add. 7. Close the WinZip window. 8. Open Windows Explorer to locate the Zip file you have just created which you can then save to disk or . 5
6 Opening (decompressing) a Zip file sent by As with all attachments you please do not open them unless you are expecting them. attachments are the main way viruses are spread. If you are in doubt about an attachment please contact IT Support. 1. If you receive a Zip file as an attachment you will see the following icon. Double-click the attachment to open it. 2. A general warning about attachments will appear: 3. Select Open it and click OK: 4. The WinZip window will open and you will see the files contained within the Zip file. 5. Click on the Extract icon: 6
7 6. Click on the downward arrow next to the Extract field and choose the location of where you want to extract (save) the documents it should be somewhere within your D:\My Documents folder. 7. Click Extract button. The files contained within the Zip file will be copied to the location you specified where you can open them as normal. 8. Close WinZip window. Opening (decompressing) a Zip file on your computer The procedure for opening any other Zip file on your computer is almost exactly the same as for when you receive it by except the icon looks slightly different and you open the file through Windows Explorer. 1. Locate the file in Windows Explorer. 2. Double click the Zip file and follow the instructions above to extract it. 7
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