Creating a zip file is the fastest way to send multiple files or a large file by email
A zip file compresses your documents, photos, or folders into a single smaller package. Instead of attaching five separate files to an email, you attach one zip file. The recipient downloads it, opens it on their computer, and the files return to their original size and format. On Windows, Mac, and Linux, the tools to create a zip file are built in — you do not need to download anything.
The process takes about one minute. You select the files you want to send, compress them into a zip, then attach that zip file to your email. The compressed file is usually 50 to 80 percent smaller than the original files combined, which means it uploads faster and is less likely to hit your email provider's attachment limit.
Key Takeaways
- Windows and Mac both have built-in tools to create zip files without downloading extra software.
- Right-click on a file or folder, select the compress or zip option, and a new zip file appears in the same location.
- Most email providers allow attachments up to 25 MB, and a zip file helps you stay under that limit.
- The recipient does not need special software to open a zip file on Windows, Mac, or most phones.
How to zip files on Windows
On Windows 10 and Windows 11, right-click on the file or folder you want to compress. A menu appears. Select Send to, then click Compressed (zipped) folder. Windows creates a new zip file in the same location with the same name plus ".zip" at the end. If you are zipping a folder called "Photos", the zip file will be called "Photos.zip".
If you want to zip multiple files at once, hold Ctrl and click each file you want to include. Then right-click one of the selected files and follow the same steps. Windows will combine all of them into a single zip file.
The zip file appears instantly. You can now drag it into your email, or right-click it and select Send to > Mail recipient if your email is set up as your default mail program. If that option does not appear, you can open your email in a browser, click the attachment button, and select the zip file from your computer.
How to zip files on Mac
On Mac, right-click (or Control-click) on the file or folder you want to compress. Select Compress from the menu that appears. Mac creates a zip file with the same name plus ".zip" at the end, in the same location as the original.
To zip multiple files, hold Command and click each file you want to include. Then right-click one of the selected files and choose Compress. Mac combines them into a single zip file named "Archive.zip".
The zip file appears on your desktop or in the folder where the original files were. Open your email, click the attachment button (usually a paperclip icon), and select the zip file. Most email programs on Mac also let you drag the zip file directly into the email message.
What happens when someone receives your zip file
When you send a zip file by email, the recipient sees it as a single attachment. On Windows, they can double-click it and it opens automatically — the files inside extract to a folder on their computer. On Mac, the same thing happens: double-click the zip file and it extracts. On phones and tablets, most email apps can open zip files directly, though the experience varies by device.
The recipient does not need to download special software. Zip is a standard format that every operating system recognizes. If they are using older software or a less common device, they might need to use an app like 7-Zip or WinRAR, but this is rare.
Checking the size of your zip file before sending
Before you attach the zip file to an email, check its size. Most email providers, including Gmail, Outlook, and Yahoo Mail, allow attachments up to 25 MB. Some allow more, some less — check your email provider's help page if you are unsure. On Windows, right-click the zip file and select Properties. On Mac, right-click the zip file and select Get Info. Look for the file size listed in the window that opens.
If your zip file is larger than 25 MB, you have a few options. You can split the files into multiple zip files and send them in separate emails. You can delete files you do not need to send. Or you can use a file-sharing service like Google Drive, Dropbox, or OneDrive to upload the zip file and send the recipient a link instead of attaching it directly.
When to use a zip file instead of sending files separately
Zip files are most useful when you are sending more than three files, or when the total size of the files is close to your email provider's limit. If you are sending a single small document, attaching it directly is fine. If you are sending ten photos, a zip file is faster and cleaner.
Zip files are also useful when you want to preserve a folder structure. If you have a folder called "Project" with subfolders inside it, zipping the whole folder keeps that structure intact. When the recipient opens the zip file, they see the same folder layout you had.
Troubleshooting common zip problems
If you create a zip file and it appears empty or corrupted, the most common cause is that the original files were moved or deleted before you finished creating the zip. Create the zip file again, making sure all the original files are still in their original location.
If the recipient says they cannot open the zip file, ask them what error message they see. If they are on a very old computer or using outdated software, they might need to download a free tool like 7-Zip (Windows) or The Unarchiver (Mac). If the zip file is larger than 2 GB, some older devices cannot open it — in that case, use a file-sharing service instead.
Frequently Asked Questions
Can I password-protect a zip file?
Windows and Mac do not offer password protection in their built-in zip tools. If you need to password-protect files before sending them, you can use free software like 7-Zip (Windows) or The Unarchiver (Mac), which both support encryption. Alternatively, you can password-protect individual files before zipping them, depending on the file type.
What is the largest file size I can zip?
There is no practical limit to how large a zip file can be on your computer. The limit is your email provider's attachment size, usually 25 MB. If your zip file exceeds that, use Google Drive, Dropbox, or OneDrive to share it instead.
Will the files inside the zip stay compressed after the recipient opens it?
No. When someone opens a zip file, the files inside return to their original size and format. The compression is only for storage and transfer. Once extracted, a photo that was 5 MB in the zip file will be 5 MB again on the recipient's computer.
Can I zip a folder that contains other folders inside it?
Yes. Right-click the main folder and select compress or zip. The entire folder structure, including all subfolders and files inside them, will be compressed into a single zip file. When the recipient opens it, they will see the same folder layout you had.
Do I need to delete the original files after creating a zip file?
No. The zip file is a copy. Your original files remain on your computer. You can delete them if you want to free up space, but you do not have to. Many people keep both the original files and the zip file.