How to Create a Zip File and Send Large Files Via Email
Wondering how to create a zip file so you can share those massive documents with colleagues? You’re not alone. Every day, thousands of professionals struggle with file size limits when trying to send important information via email. At SureSend, we understand this challenge all too well. That’s why we’ve put together this comprehensive guide to help you create a zip file and easily send large files via email no matter which email service you use.
Why You Need to Compress Files for Email
Before diving into the ‘how’, let’s quickly cover the ‘why’:
- Email size limits – Most email providers cap attachments at 25MB
- Faster transfers – Compressed files upload and download more quickly
- Organisation – Zipping multiple files keeps everything in one neat package
- Compatibility – Ensures your files can be opened across different systems
Now let’s get to the practical steps!
How to Create a Zip File on Windows
Creating a zip file on Windows is surprisingly straightforward:
- Select the file(s) or folder(s) you want to compress
- Right-click on your selection
- Choose “Send to” from the context menu
- Click “Compressed (zipped) folder”
- Windows will create a new zip file in the same location
- Rename the zip file if desired
That’s it! Your files are now bundled into a single, smaller package ready for sending.
How to Create Zip a File on Mac
Mac users have it even easier:
- Select the file(s) or folder(s) you want to compress
- Right-click (or Control+click) on the selected items
- Choose “Compress [items]” from the menu
- macOS will create a file called “Archive.zip” (or similar) in the same location
- Rename as needed
Your Mac automatically compresses the files without requiring any additional software.
How to Compress Files for Email on Mobile Devices
Need to zip on the go? Here’s how:
On iPhone/iPad:
- Open the Files app
- Select the files you want to compress (hold down to select multiple)
- Tap and hold until the menu appears
- Select “Compress”
- The zip file will appear in the same location
On Android:
- Download a file manager app if you don’t have one (Google Files works well)
- Navigate to your files
- Select the files to compress
- Tap “More” or the three-dot menu
- Choose “Compress” or “Zip”
Best Practices for Compressing Files
To get the most out of file compression, follow these tips:
- Be selective – Only include necessary files
- Organise before zipping – Create a logical folder structure
- Rename files clearly – Use descriptive names before compressing
- Consider file types – Some files (like JPEGs and MP3s) are already compressed and won’t reduce much further
- Test before sending – Make sure your zip file isn’t corrupted
Alternative Compression Formats
While ZIP is the most common format, other options exist:
- RAR – Better compression but requires special software
- 7Z – Excellent compression rates, open-source
- TAR.GZ – Common in Linux/Unix environments
For most email purposes, standard ZIP files work perfectly fine.
The Security Challenge: Why Basic Compression Isn’t Enough
Standard zip files offer convenience but present serious security concerns:
- Basic zip encryption is notoriously weak
- Files can be intercepted during transit
- Most email services don’t encrypt attachments end-to-end
- Sensitive data remains vulnerable
For personal photos or non-sensitive documents, this might be acceptable. But for business documents, financial records, or personal information? The risk is substantial.
The SureSend Solution: Beyond Basic Compression
When security matters as much as convenience, SureSend offers a better way to transfer files:
- Client-side encryption – Your files are encrypted before they leave your device
- Zero-knowledge architecture – Even we can’t access your data
- Large file support – Send files much larger than email allows
- Simple sharing – Recipients receive a secure link, no accounts needed
- Compliance-friendly – Helps meet regulatory requirements for data protection
Unlike regular email attachments or basic file-sharing services, SureSend ensures your sensitive information remains protected throughout the entire transfer process.
When to Use SureSend Instead of Basic Zipping
Consider using SureSend when sharing:
- Financial documents
- Personal identification
- Medical records
- Legal documents
- Business-sensitive information
- Intellectual property
- Any data that would cause harm if leaked
In these cases, the standard compression methods we’ve covered earlier simply aren’t secure enough.
Frequently Asked Questions
How do I zip a file that’s too large for email?
Standard zip compression might not reduce files enough to fit email limits. In such cases, consider splitting the zip into multiple parts using software like 7-Zip, or better yet, use SureSend which handles large files securely without size limitations.
Can zip files contain viruses?
Yes, zip files can contain malicious software. Never open unexpected zip attachments, especially from unknown senders. SureSend scans all files for malware before delivery, adding an extra layer of protection.
How secure is a password-protected zip file?
Standard ZIP password protection (ZipCrypto) is quite weak and can be cracked. While newer options like AES-256 encryption are stronger, they’re still vulnerable during transit. SureSend offers encryption from send to receive, for much stronger protection.
What’s the difference between compressing and zipping?
Zipping is a specific method of compression that bundles multiple files into one container. Compression is the broader concept of reducing file size. All zip files are compressed, but not all compressed files are zips.
How much can compression reduce file size?
It varies dramatically by file type. Text documents might compress by 70-90%, while images and videos (which are already compressed) might only reduce by 5-10% or not at all.
Conclusion
Learning how to make a zip file is an essential skill for anyone who regularly shares documents online. While the built-in compression tools on Windows, Mac, and mobile devices work well for basic needs, they fall short when security becomes a priority.
For truly secure file transfers, particularly when handling sensitive or confidential information, consider upgrading to SureSend’s encrypted file transfer service. Visit https://www.suresend.ca to learn how we’re making secure file sharing simple, reliable, and genuinely private.
Remember: proper compression isn’t just about making files smaller — it’s about ensuring they arrive safely and securely at their destination.
