What are ZIP files?

15th May 2025

We un-ZIP how to send large files easily, giving you a step-by-step guide to improving your data transfers.

Do you need to send a file to a colleague, but the file size is too large? This happens to me a lot, as I send video files that we post on social media to coworkers constantly. While there are multiple ways around this, one that may be worth considering is sending it as a ZIP file.

Zipped file transfers involve compressing the file to reduce their size, enabling them to be sent. The files can then be decompressed and accessed by the user who receives them after the fact. Here is how the process works:

Creating – when you create a ZIP file, the file sizes are reduced by eliminating redundant data. Multiple files can be combined into a single ZIP, making it simple to send them as one easy to use folder.

Windows: right-click the files, select “Send to,” and choose “Compressed (zipped) folder.”

Mac: right-click the files, select "Compress [filename]."

Transferring – you can attach ZIP files to emails, or services such as Google Drive, Dropbox and OneDrive allow users to share them via cloud storage. They can also be transferred using FTP (file transfer protocol) or even physically by being copied to a USB.

Extracting – to access the files after the ZIP has been sent, they need to be decompressed, returning the files to their original size. Most operating systems have a method of doing this built in or there are third party options available online.

Windows: right-click the ZIP file, select "Extract All," and follow the prompts.

Mac: double-click the ZIP file to automatically extract its contents.

ZIP files are not only convenient, but they can also be password protected and encrypted, adding an extra layer of security to data transfers – now that you know how they work, why don’t you try using them?

If you have any questions regarding ZIP files, Interfuture Systems can help: contact us HERE.