How to properly archive documents. How to archive a file and send it by email

Surely every Windows user is familiar with the concept of “archive file” or simply “archive”, as well as “archiving”. Archiving is the process of compressing a file and placing it in another file with a special extension, from which you can then extract the contents (unzip or unzip).

Archives are a very useful thing. They help save disk space and make it easier to transfer or send large number files. IN modern world, where in any electronics store you can buy a 4 TB hard drive for relatively affordable money, the issue of saving space through archiving is no longer so relevant. The time spent compressing and decompressing large volumes of files is often simply not worth the amount the user saves on archiving. Of course, for long-term storage of large files, the archiver will help save a significant amount of memory, but in everyday tasks archives are most often used precisely to simplify the transfer and sending of files. It’s much easier to copy to a flash drive or send by mail 1 large file instead of 200 small ones.

There are different archiving methods and applications for working with archives. You can even work in them without any additional software at all. Let's take a look at some of these applications.

How to archive a file or folder without programs

Since the days of Windows Vista, the Microsoft operating system has had a built-in simple archiver that can work with ZIP archives. You can both pack and unpack files and you don’t need to download additional programs to do this.

Please note: Not all files are compressed equally efficiently. For example, trying to compress videos will have virtually no effect, so there is no point in archiving them to save space.

How to unpack an archive in Windows without programs

Your archive must be in ZIP format, as this is the only format supported by the system without additional programs. Simply open the archive as a regular folder and copy files from it. Alternatively, right-click on the archive and select Extract all, and then tell the system where to place the unpacked files. As you can see, everything works as simply as possible.

The built-in Windows archiver is perfect for those who need to quickly archive a file or folder without applications, without paying attention to compression parameters, archive password, its format, encryption algorithm, and so on. Simplicity makes the difference in this case. Unfortunately, the disadvantage of the archiver in Windows Explorer is the inability to change any of the parameters. The archives will always be in ZIP format; you will not be able to protect them with a password or change the level of protection. If you need to change these settings, you will have to use third-party applications.

How to zip a file or folder in 7zip

7zip is our favorite program for working with archives. Simple, free, functional, small and effective. You can download 7zip from the official website for free. The installation procedure takes place in one click and takes a few seconds.

After installation, open the files or folder in Explorer that you want to archive, right-click on them and select 7 zip – Add to archive.

A window will open where you can set archiving parameters. As you can see, there are many more settings for archiving here than in standard Windows Explorer. You already have access to the choice of archive format (7z is used by default), compression level, number of threads, the option of splitting the archive into parts, creating an SFX archive (it is also called a self-extracting archive, capable of extracting files without the need for archivers) and even setting a protected password encryption.

If you are a beginner, pay attention first to the parameter Compression level. The higher the level, the more space you'll save, but the computer will spend more time compressing. You can also select one of the formats in the list Archive format. Tip: the 7z format compresses files more efficiently than others when archiving.

To then unpack the file on a computer without archivers at all (very old PCs, for example, that don’t even have a built-in archiver), use SFX archiving, which will pack the files into an executable exe file.

Warning: Be very careful with SFX archives, since self-extracting archives from unknown sources often contain viruses. Make sure you trust the source of the file and always keep your antivirus enabled.

If you need to protect files inside the archive, set a password in the box Encryption. In this case, to gain access to the contents of the archive, you will need to enter a password. By the way, this is one of the methods to put a password on a folder. You pack the files into a ZIP archive, after which you can open the archive like any folder, but the system will require a password to open or copy the files.

The disadvantages of the 7zip archiver include the inability to create rar archives, which are very popular among users of the WinRAR archiver. Although 7zip can work with RAR files (and a large number of other archive formats), it cannot create RAR archives. Otherwise, 7zip is an ideal application for working with archives, which will satisfy the needs of almost every user.

How to unzip a 7zip file

The principle is the same as for archiving. Right-click on the archive and select 7 zip – Open archive. After that, simply drag its contents onto the folder window where you want to extract the files.

How to archive a file or folder in WinRAR

WinRAR is essentially the same application as 7zip (if you don’t delve into deeper nuances), only it can work with RAR files (but does not support creating 7z archives). A big disadvantage of WinRAR for some will be the fact that this archiver is paid and you need to buy a license to use it. You can try the demo version to get acquainted with its features.

Go to the official WinRAR website and click Download WinRAR.
Install the application, after which the same items as for 7zip will appear in the context menu. The principle of working with WinRAR is exactly the same as with its free counterpart. Just right-click on a file or folder and select WinRAR – Add to archive. After that, select the archive format, compression level and other necessary parameters.
Wait for the archiving procedure to complete.

In this article, we only briefly described the principle of archiving files using the example of two applications. Their capabilities will be more than enough to work with the vast majority of common archive formats. If you wish, you can study the possibilities in more detail 7zipor WinRAR(did you know that these applications can be used to benchmark the processor?), but this is a topic for a separate article.

Data compression (lossless) is used. Thus, the archive size may be smaller than the size of all the original data it contains. Archives can be used for long-term storage of data, combining a large number of files into one, or reducing the size of data.

Opening the archive is not difficult. supports Zip archives. Therefore, the Zip archive can be opened on any computer with the Windows operating system, even without installing additional programs. To open archives of other types, you need to install a special archiver program. In any case, in order to open the archive, just click on it with the mouse. On the other hand, data archiving is no longer so simple; there may be options. In this material we will talk about how to archive a folder.

How to archive a folder using built-in Windows tools.

You can archive a folder without installing archiving programs. To do this, right-click on the folder and select “Send – Compressed Folder”.

After this, the folder archiving process will start. Archiving time depends on the folder size.

After archiving the folder is completed, a ZIP will appear next to the folder. This is your archive.

By default, the archive icon looks like a regular folder with a zipper.

This method of archiving a folder is very simple, but it does not provide the user with the ability to control the archiving process. Therefore, if you need to regularly archive folders and files, then it is better to install an archiver program.

How to archive a folder using the 7zip archiver.

The 7zip program is the most advanced and popular. Compared to the equally popular, but paid, WinRAR archiver, the 7zip archiver has only one drawback - the inability to create archives in the RAR format. Otherwise, 7zip is in no way inferior.

You can download the 7zip program on the website. After installing the 7zip program, a new menu item will appear in the context menu of folders and files - “7-Zip”. Using this item, you can archive a folder or files.

Let's look at the “7-Zip” menu items:

Add to archive – a window with archiving settings will open. Here you can specify the compression level, as well as other data.
Compress and send by email – the same as the previous point, but with subsequent sending by email.
Add to “file name.7z” – the folder will be archived in 7z format using standard settings.
Compress into “file name.7z” and – the same as the previous paragraph, but with subsequent sending by email.
Add to “file name.zip” – the folder will be archived in zip format using standard settings.
Compress to “file name. zip" and send by email - the same as the previous point, but with subsequent sending by email.

To access all archiving settings, use the “Add to archive” menu item.

In the “Add to Archive” window, you can specify the archive format, compression level, encryption settings, and other settings. To start the archiving process, just click on the “OK” button.

Each of us has encountered such situations: the free memory on the computer has run out, or you need to send several objects at once, but only one file is acceptable, or the document is too large and you need to compress it to the minimum. In such situations, archiving often helps. There are several types of files that you can get and today you will learn about .zip resolution.

What is the .zip format?

As you most likely know, zip translated from English means lightning, and therefore in different systems such a file looks like this: a folder closed with a zipper.

With this format you can compress a folder or just a few documents without losing their contents. This resolution is compatible with major operating systems: Windows and MacOs.

The archiving format itself appeared in 1989 as part of the PKWARE operating system in response to the ARC archiver that appeared at SEA. Part of the code of this program, written in C, was copied by Phil Katz and rewritten in assembly language, which helped make zip faster than its counterpart. Subsequently, the program underwent changes: compression methods changed, possible encryption support, and the appearance of directories.
At the moment, with the release of WinZip 12.1, a new .zipx extension has appeared, which supports a larger number of compression methods, for example: JPEG, LZMA, BZip, WavPack and others. Therefore, standard Zip archiving utilities do not recognize them.

The most popular methods for working with the format we need are WinZip, WinRar and 7Zip.

How to archive files

First, let's understand what archiving is. Archiving, otherwise data compression, is the process of recoding information with a reduction in its total volume required for its storage. There are an incredible number of different data compression algorithms, each designed for different purposes.
areas of application.

There are many programs that allow you to create archives. The least effective in terms of compression, but the most accessible is the built-in zip archiver. An archive created in this way is 100% likely to open on another user’s computer, as it is supported by every version of Windows. Plus, this method can perhaps be called the most primitive. All you need is to select a file or a group of them, previously selected, press the right mouse button to get a pop-up window with possible actions. From the entire list in the context menu, you need to select the “Send” item, which will lead to another window appearing. And already there you select the line “Compressed ZIP folder”. Archiving has started and soon you will receive a compressed, ready-made file.

An alternative option, but requiring more steps, is to download additional utilities to your computer. This will allow you to compress data more efficiently, which means it will simplify further work. The most popular of these programs is WinRar.

After installing the program, you can repeat the steps described in the algorithm earlier, but instead of the “send” item, select “add to archive...”. This will take you to the window of the program itself, where you can configure compression parameters, the format of the resulting file, change the name and choose what will happen to the files in the future. If necessary, it is possible to add files that you forgot to an existing archive, rather than redoing it again. File compression via WinRar also allows you to create files at the appropriate resolution, which can be sent via email immediately after archiving.

One of the obvious differences from the built-in archiver of external programs is the fact that they have the function of blocking the contents of a folder or archive: you can put a password on the file you select. Perhaps this is one of the best ways to hide unnecessary information from prying eyes.

But, unfortunately, WinRar with all its advantages provides only a temporary version for use, since the utility is considered shareware. The 7-ZIP program is fully recognized as a free analogue. If necessary, you can install the utility after downloading it from the official website of this program and try it out.

The method of its use is essentially no different: all actions are performed through a pop-up context menu when you right-click. You select the necessary actions and after some time the archive is ready.

To summarize, we can safely note that the method of data compression that appeared quite a long time ago is still relevant and allows us to use additional options when working with appropriate programs, which makes our life easier and file processing more useful. We are faced with a wide range of applications for this type of program, ranging from the usual reduction of file size to folders with private access.

Video tutorial

What is file archiving, why is it needed and how to create an archive. The archiving process simplifies data transfer and allows you to store much more information in limited space. Archiving is mainly necessary for long-term storage of information, as well as for transmitting a large amount of data over the network in the form of one file - an archive. It is very common to archive files for mailing.

In this case, the speed of working with data is an order of magnitude higher, because the entire amount of information is transmitted in one large file, and confidentiality can additionally be ensured by passwords on the archives. Archiving is performed in several ways, the most popular of which will be discussed below.

How to archive a file or folder using programs

Archiving using Windows

Operating systems of the Windows family allow the user to create ZIP archives from files and folders. To do this, go to the object’s context menu and select “Send” there. After this, in the drop-down menu you need to go to the “Compressed ZIP folder” item.

It is noteworthy that this name is typical for Windows 8, and in younger versions of the OS the text may be slightly different. When archiving is completed, the user will be able to select the name of the resulting file. Such an archive is ideal for transmission over the network, because... it can be opened freely by integrated system tools.

Archiving programs

Because The creation of archives has several functions; a number of archivers have been created. They create archives in their own formats with varying degrees of compression. Among such programs, it is worth highlighting the shareware WinRAR, as well as the free 7z and Total Commander.

How to archive a folder using WinRAR

Immediately after installing this utility, several new items appear in the context menu of any object, which begin like this: “Add to archive...”. Here you can simply create an archive in RAR, RAR5 and ZIP formats, and also send one of these archives by e-mail in a few clicks. For the convenience of users, quick creation options have been created: an archive with a name similar to the object in *.rar format and sending this archive by email.

Download Winrar(http://www.win-rar.ru/download/)

How to zip a file using 7zip

The free 7zip archiver operates similarly to the previous program, only here it creates not several items in the context menu, but only one. It does, however, have its own drop-down menu where you can create archives in *.7z and *.zip formats, immediately send them by mail, add files to existing archives and perform a number of other actions.

Download 7zip(http://www.7-zip.org/)

How to archive a folder with files using Total Commander

The popular file manager provides even more extensive archiving options. To start the process, you need to run total-commander in the first part, find and select the file or folder that needs to be added to the archive and press Alt+F5. After this, a new window will open where the user can set the format from a large number of available ones, as well as select archiving settings. Among the formats there are both popular (*.rar, *.7z and *.zip) and lesser known *.gz, *.tar and others.

Download total commander(http://www.ghisler.com/amazons3.php)

As you can see, the archiving process using system tools cannot fully reveal all the possibilities for creating an archive. For this purpose, a number of additional programs have been created that allow you to compress data and create archives in different formats.

Hi all! In this article I will show you how to archive a folder with files as efficiently and correctly as possible!

Sometimes you need to transfer files via the Internet on social networks (for example, VKontakte) or send them by email, but the files are too large, and in this case archiver programs come to the rescue.

How to compress a folder with files

The most popular compression programs are WinRar and 7-zip. Like many people, I use WinRar, but if after compressing this program the folder size does not satisfy you, then try compressing it with 7-zip.

On the official websites, you can download them. WinRar is an archiver with a trial period, and 7-zip is a free archiver.

After downloading and installation, if you click on any folder, additional menu items will appear. And in order to archive a folder with files, right-click on the required folder (I will compress the folder with photos).

Now the window with parameters.

First, select the archive format. The rar format is best compressed, while zip is sometimes necessary on the Internet. If you don’t have any requirements, then compress it into rar.
Next, set the compression method to maximum.
Sometimes it is necessary to divide an archive into several parts, so that each archive occupies a specific place. If you need to divide it into volumes by size, set the desired size.
And yet, you can set a password for the archive.

In principle, nothing more is needed. Click OK.

After compression, look at the difference:

Folder before compression:

And the compressed archive:

The savings in our case are 5 megabytes. But depending on the files, the compression size may vary. For example, the best compression is achieved in text files or pdf. And again, if more compression is needed, you need to use the 7-ZIP archiver and select the ultra compression method in 7z format.