How to Zip Files Using Microsoft Office

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When you zip a file, the file is compressed into a file that is much smaller than the original. Zipped files are often used to send Microsoft Office files by email. For instance, if you have a large PowerPoint file you want to send electronically, create a zipped version and attach it to an email in Outlook. The recipient will then have to unzip it before opening the intact document. But the zipped file will take up much less space on your hard drive and will be easier to upload to email. Microsoft Office alone will not zip files. You must download and install a zip utility.

Things You'll Need

  • Zip utility
  • Microsoft Office
  • Download a full version or free trial of a zip utility, such as WinZip or StuffIt, if one is not pre-installed on your computer (see "Resources" section for link).

  • Locate a Microsoft Office file using Windows Explorer, such as a Word document or Excel file. Click "Start" and open "Documents" to find a document.

  • Right-click a file you want to compress.

  • Click the shortcut menu command that corresponds to your zip utility, such as "Add to Zip File" or "Add to Archive." This will immediately create the zipped file and save it on your computer.

  • Open Microsoft Outlook if you want to send a zipped file to an attached Outlook email. Compose a new message and click "Insert File" to create an attachment. Double-click your zipped file to insert it. If you haven't created a zip file yet, select the file you want to attach and right-click. Under the zip utility command, select "Zip and Email." It will create a zip file and insert it into the email.

References

  • Photo Credit laptop image by Angie Lingnau from Fotolia.com
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