Using WinZip to reduce file sizes
Large files can cause all kinds of problems when you try and share them with others. Some of these include:-
1. People in remote sites often have phone connections that run very slowly.
2. Backing up large files to floppy disks is difficult but most word and excel files can be compressed to
fit on one floppy disk.
Use WinZip to compress your files – making them smaller and quicker to send on email or making them
fit onto a floppy disk. The NARI Research CD-ROM contains a recent version of WinZip. It is very easy to use.
Using WinZip to compress just one file
3. Load WinZip from the research CD-ROM.
4. Start Windows Explorer and find the sub-directory that has the file you want to zip up (compress). 5. Select the file you want to zip up by using the mouse to left click on the file. Now right click on that
6. If WinZip is loaded correctly on your computer you will see two WinZip options
7. The first is add to ‘filename.zip’ and the second is ‘add to zip’.
8. Choose the first option and your file will be zipped in the directory you are working in. If you have
email you can right click on that zipped file and from that menu choose to send it to someone else
who has email (as an attachment) but you can also send the zipped file to the A drive directly.
Using WinZip to compress more than one file into one archive
9. Load WinZip from the research CD-ROM.
10. Start Windows Explorer and find the sub-directory that has the files you want to zip up (compress). 11. Select the file or files you want to zip up by holding down the CTRL key and using the mouse to left
click on the various files.
12. Now, while the files are selected, right click on one of those files- in the highlighted region. If WinZip
is loaded correctly on your computer you will see that you have only one WinZip option (Add to zip)
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screen (as shown) will appear when you choose that option.
13. Under the Add to Archive box you must position your mouse and click at the end of the file path, so
that you can add a name for the zipped archive that will hold the group of files you are compressing. 14. Type in the name of the file that will store your files (this is known as the Archive file) and click Add. 15. Now close winzip as you have created the archive file. See how much smaller the archive is than the
16. You will be pleasantly surprised how easy it is to back up files using WinZip.
17. Remember if WinZip doesn’t behave like this, get a copy of the June 2002 NARI research CD ROM
and download WinZip from it.
Using WinZip to Unzip files
Extracting the file or files in a zipped file is easy. You just need to know that WinZip expects that you want it to create a subdirectory under the directory you are currently in.
Right click on the zipped file and choose extract to Folder C:\… (pathname follows here). You don’t need
to type anything. It will extract to a new folder and the files will be in that new folder. The folder name will be the same name as the zipped file name.
You can also choose to tell WinZip where you want to extract to. Do this by choosing Extract To and a browse box will open and you will click on C Drive and go to the place you want to extract the files.
How do I manage a zipped file as an email attachment?
18. When you get an email with a zipped file, right click on the attachment and left click on copy. 19. Now open windows explorer, select the sub-directory (folder) where you want to store the zipped file
and using right click in the window of the sub-directory you can choose to paste it there. 20. Now go to the other steps discussed above to unzip the files.
Sending a zipped file to someone who doesn’t use WinZip
21. One of the options in winzip allows you to create a self extracting file so that others can extract the
files you send to them as zipped files.
22. Zip the file or files as normal. Now, right click on the zipped file and choose create self extracting file
23. Send that file to the person who doesn’t have WinZip. Of course you could show them how to set up
WinZip on their computer- using the NARI Research CD-ROM.
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