The fastest way depends on file size and who you're sending to

A zip file is a compressed folder that bundles multiple files or a large file into one smaller package. You send it the same way you send any other file — through email, cloud storage, or a file transfer service. The method you choose depends mainly on how large the zip file is and whether the person receiving it has the tools to open it.

Most computers and phones can open zip files without installing anything extra. Windows, Mac, and Linux all have built-in unzipping tools. On iPhone and Android, you may need a free app like Archive Utility or ZArchiver, but many phones handle zip files automatically now.

Key Takeaways

  • Email works for zip files under 20 to 25 MB, depending on your email provider — Gmail allows up to 25 MB, Outlook allows up to 20 MB.
  • Cloud storage services like Google Drive, Dropbox, and OneDrive let you share zip files of any size by sending a link instead of attaching the file.
  • File transfer services like WeTransfer and Tresorit are built for large files and don't require the recipient to have an account.
  • To create a zip file on Windows, right-click the folder or file, select "Send to," then choose "Compressed (zipped) folder."
  • On Mac, right-click the file or folder and select "Compress," which creates a zip file automatically in the same location.

Sending a zip file by email

Email is the simplest method if your zip file is small. Most email providers set a limit on attachment size: Gmail allows up to 25 MB, Outlook allows up to 20 MB, and Yahoo Mail allows up to 25 MB. If your zip file is within that limit, open your email, click the attachment button (usually a paperclip icon), select your zip file, and send it as you normally would.

If your zip file is larger than your email provider's limit, you'll get an error message when you try to send. In that case, use cloud storage or a file transfer service instead. Some email providers also have spam filters that block certain types of files, though zip files are generally allowed.

Sharing through cloud storage

Cloud storage services like Google Drive, Dropbox, and OneDrive let you upload a zip file and share a link instead of attaching it. This works for files of any size and is often faster than email for large files.

To share through Google Drive: upload your zip file, right-click it, select "Share," choose who can access it (anyone with the link, specific people, or just you), and copy the link. Send that link to whoever needs the file. They can download it directly without needing a Google account, depending on your sharing settings.

Dropbox and OneDrive work similarly. Upload the file, right-click it, select "Share," and copy the link. The recipient clicks the link and downloads the file. All three services let you set an expiration date on the link if you want the file to stop being available after a certain date.

Using file transfer services for large files

WeTransfer and Tresorit are services built specifically for sending large files. You don't need the recipient to have an account, and they're free for files up to a certain size (WeTransfer allows 2 GB for free, Tresorit allows 5 GB).

To use WeTransfer: go to wetransfer.com, click "Add your files," select your zip file, enter the recipient's email address, add a message if you want, and click "Transfer." WeTransfer sends them a download link. The file stays available for 7 days by default.

Tresorit works the same way but offers more privacy options and longer file retention. Both services are straightforward and don't require setup on either end.

Creating a zip file on Windows

To compress a file or folder into a zip file on Windows, right-click the item you want to compress. A menu appears. Select "Send to," then click "Compressed (zipped) folder." Windows creates a new zip file in the same location with the same name plus ".zip" at the end.

If you want to compress multiple files at once, select them all (hold Ctrl and click each one), then right-click and follow the same steps. Windows will zip them all together into one file.

Creating a zip file on Mac

On Mac, right-click the file or folder you want to compress and select "Compress." Mac creates a zip file immediately in the same location. If you select multiple files, Mac zips them all into one file called "Archive.zip."

You can also use the Archive Utility application, which is built into Mac, but the right-click method is faster for most people. The zip file appears in the same folder as the original file.

What to tell the person receiving the file

Most people know how to open a zip file, but if you're sending to someone unfamiliar with them, you can mention that they just need to double-click it. On Windows, it opens automatically. On Mac, it opens automatically. On iPhone and Android, it depends on the phone and what app they have, but many phones handle it without any extra steps.

If they're using an older phone or computer, they may need to download a free app. For Android, ZArchiver and RAR are common. For older iPhones, Archive Utility or iZip work. But in most cases, they won't need to do anything — the zip file will open when they tap or double-click it.

Frequently Asked Questions

Can I send a zip file through text message or messaging apps?

Most messaging apps like WhatsApp, Telegram, and Facebook Messenger let you attach files, including zip files. The file size limit varies by app — WhatsApp limits attachments to 100 MB, while others are more generous. If your zip file is within the limit, you can attach it the same way you attach photos.

What if the recipient can't open the zip file?

Ask them what device they're using and what error message they see. On Windows and Mac, zip files open automatically. On phones, they may need a free app. If they're using a very old computer, they might need to download a free tool like 7-Zip or WinRAR. You can also unzip the file yourself and send the individual files instead, though that takes longer for large folders.

Does zipping a file make it smaller?

Usually yes, but not always by much. Zipping reduces file size by removing redundant data. Photos, videos, and music files don't compress much because they're already compressed. Documents, spreadsheets, and text files compress more. On average, you might see a 10 to 50 percent reduction in size, depending on what's inside.

Is it safe to send a zip file through email?

Yes, zip files are safe. However, some email providers scan attachments for viruses, so if your zip file contains executable programs (.exe files), it might be blocked or flagged. For sensitive files, use a service with encryption like Tresorit or a password-protected zip file.

Can I password-protect a zip file?

On Windows, the built-in compression tool doesn't add password protection. You'll need a third-party tool like 7-Zip or WinRAR. On Mac, you can right-click the zip file after creating it, select "Encrypt," and set a password. Cloud storage services and file transfer services also let you set passwords on shared links.