Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Compressing files

From: Computer Literacy for Windows

Video: Compressing files

Regardless of the type of file you're sending to someone, if you're using the Internet to send the file, whether via email or a web-based sharing service, another habit you should get into is compressing your files before sending them. When it comes to the web, file size still matters a lot and is a major determining factor in how long it takes to send and receive a file or whether you can send the file at all. Compressing a file does just what it sounds like. It makes the file smaller. Fortunately, Windows 7 has the built- in ability to compress files in the most popular compression format, the ZIP format. Let's see how it works. I have here at my desktop the three PDFs I created in the previous movie as well as the Word document they were created from.

Compressing files

Regardless of the type of file you're sending to someone, if you're using the Internet to send the file, whether via email or a web-based sharing service, another habit you should get into is compressing your files before sending them. When it comes to the web, file size still matters a lot and is a major determining factor in how long it takes to send and receive a file or whether you can send the file at all. Compressing a file does just what it sounds like. It makes the file smaller. Fortunately, Windows 7 has the built- in ability to compress files in the most popular compression format, the ZIP format. Let's see how it works. I have here at my desktop the three PDFs I created in the previous movie as well as the Word document they were created from.

Now I could easily open a new email message and drag all these files into the message as separate attachments. But you're going to find that compressing multiple files into a single attachment generally results in all the files getting to their destination without corruption or errors, much more frequently than sending everything uncompressed as individual attachments. But this isn't to say that you shouldn't compress single files. Even if I were only sending a single word processing document, I would probably still compress it, especially if it's a large document. Word processors are notorious for not being very efficient with the amount of space their files take up.

So to zip these files, I simply select them all by dragging a rectangular marquee to touch them all. Now right click on any of the selected files and choose Send to > Compressed (zipped) folder. Now don't let the wording of this command fool you. You are not really sending the files anywhere. You are creating a ZIP file containing compressed versions and copies of the selected files. So l will select Compressed (zipped) folder and just like that I have this ZIP file on my desk. At this point I'd like to rename the file to something little less generic and more descriptive. I will call this Handbook Copies, and you can tell it's a compressed file because the photo looks like it has a zipper on it.

So now I have this single file I could attach to an email that's a little smaller in size than the original collection of documents. If I select these documents and right-click and choose Properties, I can see that their size on the disk is 840KB, not really that big. But if I do the same for Handbook Copies, I can see its size on disk is only 764, so just a little bit less. You'll see a much larger difference in files sizes when you're compressing more files. Now a question often arises here is how does compression work? Well, to explain that in very basic terms, compression programs examine the contents of a file and try to locate redundant information, which it can then use a sort of shorthand to compress.

For example, I will just type some letters here in Notepad like AAAAAIIIIIIEEEE. So let's say I wanted to compress this exclamation. Well, a compression algorithm might look at this and say okay, there are 5 As, so I will write 5A, and there are one two three four five six Is so we will write 6I, and there are four Es. So the compressed version of this might be 5A6I4E, which is much shorter than spelling out the entire thing.

Now again, this is a highly simplified explanation how compression works, but I think it's a fair representation. Go ahead and close that. All right, so what happens when you are on the receiving end of a compressed or a zipped file? Well again, Windows 7 will require no additional software to expand or unpack a ZIP file. Let's say I just received a ZIP file and I have copied it my desktop. First let me drag these other files that we compressed into the Recycle Bin, so we are not confused here. Now to see the contents of a ZIP file just double-click it. That opens a window showing you what it contains, but you haven't technically unzipped the file yet.

Now I can actually open a file in here by double -clicking it. I will open up the Word document. But currently this file and any other file that's in a ZIP file is in a Read Only state, meaning, I can't save any changes I might make to it. Notice it says Read Only up here in the title bar. That means if I change some text, for example, if I change the revised date and I click Save, notice I am prompted to save a copy of this file somewhere, instead of Word just saving the change to the file that I am working on. Let me cancel that. Now it's really not that big a deal, but if you want to work with the original files you were sent in the ZIP file, you need to expand or unzip them.

I am going to close Word without saving, and again here I am looking at the zipped file window, and in here I will click extract all files. I am prompted to choose a location to save the files. I will keep them on my Desktop inside of a folder called Handbook Copies, and Windows will automatically open that folder when it finishes extracting everything. So I will click Extract. There is the folder we just extracted. Notice it looks different than the ZIP version of it, and now I am looking at the contents of the folder here. So now I will open that Word file again, and notice it no longer says Read Only in the title bar.

So if I make that change that I did previously and click the Save button, it just saved my change to the file I am working on, instead of prompting me to save a copy. So that's how to both create and work with zipped files in Windows 7. Mac OS X also has ZIP creating and opening capabilities built-in. So if you have to send files to Mac users, you can still zip them up and know that they will be able to open them.

Show transcript

This video is part of

Image for Computer Literacy for Windows
Computer Literacy for Windows

55 video lessons · 18585 viewers

Garrick Chow
Author

 
Expand all | Collapse all
  1. 2m 44s
    1. Welcome
      1m 9s
    2. Using the assessment files
      1m 2s
    3. Using the exercise files
      33s
  2. 9m 53s
    1. What's a computer?
      1m 48s
    2. What's inside a computer?
      2m 46s
    3. Laptop vs. desktop computers
      1m 52s
    4. Special considerations when using a laptop
      3m 27s
  3. 17m 29s
    1. Understanding the operating system
      3m 3s
    2. Understanding files, folders, and directories
      4m 38s
    3. Understanding your Home (User) folder
      3m 9s
    4. Using your desktop
      2m 46s
    5. Taking out the trash (recycle bin)
      1m 45s
    6. The right click
      2m 8s
  4. 25m 38s
    1. Understanding applications
      4m 36s
    2. Opening and saving files
      4m 3s
    3. Choosing the right tool
      4m 37s
    4. How to learn any application
      4m 53s
    5. Five things that work in all applications
      7m 29s
  5. 35m 26s
    1. Understanding computer ports
      2m 33s
    2. Setting up a printer
      3m 36s
    3. Printing your documents
      3m 52s
    4. Setting up a scanner
      2m 8s
    5. Scanning a document
      5m 59s
    6. Setting up a projector or a second monitor
      6m 17s
    7. Using a projector
      3m 43s
    8. Portable storage devices
      3m 55s
    9. Pairing with Bluetooth devices
      3m 23s
  6. 20m 46s
    1. Understanding networks and internet access
      2m 58s
    2. Connecting to wired networks
      2m 47s
    3. Connecting to wireless networks
      5m 0s
    4. Working in a networked environment
      5m 49s
    5. Staying protected from viruses
      4m 12s
  7. 23m 24s
    1. Understanding email servers and clients
      2m 11s
    2. Setting up your email application
      4m 15s
    3. Receiving and reading email
      3m 50s
    4. Composing new email messages
      7m 4s
    5. Reply vs. Reply All
      2m 12s
    6. Dealing with spam
      3m 52s
  8. 8m 22s
    1. Understanding search engines
      1m 24s
    2. Conducting basic searches
      3m 44s
    3. Conducting advanced searches
      3m 14s
  9. 27m 15s
    1. Introduction to word processors
      4m 46s
    2. Formatting text
      7m 57s
    3. Introduction to spreadsheets
      4m 0s
    4. Creating a simple data table
      8m 13s
    5. Formatting a data table
      2m 19s
  10. 28m 52s
    1. Importing images from a digital camera
      7m 57s
    2. Storing and organizing digital images
      4m 28s
    3. Basic image manipulation
      9m 17s
    4. Tagging images
      4m 56s
    5. Sharing images
      2m 14s
  11. 12m 46s
    1. Common obstacles in sharing files
      1m 37s
    2. Creating PDFs for document sharing
      6m 4s
    3. Compressing files
      5m 5s
  12. 1m 4s
    1. Goodbye
      1m 4s

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Computer Literacy for Windows.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Your file was successfully uploaded.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.