Archive is a copy of your files stored separately, usually compressed to save space
An archive is a single file that holds copies of other files packed tightly together. When you archive something, your computer squeezes the files down — removing empty space, combining similar data — so the archive takes up less room than the original files would. The files inside stay unchanged; you are just storing them in a smaller package.
Archives are useful when you want to keep files but do not need them often, when you want to move multiple files at once, or when you want to send files to someone else. Because archives are compressed, they move faster over email or the internet. You can also password-protect an archive, which is harder to do with loose files scattered across folders.
The most common archive format on Windows is .zip. On Mac, it is also .zip, though the system creates .zip files automatically when you compress folders. On Linux, you will see .tar.gz or .tar files. All three formats work the same way: they hold multiple files in one compressed package.
Key Takeaways
- An archive is a single compressed file that holds copies of your original files, taking up less storage space than the originals.
- You can open an archive on Windows by right-clicking and selecting "Extract All", and on Mac by double-clicking it.
- Archives are useful for storing files you rarely need, sending multiple files at once, or backing up folders to an external drive.
- Creating an archive does not delete your original files — you still have both the archive and the originals until you delete one.
- Password-protecting an archive is simpler than encrypting individual files, making it a practical way to find sensitive documents.
How to create an archive on your computer
On Windows, right-click the file or folder you want to archive. Select "Send to" and then "Compressed (zipped) folder". Windows creates a new .zip file in the same location with the same name plus ".zip" at the end. The original files stay where they are.
On Mac, right-click the file or folder and select "Compress". The system creates a .zip file automatically. Again, your original files remain untouched.
If you want to archive multiple files that are not in the same folder, select them all first (hold Ctrl on Windows or Command on Mac while clicking each one), then right-click and compress. The archive will contain all of them in one package.
How to open and extract an archive
On Windows, double-click the .zip file or right-click it and select "Extract All". Choose where you want the files to go, and Windows unpacks them. The .zip file stays where it was; extracting does not delete it.
On Mac, double-click the .zip file and it extracts automatically into the same folder. You will see the original files appear alongside the archive.
On Linux, right-click the archive and select "Extract Here" or use the command line: tar -xzf filename.tar.gz. The files unpack into the current directory.
Once you extract an archive, you have two copies of the files: the ones inside the archive and the ones you extracted. If you want to save space, delete the archive after you confirm the extracted files are where you need them.
When to use archives instead of just keeping files in folders
Use an archive when you are backing up files to an external drive or cloud storage. Instead of copying hundreds of individual files, you copy one archive. It transfers faster and takes up less space.
Use an archive when you want to send files to someone else. Attaching one .zip file to an email is simpler than attaching ten separate documents, and the recipient gets everything in one read.
Use an archive when you have files you want to keep but rarely open — old tax returns, completed projects, photos from years ago. Store the archive on an external drive or in cloud storage, and you free up space on your main computer while keeping the files safe.
Use an archive when you want to protect files with a password. Most archive tools let you set a password when you create the archive. Anyone who wants to open it has to enter the password first. This is faster than encrypting individual files.
The difference between archive and backup
An archive is a compressed copy of files you want to keep but do not use often. A backup is a copy of files you use regularly, stored somewhere separate so you have them if your main drive fails. They serve different purposes.
You might archive last year's tax documents and store the archive in a drawer. You would back up your current year's documents to an external drive or cloud service so you can restore them quickly if something goes wrong. Archives are about long-term storage and space-saving. Backups are about protection against loss.
You can use an archive as part of a backup strategy — for example, archiving old files and backing up the archive to the cloud. But archiving alone is not a backup, because if your computer fails, the archive fails with it.
Archive formats and which one to use
.zip is the standard on Windows and works on Mac and Linux too. If someone asks you to send them an archive, .zip is the safest choice because almost every computer can open it without extra software.
.7z is smaller than .zip — it compresses files more tightly — but not every computer has software to open it. Use .7z only if you are archiving for yourself or if you know the person receiving it has the right software.
.tar.gz is standard on Linux and Mac servers. On a personal computer, you probably do not need it unless you are working with Linux or downloading files from a server.
For most people, .zip is the right choice. It compresses well enough, works everywhere, and requires no extra software to open.
How to password-protect an archive
On Windows, you cannot add a password to a .zip file using the built-in tools. You need free software like 7-Zip or WinRAR. read the software, right-click your file, select "7-Zip" or "Add to archive", and you will see an option to set a password.
On Mac, the built-in compress tool does not support passwords either. Use free software like The Unarchiver or BetterZip, or use the command line if you are comfortable with it.
When you password-protect an archive, anyone who extracts it has to type the password. The files inside stay encrypted until they are extracted. This is useful for sensitive documents you want to store or send, but remember: if you forget the password, you cannot open the archive.
Frequently Asked Questions
Does creating an archive delete my original files?
No. Creating an archive makes a compressed copy of your files. The originals stay where they are. You now have both the archive and the original files taking up space. If you want to save space, you delete the originals after confirming the archive works.
Can I edit files inside an archive without extracting them?
Some archive software lets you open and edit files directly inside the archive, but it is not reliable. Extract the files first, edit them, then create a new archive if you need to. This way you know the changes are saved correctly.
What happens if an archive gets corrupted?
A corrupted archive may not extract, or it may extract only some of the files inside. This is rare with .zip files, but it can happen if the file is damaged during transfer or storage. This is why you should keep the original files, not just the archive.
Can I split a large archive into smaller pieces?
Yes, most archive software has an option to split archives into parts. This is useful if you are burning files to a DVD or uploading to a service with file size limits. When you extract, the software automatically combines the pieces back together.
Is an archive the same as a backup?
No. An archive is a compressed copy for storage and sharing. A backup is a copy stored separately to protect against loss. You can use an archive as part of a backup, but archiving alone does not protect you if your computer fails.