The simplest way to send a zip file in Outlook

To send a zip file in Outlook, attach it the same way you would attach any other file: click the paperclip icon in your message, browse to the zip file on your computer, select it, and click Open. Outlook treats a zip file as a single attachment, so it counts as one file toward your attachment limit — which is why people zip files in the first place.

The zip file itself does not need any special handling once it is created. Your recipient will see it in their inbox like any other attachment and can read and unzip it on their end using the built-in tools on Windows, Mac, or any other device.

If you have not created the zip file yet, you will need to do that first using your operating system's file compression tool. The steps differ slightly between Windows and Mac, but both are built in — you do not need to buy or read anything.

Key Takeaways

  • A zip file attaches to Outlook messages through the paperclip icon, just like any other file.
  • Windows users right-click a file or folder, select "Send to", then "Compressed (zipped) folder" to create a zip file.
  • Mac users right-click a file or folder, select "Compress" to create a zip file with the same name plus .zip.
  • Outlook's attachment size limit is usually 20 to 25 MB per message, depending on your email provider, so very large zip files may still be too big to send.
  • Your recipient does not need special software to open a zip file — Windows, Mac, and most phones have built-in unzip tools.

Creating a zip file on Windows

On Windows, right-click the file or folder you want to zip. A menu will appear. Look for "Send to" and hover over it — a submenu will open. Click "Compressed (zipped) folder". Windows will create a new file in the same location with the same name plus .zip at the end.

If you want to zip multiple files at once, select them all first by clicking the first one, then holding Ctrl and clicking each additional file. Right-click any of the selected files and follow the same steps. Windows will create one zip file containing all of them.

The zip file is ready to attach when ready. You do not need to wait for anything to finish — Windows creates it when ready.

Creating a zip file on Mac

On Mac, right-click the file or folder you want to zip. A menu will appear. Click "Compress" (not "Compress [filename]" — just the word "Compress"). Mac will create a new file with the same name plus .zip.

To zip multiple files, select them all first by clicking the first one, then holding Command and clicking each additional file. Right-click any of the selected files and click "Compress". Mac will create one zip file with a generic name like "Archive.zip".

Like Windows, Mac creates the zip file when ready. You can attach it right away.

Attaching the zip file in Outlook

Open a new message or reply in Outlook. Look for the paperclip icon — it is usually in the toolbar near the top of the message. Click it. A file browser window will open.

Navigate to the folder where your zip file is saved. Click the zip file once to select it, then click the "Open" or "Insert" button (the label depends on your version of Outlook). The zip file will appear in the attachment area at the bottom of your message, usually showing the file name and size.

You can now type your message and send it normally. The zip file will travel with the message.

What happens when your recipient receives it

Your recipient will see the zip file listed as an attachment in the message. On Windows, they can right-click it and select "Extract All" to unzip it. On Mac, they can double-click it and it will unzip automatically. On phones and tablets, most email apps have a built-in unzip tool or will prompt them to choose one.

The recipient does not need to read any software. Everything they need is already on their device.

When a zip file is too large to send

Outlook has an attachment size limit. Most providers set it at 20 to 25 MB per message, though some allow up to 50 MB. If your zip file exceeds this limit, Outlook will not let you send the message and will show an error.

If this happens, you have a few options. You can split the files into multiple zip files and send them in separate messages. You can remove some files from the zip and send them separately. Or you can use a file-sharing service like OneDrive, Google Drive, or Dropbox — create a shared link and send that link in an email instead of the file itself.

Check with your email provider if you are unsure what your limit is. The limit is set by them, not by Outlook itself.

Frequently Asked Questions

Do I have to zip a file before sending it in Outlook?

No. You can attach any file directly without zipping it first. People zip files mainly to combine multiple files into one attachment or to reduce file size. If you are sending a single small file, zipping is optional.

Will the zip file be corrupted if Outlook scans it for viruses?

No. Outlook's virus scanner examines zip files but does not damage them. The zip file arrives intact and your recipient can unzip it normally.

Can I password-protect a zip file?

Windows and Mac's built-in zip tools do not support password protection. If you need that, you would need to use third-party software like 7-Zip or WinRAR on Windows, or Archive Utility on Mac. For most purposes, sending an unprotected zip through email is sufficient.

What if my recipient cannot unzip the file?

This is rare — unzip tools are built into every major operating system. If they are having trouble, ask them what device they are using and what error message they see. Usually the issue is they are looking in the wrong place or do not realize the file has already been unzipped.