How to Save a Document as a ZIP File

By Denise Brandenberg

A ZIP file is a compressed version of a file. When you zip a file, data storage space can be reduced up to 80 percent. Benefits of smaller files include saving space on your hard drive, and sending email more quickly. Zipping files also helps to encrypt and protect data sent via email. Whether you use a PC or a Mac, saving a document as a ZIP file is easy to do.

Saving ZIP Files on a PC

Step 1

Move your cursor over the document you want to save as a ZIP file.

Step 2

Right-click on the document and choose “Add to Zip” or “Add to Archive” (depending on your program) from the pop-up shortcut menu. The document will be saved as a ZIP file with a .zip extension.

Step 3

Choose “Configure” or “Options” from the shortcut menu to make any settings changes you desire.

Saving ZIP Files on a PC with Windows XP

Step 1

Move your cursor over the document you want to save as a ZIP file.

Step 2

Click on the right mouse button, then click on “Send To,” then “Compressed (Zipped) File.” The document will be saved as a ZIP file with a .zip extension.

Step 3

Choose “Configure” or “Options” from the shortcut menu to make any settings changes you desire.

Saving ZIP Files on a Mac with Shortcut

Step 1

Move your cursor over the document you want to save as a ZIP file.

Step 2

Right-click on the file and choose “Create Archive of [file name].”

Step 3

The file will be saved as a ZIP file and appear on your desktop.

Saving ZIP Files on a Mac with Finder

Step 1

Move your cursor over the document you want to save as a ZIP file.

Step 2

Click on the document once.

Step 3

Move your cursor to the “File” option in the Finder Menu and click on it. Scroll down and click on “Create Archive of [file name].”

Step 4

The file will be saved as a ZIP file and appear on your desktop.

Tips & Warnings

  • Create a folder to archive all your ZIP files.
  • To save time when you want to ZIP several documents at once, create a folder on your desktop and move all documents into it. Then right-click on the folder and follow the same instructions above to zip the entire folder, and all the documents in it, at the same time.