The Tribune

Ever heard of ZIP files? Of course you have. If you have download programs and files off the Internet, you have probably encountered ZIP files. A ZIP file is a convenient way of compressing program files into a single, smaller file.

ZIP files are also called archives because they contain all the files you need for a particular program. This method is a life saver, particularly for photographers, graphic and web designers, as they work with photos on a daily basis.

A ZIP file saves time and space, and makes downloading faster. This compactness is very handy, especially for Web users, since it allows them to reduce the overall number of bits and bytes in a file. This enables it to be transmitted faster over slow Internet connections.

Zipping a file creates a compressed version of the file that is considerably smaller than the original file. The zipped version of the file has a .zip file extension. Whenever you see a file that ends with the letters .ZIP, it is a compressed ZIP file. ZIP refers to the file extension, which is a part of the file name, that occurs after the period (for example: myfile.ZIP).

Some graphic files, such as .jpg and .gif files, already use compression. Therefore, the file size is reduced very little by zipping. Also, a Word document that is full of graphics files does not get reduced as much as a document that is mostly text.

Once a file is downloaded, your computer uses a program such as WinZip or Stuffit to expand the file back to its original size - the size identical to the original file before it was compressed.

Some versions of Windows (XP, and sometimes ME) can read ZIP files without extra software. Otherwise, you will need an unzipping program to read these ZIP files. Common unzipping programs include WinZIP, PKZIP, BitZipper and File Tiger. Nonetheless, many unzipping programs are shareware, which means you will need to purchase them if you use them beyond their specified trial period.

Also, creating a .zip file is also known as ‘archiving’, but has nothing to do with archiving in Microsoft Office Outlook.

Some advantages of zipping a file are:

• You save storage space. Zipping large files can save up to 80 per cent or more in hard disk space.

• Smaller file size drastically reduces e-mail transmission time.

• The smaller file size of e-mail messages that you want to keep is useful when your mailbox has a space limit.

• Many zip utilities allow you to encrypt files and protect sensitive data, especially when you send it in e-mail.

• You can send and receive e-mail attachments, such as .exe files, that would otherwise be blocked by Outlook for security reasons.

• Many zip utilities support disk spanning, which means when you create a .zip file on a removable disk and run out of disk space, the utility prompts you to insert additional disks as needed and then continue the process.

• Many zip utilities allow you to create a self-extracting archive. These are archives that compress and package the files that you specify as an executable (.exe) file. When you click the executable file to open it, the .exe has the ability to extract the files from within it and produce the original files.

So whenever you have been challenged with e-mailing a very large document or graphic file, do not waste any more time cropping or downsizing. Just use the easy method and zip it. Until we meet again, fill your life with good memories rather than regrets. Enjoy life and stay on top of your game.

NB: Columnist welcomes feedback at deedee21bastian@gmail.com

ABOUT COLUMNIST: Ms Bastian is a professionally trained graphic designer who has qualifications of M.Sc., B.Sc., A.Sc. She has trained at institutions such as: Miami Lakes Technical Centre, Success Training College, College of the Bahamas, Nova Southeastern University, Learning Tree International, Langevine International and Synergy Bahamas.