4 Easy Ways to Zip an Excel File + Tips to Reduce Size

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Compress Excel files to a single ZIP file

Written by Rain Kengly

Last Updated: March 17, 2025 Fact Checked

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• Using Windows
|
• Using Mac
|
• Using Android
|
• Using iPhone or iPad
|
• Why compress an Excel file?
|
• Other Ways to Reduce File Size

|Show more |Show less

Is your Excel file too big? If you need to send a large Excel file via email, you can easily compress the file into a ZIP file. The recipient can later unzip the file without sacrificing the quality. This wikiHow will show you how to zip an Excel file to send via email and more using your Windows or Mac computer, Android, iPhone, or iPad.

Quick Steps

1. Right-click the Excel file.
2. Click Send to.
3. Click Compressed (zipped) folder.

Steps

Section 1 of 6:

Using Windows

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1. 
   1
   Locate your Excel file. If you want to send more than one big file, you can zip them together. Just create a new folder and place your files into it.
2. 
   2
   Right click on the Excel file you wanted to zip. A pop-up menu will appear.
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3. 
   3
   Select Send to, and then Compressed (zipped) folder). This is in the expanded menu.

   • The zipped file will be created in the same location as the original file.
   • If you want to change the name of the file, right-click the file, select Rename, and then enter the new name.
   • You can now attach the file to an email to send it.
4. 
   4
   Unzip the file (optional). To unzip the file, double-click it to open it. Drag the file to a new location, or click Extract All at the top.
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Section 2 of 6:

Using Mac

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1. 
   1
   Locate your Excel file. If you have more than one Excel file you want to send, you can zip them together. Create a new folder, and then add the files to the folder.
2. 
   2
   Right-click on the folder. If you don't have a right-click button, hold the control button and click the folder. A menu will open.
3. 
   3
   Click Compress. Your Excel file(s) will be compressed, and the new ZIP file can be found in the same location as the original file.

   • You can now send the ZIP file via email.
4. 
   4
   Unzip the file (optional). To unzip the file, double-click the file. It will begin extracting to the same location as the ZIP file.
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Section 3 of 6:

Using Android

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1. 
   1
   Locate the Excel file. If it's saved onto your device, you can find it in the File Manager.
2. 
   2
   Tap ⋮. This is at the top-right corner.
3. 
   3
   Select the Excel file. You'll see a checkmark next to it.
4. 
   4
   Tap Compress. This is near the bottom of the menu.

   • If you don't see this, tap More first.
5. 
   5
   Tap Compress. The ZIP file will be created. You can now send the file.
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Section 4 of 6:

Using iPhone or iPad

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1. 
   1
   Locate the Excel file. If the file is on your device, you can find it in the Files app.
2. 
   2
   Long-press the file. A pop-up menu will open.
3. 
   3
   Tap Compress. This is the third option. The ZIP file will be created in the same location. You can now share or send the file.
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Section 5 of 6:

Why compress an Excel file?

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1. 
   Compress files if they're too large to send. Most emails have an upload size limit. If your Excel file is too large, you won't be able to send it. However, zipping your files is a great way to reduce the size without compromising the content.

Section 6 of 6:

Other Ways to Reduce File Size

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1. 
   1
   Compress all images in your file. If you have a lot of pictures in your Excel file, this can greatly increase your file size. You can compress the pictures by doing the following:

   • Double-click a picture to open the Picture Format tab.
   • Click Compress Pictures in the Adjust section.
   • Uncheck Apply only to this picture.
   • Click OK.
2. 
   2
   Delete unused worksheets. If you have a lot of blank worksheets in your Excel workbook, removing them can reduce the file size. To delete a worksheet, right-click the worksheet tab, and then select Delete.
3. 
   3
   Remove the formatting. Extra borders, formatting, and text changes can make your file bigger than it needs to be. To remove formatting, do the following:

   • Select the cells.
   • Click Home.
   • Click Clear in the Editing section.
   • Click Clear Formats or Clear All.
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