Most email clients do not allow the user to attach an entire folder to a message, but there is a way to “work around” the problem. Compressing the folder will make it a single, smaller file size, preventing the size limit of files that can be sent via email from being reached. Read the instructions below for your operating system.
Steps
Method 1 of 3: Windows 10, 8, 7, Vista or XP
Step 1. Locate the folder you want to attach
If there is more than one folder you want to send, move them to the same location by holding the Shift key and clicking each one, selecting them all at once.
Another option is to create a new folder, place all the files that should be attached inside it, and compress the new folder
Step 2. Compress the folder
Right click on it and select Send To and then Compressed Folder from the drop-down menu. Doing so shrinks the items, combining them into a single compressed folder, called an “archive”.
- Windows 8 and 10 have a second option, especially for the touch screen user. Select the file, tap the Share tab from the top menu and then Zip from the top menu.
- Some versions of Windows XP may not have this option. If you don't find it, right-click on a blank space in any folder and select New and Compressed (Zipped) Folder. Enter a name, press ↵ Enter, and then drag the files into this zipped folder.
Step 3. Attach the zipped folder to the email
Open the provider's email program or website; click “Attach” (the icon represented by a paper clip) and select the zipped folder as if it were a normal file. Wait for the upload and then send the email normally.
- In Windows 10, right click on the item, select Send To and then Email Address.
- The recipient of your message will first click on the attachment to download the zipped folder. To edit the contents (and sometimes just to view them), he must extract (unzip) the file; just double click on it or right click and select “extract” or “unzip”.
Step 4. Troubleshoot email issues
Virtually all email providers have limits on the size of files that can be attached; if an error message is displayed and the e-mail does not end up being sent, there are several options to get around this obstacle:
- Upload files to a free cloud storage service.
- Separate folder contents and attach (zipped) them to separate emails.
- Download WinRAR and use it to split large files into smaller pieces. Each part must be attached separately and to more than one email if necessary.
Method 2 of 3: Mac OS X
Step 1. Compress the folder you want to attach
Select the folder, click File and then Compress from the top menu.
An alternative is to select the folder using control+click, the right mouse button click or a two-finger click on the touchpad. The Compress option will be present in the dropdown menu that opens
Step 2. Attach the zipped folder to the email
Use the attach function like any other item and then select the zipped folder.
- Some users report an error in the Mail app, where the selected folder turns out to be the one that contains the folder you chose. Switch to “List View” and try again.
Step 3. Troubleshoot the issues
If the zipped folder is still too big for the email client you are using, try the following methods:
- iCloud Mail Mail users should click on a gear icon in the sidebar, then click Preferences. On the Compose Email page, select "Use Mail Drop when sending large attachments". After making these changes, it will be possible to attach files up to 5 GB, although the download link will only remain active for 30 days.
- Separate the contents of the folder and send the files in multiple emails.
- Upload files to a free cloud storage service.
Method 3 of 3: Other Operating Systems
Step 1. Download programs for outdated operating systems
Windows 2000 or earlier system users should get compression programs like WinZip to compress the folder. Likewise, individuals with Mac OS 9 may have to download StuffIt Expander.
Step 2. Find instructions specific to your Linux distribution
Most Linux distributions already come with the ability to compress files, as in Ubuntu. In it, right-click on the desired folder and select "Compact…" from the context menu. The user will be asked to choose a name and location for the final file, which should be attached to the email.
Tips
- Note that there are several extensions that represent compressed files. The most common are.zip,.rar,.tar and.gz., with "Zip" being by far the most used. Different software may be needed to open some extensions.
- Compression eliminates “redundant” data, replacing it with shorter instructions to restore it later. Common file types such as JPEG or MP3 have already been compressed and won't get much smaller (if they do) with a second compression.
- When using one of the most recent versions of Microsoft Outlook, it is possible to select a normal folder through the “Attach” option. When the option appears, click Compress to prepare it for shipping.