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This tutorial will focus on explaining what file compression
and archives are and how to use them. This technology will not only enable you
to more efficiently send attachments via email, but also save space on your
hard drive and allow you to more easily back up files. To begin, lets discuss
some of the terminology that will be used in this tutorial.
File Compression
File compression is the act of taking a file on your hard drive and making
it so that it's size becomes smaller and therefore takes up less storage space
and is faster to upload or download on a network or the Internet.
File Compressor
A compressor is a program that actually compresses another file. Compress,
Gzip, WinRar, and Winzip, among many others, are examples of these types of
programs.
File Archival Program
An archival program takes many seperate files and archives them into one
file. For example, an archival program would allow you to take a directory
of files and archive them into one file that you can then send as an email
with a single attachment for all those individual files.
Archive
An archive is a single file that contains many seperate files. These individual
files can be extracted from the main archive
Compressed File
A file that has been compressed into a smaller size than it originally had.
It is important to note that many programs can both archive and compress files.
For example, Winzip will take many seperate files, compress them and then store
them into an archive file. Thus you are left with a single archive which contains
many compressed file.
When
to use an archive or file compression
Now that you know what a compressed file or an archive is,
you must be asking yourself why you would want to use them. The three most
common reasons to use archives and compressed files are:
File compression saves storage space
By using a compressor to make an image smaller, you are using
up less space on your hard drive to store this file. For example, a word document
that is 89 Kilobytes on my hard drive, when zipped, is now only 8 Kilobytes.
That is a 90% saving in storage space! Take a look at the table below to see
some more examples of the type of storage space you can save using file compression:
Type of file
Size before compression in Bytes
Size after compression in Bytes
Percentage Compressesd
Word Document
89,600
8,959
90%
TXT File
29,978
10,476
66%
Excel Document
109,056
89,816
18%
EXE File
66,048
34,757
48%
DLL File
260,096
121,155
53%
JPEG Image
1,093,504
1,092,040
0%
Bitmap Image
4,854
4,854
0%
GIF Image
583,413
583,413
1%
MP3 File
5,234,688
5,134,985
2%
As you can see, some file formats compress a great deal more
than other formats. This is because certain file types are already compressed,
and therefore can not be compressed any further. Looking at the chart above,
it obviously does not make sense to compress MP3, GIF, JPEG, or other compressed
file formats as you will not gain any benefit. On the other hand, Word, Excel,
Text, and program files compress quite well
Transmission Speeds
How fast a file is transmitted over a network or the Internet
is dependent upon how big this file is. For example, a file with the size
of 1,337,344 bytes took approximately 28 seconds to upload to a remote server.
Yet this same file compressed to a size of 554,809 bytes only took 12 seconds.
That is a savings in time of over 50%. Now imagine you were sending files
that would normally take an hour to send, and after compressing the files,
it now only takes 30 minutes. The savings in time and potentially money is
incredible.
Sending only 1 file
There are times that you need to send many attachments in one
email message. This can be difficult and confusing at times, so instead you
use an archival program to convert the 20 files into a single file. This is
much more organized and easier to manipulate.
Backing up data
Archival programs are used often to back up data. You would
use archives to backup a folder or a number of files into a single file and
compress them as well. This allows you to save space and then store that individual
file on a floppy or other removable media.
Note: It is important to note though, that
with all formats, whether it be a compressed file or an archive, you must
always uncompress and/or extract the file before you will be able to use it.
Types
of archives and file compressors
There are many types of archival progarms and compressors. The
table below will give a listing of the more common programs that are used
today along with the file extension that they use:
* Many of these programs can handle more than one format. The
format listed is the native format for that program.
** The operating system listed is the native operating system
for these formats. These formats may be able to be used on other operating
systems as well.
Conclusion
Now that you understand file compression and archiving, download
some of the above programs and play around with them. They are very easy to
use and understand. For detailed instructions on creating Zip files, visit
the following tutorials:
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