Most e-mail clients do not allow you to directly attach a folder to an e-mail message, but there is still a workaround that can work around this limitation. By compressing the folder in question you will get a single file of considerably smaller size, thus avoiding exceeding the limitations relating to the size of attachments. Continue reading this guide to find out the procedure to follow based on the operating system in use.
Steps
Method 1 of 3: Windows 10, 8, 7, Vista and XP
Step 1. Locate the folder you want to attach
If you need to send multiple folders, group them within the same directory. Hold down the Shift key, then select all the folders you want to attach one at a time.
Alternatively, you can create a new directory in which to copy all the files to attach to your email and then compress the folder
Step 2. Compress the folder
Click on it with the right mouse button, then choose the Send to option and select the item Compressed folder from the drop-down menu that appeared. This procedure compresses the selected files by reducing their size to a more manageable level, turning them into a single file called "archive".
- Windows 8 and Windows 10 offer a second option aimed at users using touchscreen devices. Select the file of your interest, tap the Share item in the menu at the top of the window, then choose the Zip item.
- Some versions of Windows XP do not have this option. If it is not available, select with the right mouse button an empty point of any folder, choose the New item from the contextual menu that appears, then select the Compressed folder (zip) option. Name the new folder, then press the Enter key. At this point drag the files of your interest into the folder you just created.
Step 3. Attach the zipped folder to the email message
Launch the desktop client or log in to the email web service. Press the "Attach" button or click on the classic paper clip icon, then select the compressed folder created in the previous step, as you would with a normal file. Wait for the information to finish uploading, then send your email as usual.
- In Windows 10 you can click the file in question with the right mouse button, choose the Send to item from the context menu that appeared, then select the Mail recipient option.
- First, the recipient of your email will need to select the attached file to be able to download it locally. To be able to modify it (and sometimes even simply to view its contents) you will have to unzip it. To do this, normally, it will be sufficient to select the file with a double click of the mouse or with the right button and then choose the option "Extract" or "Unzip" from the context menu that appeared.
Step 4. Solving the most common problems related to sending an e-mail
It is now known that almost all e-mail services apply a limit to the size of the files that can be attached to a message. If you receive an error message while trying to send the email, it is most likely due to this limit; in this case you will have several options with which to try to solve the problem:
- Upload the files in question to a free cloud service.
- Separate the contents of this folder into smaller compressed archives and send them via individual email messages.
- Download and install WinRAR and use it to split large compressed archives into smaller, more manageable volumes. If necessary, attach each individual volume to a single email message.
Method 2 of 3: Mac OS X
Step 1. Compress the folder you want to send by mail
Select the directory in question, then go to the File menu and choose the Compress option.
Alternatively, you can click the folder by holding down the control key with the right mouse button or simultaneously clicking on the touchpad with two fingers. This will bring up a context menu that includes the Collapse option
Step 2. Attach the zipped folder to your email
To do this, use the attach function just like you would in the case of a normal file, then select the compressed archive created in the previous step.
Some users have reported the presence of a problem affecting the "Mail" application: instead of being attached to the selected folder, the directory that contains it is attached. If this is the case, switch to "List" view, then repeat the process
Step 3. Troubleshooting
If the compressed file is still too large for your email client, try one of the following solutions:
- If you are using iCloud Mail, click on the gear icon, then choose the Preferences item. From the Composition section choose the option "Use Mail Drop for sending heavy attachments". At this point you will have the option to attach files for a total size of 5 GB, although the download link will only be available for 30 days after sending the message.
- Separate the contents of the folder into multiple files and send them via individual emails.
- Upload the files in question to a free cloud service.
Method 3 of 3: Other Operating Systems
Step 1. Download software for older operating systems
If you are using Windows 2000 or an earlier version, you will need to use dedicated data compression software, such as WinZip. Likewise, users of Mac OS 9 systems may need to install "StuffIt Expander".
Step 2. Find instructions specific to your distribution if you are using a Linux system
Most versions of Linux include a native feature for managing compressed files. For example in Ubuntu just select a folder with the right mouse button and choose the item "Compress …" from the context menu that appeared. You will then be asked to choose a name and a destination in which to save the new compressed archive. At the end you can proceed to attach it to your e-mail message.
Advice
- Note that the extensions for compressed files are numerous. The most common are ".zip", ".rar", ".tar", ".gz". Zip files are by far the most used. It may be necessary to use more than one compression software to handle the different types of compressed files.
- The principle behind the compression algorithms consists in trying to eliminate redundant data by replacing it with smaller elements, but which allow the original information to be restored. Many of the popular file formats, such as "JPEG" or "MP3", are already compressed; in this case, therefore, a second compression will not bring a significant advantage.
- If you are using a modern version of Microsoft Outlook, the attachments menu provides the ability to select a normal folder. When prompted, hit the Compress button to optimize the folder for sending.
