How To Compress Files - The Complete Guide

File compression lets you decrease the size of your email attachments, make your backups take up less space and make the files you put online download faster. To compress a file you will need to find software that can compress files, and you'll need to learn how to use it. Sounds complicated? Don't worry, in this short article you'll learn everything you need to know about how to compress files!

Choosing The Right Tools

There are lots of applications that can compress files. They are usually called "file archivers" or "archiving software". The speed, efficiency (compression ratio), file formats supported and all the other features vary greatly between various tools. Some archivers are free to use, others are "try before you buy", and some are even integrated in modern operating systems. How do you pick the best archiver for you?

There are several things that you need to consider when looking for a tool to compress files:

Compression ratio. Some archivers will produce smaller files. Many archiving tools will let you choose the level of compression and/or the format of the compressed file. Better compression often comes at the cost of decreased speed. Note that some types of files - e.g. music in the mp3 format and video files - can't be compressed effectively with general purpose archivers.
A good file archiver should offer high compression ratio and the ability to set it manually, so as to give you some control over how long the archiving will take.


Supported file formats. Most people skip over this crucial point when choosing an archiver. While the most popular format is ZIP, you're likely to encounter many different (and sometimes better) file formats if you ever download files from the Internet. For example, the RAR format, which offers good compression, is relatively common on the web and in BitTorrent downloads. BZ2, TAR and GZ are popular among the users of Unix-based systems. And that's just from the top of my head - there are actually dozens more.
A good archiving tool should know how to compress files using some popular formats (like ZIP) and should be able to open all popular file formats.


Cost. Last, but not the least, there's the matter of price. This is something you'll need to decide yourself. File archivers aren't the most expensive kind of software, so you can probably find a good shareware archiver in the $20-$50 range. Alternatively, if all you need is a simple tool that knows how to compress files (and decompress them later, too), you can opt for one of the freeware archivers. Though they may lack the shiny user interface and "extra" functions (which mundane users don't care about anyway), free archivers are often as good as commercial tools at compressing and decompressing files.

Personally, I recommend WinRAR - a shareware archiver. 7-Zip is a nice freeware alternative. As for the ever-so-popular WinZip, I believe it's just not worth the money. ZIP compression is inferior to both RAR and 7-Zip, plus almost any archiver can handle .zip files.

How To Compress Files Using 7-Zip

Yep, we're finally there - the actual step-by-step instructions on how to compress files! They're written for the free 7-Zip tool ( http://www.7-zip.org/ ) because I didn't want to pressure you into buying a commercial application.

Select the file(s) you want to compress and right-click it.
From the popup menu select 7-Zip -> Add to archive...
In the dialog box that will appear you need to set the archive name (the topmost textbox) and choose an archive format. The default is 7z, which offers great compression, but beware - if you're going to send the file to a friend or put it online, you should consider choosing the zip format which is better supported by other archivers.
You can also set the compression level; the default is "Normal" and i's okay in most cases.
Click "Ok" and wait while the file is compressed.
Done!

Now you know how to compress files and can boast to your friends about it. Just kidding.

This article about making how to compress files was brought to you by Janis Elsts, a computer programmer and blogger. If you opt to use an archiver that doesn't support the RAR file format, be sure to get a free RAR extractor from Janis' blog, so you can extract files from this common archive format.

A Guide to Video File Formats

Identifying and converting digital video file formats can be confusing and frustrating because of the large number of file types used in the industry and the strange names used to identify them. Here is an easy-to-use guide to help you deal with the 40 or so types of formats that today's digital videos can be saved in.

It's not widely known, but digital video files actually have two layers. The outer layer is called the container. The container is also called a "wrapper," because it wraps together all the different subfiles that work together as a video. The inner layer of subfiles is called the codec. Codecs usually consist of a video file plus an audio file. When you play back the video on your computer, personal music player, cell phone, or DVD player, the codec files work together inside the container to give you a seamless viewing experience.

The names of the five most common container formats are probably familiar to you. They are AVI, MPEG-4, ASF (which is actually WMV), Flash, QuickTime, and 3GPP. There are many more obscure container types, but most of the time you'll be dealing with one of the "Big 5."

Usually, you only need to know what type of container file your video is stored in to tell you whether you can play it on your playback device. Occasionally, however, one of the codec files inside the container will be written in a format that your player software doesn't recognize. When this happens, your playback device will reject the video file even though it is supposed to play that type of file. If you run into this problem a lot, your best bet is to purchase video converter software that supports the highest number of container and codec types you can find, and use it to convert the files into a format that your player recognizes.

Here is a look at the "Big 5" container formats and their pros and cons:

* AVI - These files have the.avi extension. AVI is a very common format in video cameras, particularly inexpensive models such as the Flip. AVI works acceptably well for playing back on a personal computer because it's widely used, so most playback programs support it. AVI's biggest problems are needing a large file size to maintain quality, and wild variations in the codec formats inside the AVI container. It's very common for a player to reject an AVI file, even though it's supposed to play AVI files, because one of the codec files inside the AVI container is written in a code that the player doesn't recognize.

* MPEG-4 - These files have the.mpg or.mp4 extension. There are many types of MPEG files, but MPEG-4 is the most common. MPEG-4 is the best format for playing back files on a personal computer because it's such a common format and is supported by virtually all playback software programs. Although the quality is similar to that of AVI, the file size is much smaller than an AVI file. Codec problems are must less common in MPEG files than AVI files. MPEG is the closest thing to a universal video format on the market today.

* ASF (WMV) - ASF files have the.wmv extension, and are more commonly known as WMV files, even though WMV is actually a codec name, not a container name. WMV stands for Windows Media Video and is a proprietary file format owned by Microsoft. This means you will either need Windows Media Player installed on your computer, or you will need to convert the WMV file into a format that your player recognizes. Windows Media Player is available for Windows or Mac free of charge. ASF/WMV files are suitable for computer playback or for uploading to the internet.

* Flash - These files have the.flv extension and are used almost exclusively for uploading to the internet. If you've ever watched a YouTube video, you've seen Flash video in action. The file size is tiny, it streams over the internet into your browser quickly, and the quality is usually poor. The playback software for Flash is a proprietary program by Adobe that comes pre-installed on most browsers like Internet Explorer and Firefox. Codec problems can occur with Flash, but they are usually easy to fix by updating your browser to the latest version.

* QuickTime - These files have the.mov extension. They require the proprietary QuickTime player software developed by Apple, which is available for both Mac and Windows free of charge. The MPEG-4 container is a non-proprietary version of the QuickTime container, so if a codec works in MPEG-4, it generally will work in QuickTime too. QuickTime is a virtually trouble-free video format that works well for playback on your computer or streaming over the internet.

* 3GPP - These files have the.3gp extension and are formatted exclusively for playback on a handheld device like a cell phone, smart phone, or personal desk assistant. 3GPP works great when recorded on a handheld device and then played back. The video quality will vary depending on the quality of the device that recorded it, and can range from poor to excellent, similar to the differences in photos taken with cell phone cameras. QuickTime will play back 3GPP files on a computer, but very few other player programs will handle 3GPP files. Conversion software is usually needed to transfer videos between a computer and a handheld device in a playable format.

Dustin H. Pitcher is a freelance writer, technology specialist, and graphic designer with ten years of experience in print and multimedia. Visit his blog and learn more about the AVS4you Video Converter.

AVS4you is a suite of 25 great software tools for converting your video formats, creating home videos, ripping DVDs, converting and editing audio files, recording TV programs, creating ringtones for your phone, re-making your old videotapes, and much more. It supports virtually all video, audio, DVD, and smart phone formats, and comes with a universal media player. Download a free trial edition of the AVS media tools and see how easy to use they are, even for beginners. When you're ready to buy, go to AVS4you Discounts & Downloads for a 30% discount on a lifetime subscription for all 25 tools.

Beginner's Guide to Music File Formats

Are you confused by the various types of music file formats out there? Most of you would have heard of the popular MP3 format, but are you aware there are other alternative digital music formats like WAV, WMA, RA and MIDI? Some of these give better sound quality than MP3 (e.g. the WAV format) but also need more disk storage space. Others like WMA give file sizes smaller than the MP3 format and are more suited for portable music players.

Let's run through the various file formats now:

The MP3 File Format

MP3 files have the extension ".mp3" and are available for download from many web sites. MP3 (MPEG-1 Audio Layer-3) technology compresses a sound sequence into a very small file (usually one twelfth of of the original file size). The designers of MP3 compression algorithm managed to do this by eliminating sounds that the human ear cannot perceive. While MP3 technology is impressive, it has been abused by music pirates. One can very easily create MP3 files from commercial CDs and make them available for download. The RIAA and major music companies have been cracking down on the distribution and sharing of MP3 files in this manner.

The WMA File Format

WMA (Windows Media Audio) is Microsoft's proprietary music file format that it is marketing aggressively. WMA files are smaller in size than MP3 files, but still retain a decent level of sound quality. This format is getting very popular in websites for sampling music and also in portable music players. However, whether WMA will overtake the popularity of MP3 remains to be seen.

The WAV File Format

A wave file is characterized by the file extension ".wav". This music file format provides raw, uncompressed audio data. Originally invented by Microsoft, wave files are still used widely (examples include your start up and shut down sounds in Windows). Audio quality is excellent, but the file size is huge. A full pop song in wave format may take up to 30 MB of disk space or more.

The AIFF File Format

The AIFF (Audio Interchange File Format) is a popular music file formats used in the Apple Macintosh operating system. In a way, they are the Macintosh equivalent of wave files. AIFF files have the file extension ".aif" when accessed via a PC. They contain raw audio data (which result in excellent sound quality) but take up a large amount of disk space.

The MIDI File Format

The MIDI (Musical Instrument Digital Interface) file format was originally created for recording and playing music on digital synthesizers. MIDI files are very small in size. The reason for this is that the MIDI file only contains information on how music is produced (e.g. note-ons and note-offs). The sound card which plays back the MIDI file takes this information and plays back music using an in-built soundcard wavetable.

The RA File Format

RA (RealAudio) files support streaming technology. Created by Progressive Networks, an RA file is highly optimized for live, streaming audio from websites. RA files are best played back on RealAudio players which are freely downloadable from Progressive Networks.

Conclusion

Well, that wraps up our coverage of the most popular music file formats out there. You may be interested to know that there are many software applications which can convert music from one format to another (e.g. MP3 to WAV or WAV to AIFF). Do a search for these applications at http://www.download.com.

About The Author

Gary Hendricks - http://digital-music-guide.com

gary_hendricks@digital-music-guide.com

How to Zip Files Guide

How to zip files guide is very relevant subject to learn specially for workforce who are inclined to working administration jobs. Sometimes we are wondering why the end recipient didn't receive the email with the attached file. After checking in our outlook or any other form used for sending electronic correspondence, we realized that our email with the attachment didn't go through. It is still in the sent items with a pending status.
This is where 'How to zip files guide' is required. Before going into details, let us understand first what is zip files and why it is commonly used.
Zip files are files comprised of either single file or multiple files which can be of different file format such as excel, word or graphics. It is compressed using a zip program which sometimes referred as 'archive'.
The zip file is commonly used because it reduces the file size for approximately ten percent of its original size for word processor and database files while other files types, it reduces an average of fifty percent. Apart from that, various files will be compressed in one file hence it is easy to send by email. It makes storage and downloading of data faster. It also saves time.
Also, you can identify a zipped file because its file name extension is 'zip' with an icon of a folder.
To start off with the 'How to zip files guide', create a main folder that contains all your files or multiple folders of various files. Write the file name of the main folder. Highlight it and right click. Check the drop down menu, choose send to and click compressed (zipped) folder.
Notice that there is a new folder surfaced in the same file destination of the main folder and it automatically copies the file name of the main folder. The zipped main folder has now an extension file name of 'zip'. Hence, let us say your file name of the main folder is XXX, your zipped folder will come automatically as XXX.zip and located in the same file destination of XXX.
To open the zipped file, simple double click it and choose extract all files.
As for MAC users, zipping multiple files can be done in two ways. Create a folder for all the files or highlight the group of files you wanted to zip. Then control and click on the files or folder you would like to compress. Then a pop-up menu comes out, choose the create archive option and the zip file will surface in the file destination you are currently working on.
Opening the zip file for MAC computers is simple. Just double click the archive.zip file.
Indeed how to zip files is not a complicated process to learn. With its great benefits, computer users must learn on how to use this zip program. So don't crash your company server by sending bulk size emails. A simple method of how to zip files will make your working approach an efficient and faster.







Kris Mainieri is an accomplished Computer Tech focusing on innovative and unique ways to help people take their computing performance to a whole new level free.
For a limited time, you can claim the "Secrets That Most People Will Never Know About Computers" e-book absolutely free Windows XP Tweaks CLICK HERE!

A Beginner's Guide to Finding Quality and Secure Filing Cabinets

Just as the name suggests, filing cabinets are special furniture units designed for filing important papers, storing files and documents in a methodical manner and keeping them secure under lock and key. A neatly organised filing system creates a positive feeling about any organisation.
Unlike other office furniture, filing cabinets come in very few styles. The two main types of filing cabinets offered by most office supplies companies in the UK are:
1. Vertical Filing Cabinets:
This is the traditional filing cabinet designed with two to ten drawers for storing letter or legal sized files. Here, the files are stored facing the front of the drawers. The drawers have depths ranging from 12 to 30 inches, while the width is usually 18 inches. For offices with little space, vertical filing cabinets are a better choice as they take less floor and wall space.
2. Lateral Filing Cabinets:
These filing cabinets come with much wider drawers as compared to the vertical ones, up to 42 inches. Here, files can be stored from front to back or side-to-side depending upon the filing structure. In a lateral filing cabinet, one can store files of both legal and letter size in the same drawer.
One more advantage of lateral cabinets is that one can easily access and view the stored files. Moreover, the storage capacity is about one third more as compared to the vertical filing cabinets. This filing cabinet is a better option for offices where limited wall space is not an issue.
Apart from the two types of filing cabinet mentioned above, there are two more popular furniture units that are used in offices for storing files and important documents. These are rolling cabinets and open shelving units.
A rolling cabinet has sturdy castors providing you with the option to move your files to wherever they are required. This is very useful if yours files are required in more than one location, or you wish to easily change your workspace.
On the other hand, open shelving systems have open shelves placed side by side and on top of one another. These open front shelves are simple in design and less expensive.
Things to consider before buying a filing cabinet
Before buying an appropriate filing cabinet for your office, it is essential to know a few essential things like:
-The number of drawers of the cabinet, and their width and depth.

-The floor space where you want to place the filing cabinet.

-The overall size of the cabinet, you don't want to buy something that might look lot out of place.

-Enquire about the maximum weight capacity per drawer before selecting the cabinet.

-Check the internal drawer width to ensure that it meets your storage requirements.

-If buying for security reasons, look for a fire or impact-resistant filing cabinet.

-Buy a filing system with a quality suspension mechanism so that you can open and close the drawers without any hassle.

-Look for filing cabinets with counter weighted drawers to ensure that the cabinet never tips over while accessing the top drawers.

-While buying a filing cabinet, it is essential to give importance to the material used in manufacturing it, as that will give a good indication as to its durability.

-Last but not the least, buy a cabinet that blends well with the rest of your office furniture.
Keep this checklist in mind while placing your order for a high quality filing cabinet from an Office Supplies Company in the UK, the USA or any other country in the world. For top quality filing cabinets you can rely on, choose Bisley Filing Cabinets or Triumph Filing Cabinets, they are amongst the best on the market.







Tony Chalmers has worked for a reputable Office Supplies Company in the UK in various capacities. He is also an amateur writer and has written various articles related to office supplies and furniture.