If you have a collection of files and folders to send to someone, a Zip or RaR archive folder will allow you to combine them all into a single file and protect (encrypt) all the contents with a single password.

Zip and RaR are just two technologies that are freely available to do this – other technologies are available that do the same job.

Your resulting Zip or RaR archive folder can then be easily sent to a third party. It is best to send these file types to recipients using the OxFile file transfer service, as opposed to via email for the following reasons:

• Email is limited to 100MB attachment size – OxFile’s limit is 25,000MB
• Some email client can be set to prevent the reception of Zip or RaR file.

Instructions on how to send (or receive) file(s)/folder(s) to a third party using OxFile can be found here.

There are two ways to create an encrypted Zip or RaR archive folder:

1. Option 1: Using 7-Zip. (Windows 10 only)
7-Zip (and other useful free tools) can be downloaded and installed here under the ‘Compression’ list of tools. If you are using a College provided terminal, please ask the College ICT team to install it for you (computer.office@bnc.ox.ac.uk)

2. Option 2: Using WinRAR (All Windows and Mac Operating Systems)
WinRAR (and other useful free tools) can be downloaded and installed here under the ‘Compression’ list of tools. If you are using a College provided terminal, please ask the College ICT team to install it for you (computer.office@bnc.ox.ac.uk)

Option 1: Password protect a ZIP file using 7-Zip

Step 1: Make sure 7-Zip is installed on your Windows 10 device. Contact computer.office@bnc.ox.ac.uk if you on a College owned terminal and ask for it to be installed. If you do not have a Windows 10 device, we suggest using Option 2 (WinRAR) below.

Step 2: Select all the files folders to be added to the Zip archive. Right click on any of the selected objects, and select from the option menu 7-Zip, and select Add to archive.

Step 3: In the Add to Archive dialog, type a name for the archive or keep its default name, and select zip as archive format. Then locate the Encryption section, type your chosen password under the “Enter password” box and “Reenter password” box, and finally click OK. Then a password protected ZIP file will be created. Password will be required in order to open or extract the files in the ZIP file.

Please Note: Passwords should be strong. We recommend passphrases of at least 14 characters. e.g. ‘GoodStrongPassword’

Option 2: Password protect a new or existing ZIP file using WinRAR

Make sure WinRAR is installed on your device. Contact computer.office@bnc.ox.ac.uk if you are on a College owned terminal and ask for it to be installed

Creating a new encrypted Zip files

Step 1: Select all the files folders to be added to the Zip archive. Right click on any of the selected objects, and select Add to archive from the context menu.

Step 2: In the Archive name and parameters dialog, select the General tab, type a name for the archive or use its default name, select ZIP under Archive format, and then click the Set password button.

Step 3: Enter your password and re-enter it for verification, and then click OK. Click OK again. Then a password protected ZIP archive will be created in the location where the original file/folder is. Password will be required to open or extract the files in the ZIP archive.

Please Note: Passwords should be strong. We recommend passphrases of at least 14 characters. e.g. ‘GoodStrongPassword’

Password protecting an existing unencrypted ZIP file

Step 1: Right click on the existing ZIP file you want to password protect, and select Open with WinRAR from the context menu.

Step 2: On WinRAR menu, click Tools and select Convert archives.

Step 3: In the Convert archives dialog, keep zip checked in the Archive types section, specific one saving location for the archive, and then click the Compression button.

Step 4: In the Set default compression options dialog, select the General tab, select ZIP format, and then click on Set password.

Step 5: Enter password and re-enter it for verification, and click OK. Click OK again, click Yes when asked if you want to encrypt converted archives, and finally click OK.

Please Note: Passwords should be strong. We recommend passphrases of at least 14 characters. e.g. ‘GoodStrongPassword’

Step 6: After converting is complete, close the dialog and WinRAR. Then the original ZIP file will be converted into a password protected zip file, and you can delete the original zip file.