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Opening and Sending Large Files

There is a 25 MB limit on messages that can be sent and received through your Office 365 email. If you want to send multiple files or a single large file as an attachment and you exceed this limit, you can choose to use either file compression or the ZendTo service.

File compression can be used on multiple files or a single large file. The compressed folder produced may then be small enough to be sent through email. The ZendTo service enable you to simply dropped off and picked up files without the need to do anything to them first.

Note: Sensitive or confidential files must be encrypted with a password.

File compression

Creating a compressed (zipped) folder enables you to store large or multiple files in a format which requires less space. This makes downloading files from the web and sending emailing attachments faster and easier.

These instructions are for Microsoft Windows 7.

Compressing files 

  1. Select the file(s) to be compressed and right click.
  2. From the sub-menu select Send to and then Compressed (Zipped) Folder. This will create a zipped folder in the same location as the file(s) it contains.
  3. To rename the compressed folder (if required) right click on it and click on Rename.

Extracting files from a compressed folder 

Extracting a single file

This method is for extracting a single file from a folder containing one or more files.

Note: software sent as a compressed folder containing multiple files should not be extracted in this way. If you are uncertain of what the compressed folder contains, use this method to view the contents.

  1. Double click on the compressed folder. The folder will open in a new window.
  2. Click and drag the file from the compressed folder to a new location in the navigation pane on the left of the window.

Extracting all files within a compressed folder

  1. Right click on the compressed folder and click on Extract All…
  2. In the Select a Destination and Extract Files window a proposed folder into which the files will be extracted appears. To change this (if required) click on Browse, navigate to an alternative folder and click on OK.
  3. Check the Show extracted files when complete box and click on Extract. A progress bar may appear while the extraction takes place. When complete the extracted files will be displayed in their destination folder.

Deleting a compressed folder

After files have been extracted a copy of the compressed folder remains. To delete it, right click on the folder and select Delete.

ZendTo

ZendTo is a web based service for dropping off and collecting files and compressed folders up to 10GB. Files can be dropped off for members of the University as well as non-members. All dropped off files are hosted within the University. Sensitive or confidential files must be encrypted with a password.

Note: You should use with Internet Explorer or Firefox to use this service.

Drop-off

  1. Log in to ZendTo with your University username and password.
  2. Click on Drop-off.
  3. On the next screen enter your organisation and click on Next.
  4. Click the green plus button to add the recipient’s name and email address. Multiple recipients can be added.
  5. Add a Short Note if required and Browse to the file to be uploaded. Multiple files can be added if the total does not exceed 10GB.
  6. Ensure that all details are correct and click on Drop-off Files.
  7. When the file is successfully uploaded, a summary page will be displayed with the claim id and passcode which will be sent in the email to the recipient

Note: Files are automatically deleted 14 days after upload, to delete them sooner select the file and click on Delete Drop-off.

Request a drop-off

To request non-members of the University to drop off a file for you, log in and click on Request a Drop-off. This will make the process quicker for the other person.

Pick-up

  1. When you receive an email from ZendTo, click on the link. Be aware that you should only do this if you recognise the sender as you would before opening email attachments.
    Alternatively, log in to ZendTo and click on Pick-Up.
  2. Enter the claim id and passcode contained in the ZendTo email and click on Pick-up the File(s).