Zip Outlook attachments automatically to save and optimize size of message folders in Outlook
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Attachments ZIP Compressor enhances the functionality of Attachments Processor for Outlook at the expense of implementation of automatic ZIP-archive processing. You don’t have to use an external archiver anymore, because this Outlook addon is able to fully take up all work with archives of that kind. It can automatically archive attachments in outgoing messages, unpack archives in incoming messages and work with password-protected archives.
This Microsoft Outlook addon also contains a password manager that allows administering archive passwords. You can specify the users and messages (incoming or outgoing), which one or another password must be used for. You can assign passwords for created archives in outgoing messages for specific users or automatically unpack secured archives in incoming messages and also manage the passwords for archives created when saving attachments on the hard drive.
Time and money saving. Automatic packing of big-sized files in outgoing messages can save you time and money thanks to traffic economy. In some cases, for example, when sending text documents, packing into a ZIP-archive can reduce the size of them in many times. That allows to essentially lower the time of sending a message and traffic consumption.
Guaranteed delivery of attachments to the recipient. By default, Microsoft Outlook blocks those file types that can be potentially dangerous and can cause a lot of problems if you want to send such a file to the recipient. But if this file is ZIP-archived, the recipient will surely have access to it. At the same time, the use of password-protected archives allows you to be sure that packed files are going to be viewed only by the person whom they are destined to.
Simple access to packed files. The archived files in incoming messages can be automatically unpacked and attached to the message which enhances their comfort in use, and also allows you to instantly estimate exactly what files were packed and what is the size of them. If you frequently receive archives with one and the same password, this Outlook addon can unpack them without your interference.
Reduction of message store size. Storing attachments in archives allows reducing the size of the message base essentially and have full access to all attachments.
Example of use
As an example of component use let us examine the following situation. It is necessary to send text documents for review to a specific recipient several times a day. As far as these documents often are of big size and are sent frequently, storing them in packed state can essentially reduce the common size of the message base while keeping full access to any file. So, besides the standard settings of Attachment Processor it is also necessary to process attachments in outgoing messages in a particular way, i.e. pack all text documents that are sent to a specific address and in the same time exceed the file size limit.
In order to have the possibility to work with several rules simultaneously, it is necessary to switch Attachment Processor to “advanced” mode. It can be done on the “Other” tab in the program options (Tools --> Attachment Processor) by clicking the button “Advanced mode”. The advanced mode gives you an opportunity, for example, to apply personal settings for each document type. After switching to advanced mode and when clicking on the “Options” button, you will see the window in which you can create new rules or modify the existing rules:
Click the “New” button in order to create a new rule for processing messages. A multipage window appears, which allows you to select settings for the newly created rule. As we plan to process outgoing messages, it is necessary to uncheck the option “Use this rule with incoming messages” on the “General” tab and check the option “Use this rule with outgoing messages”. The program must work in automatic processing mode, so you should check the option “Enable in automatic message processing mode”:
Name the rule on the “Other” tab and check the option “Process custom attachment types”, after that select in the drop-down list “Microsoft document attachments type”, so that only files of different documents would be processed. You can specify particular extensions of document files by clicking the “Parameters” button next to the list:
The rule is necessary to apply only to the messages sent to specific recipients. These addresses must be listed on the “Filters” tab:
It is only left to specify what actions must be performed with the processed documents. On the “Archiving” tab check the options “Archive message attachments” and “Archive attachments when forwarding a message”.
The rule is ready for work. Click the OK button in order to save the rule in the rule list.
The Attachments ZIP Compressor component is on of the three addons inlcuded into the program Attachments Processor for Outlook. You can learn more about other program components and download the trial version at the Attachments Processor for Outlook product page.