Would you use a saw to hammer a nail? It can be dangerous to use email to share files with other individuals when it only leads to chaos and folks using the wrong version of the file.
We all know the wisdom of ‘use the best tool for that job’ – to accomplish otherwise would be to invite confusion and lost files. It’s no different with the many selections of online Internet-based tools: pick the right one and you job will be sped along to successful conclusion.
Email will be the #1 Internet application. Free mail services like Yahoo Mail, Microsoft Hotmail and Google GMail are perennial favorites simply because they provide powerful mail capabilities, work from the browser or computer, and are free. Most of us still use PC-based mail programs like Microsoft Outlook.
However, regardless of what mail program you use, you will likely have tried it at times to discuss files with friends or colleagues. It’s so tempting because it’s so simple – just attach the file and hit ‘Send’, as well as the message is sent off to Samantha and Henietta. Not only that, but you can be assured they’ll notice it – it’ll be right near the top of their share an email as a link.
Or can you be sure? There are many potential hitches with sending files by email, and a more pervasive problem when individuals slip into using their email programs as a ‘filing system’ for dozens or hundreds of file attachments they’ve received.
First, the potential hitches for them even obtaining the file to start with:
1. Your email system or theirs might absolutely refuse to send out the attachment because it’s too big or because virus protection software is over zealous and stripping out attachments
2. Their email system could have spam filters that prevent them from ever seeing the email
3. Your email may get lost in their inbox – never noticed by them; only leading to you being required to ‘send it again please’
Second, the better pervasive problem when both you and your colleague Samantha and Henietta slip into using email as a filing system. However , email inboxes and folders top off with lots of emails with lots of attachments, and when you send a brand new version of the file, the existing version from the file never goes away – it’s also still there, lurking within their email folders. It’s bipgkh too easy so they can mistakenly refer to a bad version of the file. This is often a major source of confusion, mistakes or worse.
There’s a much better method to share files with several groups than sending them via email attachments – post the files online into a single file sharing website, where all of your colleagues have secure accessibility files. This way, members always access the most recent, most current version of the files.
There are a selection of excellent online file sharing solutions for groups. The most effective provide various amounts of support for groups to set privacy levels and so the files can only be accessed by group members who log in with passwords.
Some really good approaches to find directories of file sharing would be to Google or Yahoo browse ‘file sharing directory’. Or Google on ‘CloudHQ. Free File Sharing’ to get a free service.
The third, is a straightforward-to-use system in which you create a free account and organize your information in folders that you name whatever you like. Folders can contain files you upload, in addition to native web documents you could make in CloudHQ. You place the ‘sharing’ on the files and folders to regulate who sees what – so that your information and facts are always as secure as you wish. You may also grant edit rights to permit others inside your group to upload files right into a folder for sharing.