Would you use a saw to hammer a nail? It may be dangerous to make use of email to share files with other individuals when it only results in chaos and folks using the wrong version of the file.
Everyone knows the wisdom of ‘use the right tool for your job’ – to accomplish otherwise would be to invite confusion and lost files. It’s no different with all the many options of online Internet-based tools: select the best one and also you job will likely be sped along to successful conclusion.
Email is definitely the #1 Internet application. Free mail services including Yahoo Mail, Microsoft Hotmail and Google GMail are perennial favorites simply because they provide powerful mail capabilities, work from any browser or computer, and they are free. Many of us still use PC-based mail programs such as Microsoft Outlook.
However, regardless of what mail program you utilize, you will likely have tried it occasionally to discuss files with friends or colleagues. It’s so tempting because it’s so simple – just attach the file and hit ‘Send’, and the message is sent off to Samantha and Henietta. Not just that, but you can be assured they’ll notice it – it’ll be right near the top of their how to share an email in chat.
Or could you be sure? There are several potential hitches with sending files by email, and a more pervasive problem when individuals slip into making use of their email programs as being a ‘filing system’ for dozens or hundreds of file attachments they’ve received.
First, the possibility hitches for them even getting the file in the first place:
1. Your email system or theirs might absolutely refuse to deliver the attachment because it’s too big or because virus protection software is over zealous and stripping out attachments
2. Their email system might have spam filters that prevent them from ever seeing the email
3. Your email could easily get lost inside their inbox – never noticed by them; only resulting in you being asked to ‘send it again please’
Second, the more pervasive problem when you and your colleague Samantha and Henietta slip into using email as being a filing system. The problem is that email inboxes and folders fill with many emails with many attachments, and once you send a whole new version of a file, the existing version of the file never goes away – it’s also still there, lurking within their email folders. It’s bipgkh too easy to allow them to mistakenly refer to the wrong version in the file. This is often a major supply of confusion, mistakes or worse.
There’s a 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 your colleagues have secure access to the files. That way, members always access the latest, most current version in the files.
There are a number of excellent online file sharing solutions for groups. The very best provide various levels of support for groups setting privacy levels therefore the files can only be accessed by group members who sign in with passwords.
Some really good methods to find directories of file sharing would be to Google or Yahoo search on ‘file sharing directory’. Or you can Google on ‘CloudHQ. Free File Sharing’ to get a free service.
The third, is a straightforward-to-use system where you develop a free account and organize your details in folders which you name whatever you decide to like. Folders can contain files you upload, in addition to native web documents you may create in CloudHQ. You place the ‘sharing’ on the files and folders to control who sees what – which means that your information and facts are always as secure as you would like. You can also grant edit rights to allow others in your group to upload files in to a folder for sharing.