Would you use a saw to hammer a nail? It could be dangerous to utilize email to share files with other individuals when it only results in chaos and folks utilizing the wrong version of the file.
We all know the wisdom of ‘use the right tool for the job’ – to do otherwise is to invite confusion and lost files. It’s no different with the many selections of online Internet-based tools: select the best one and you also job will be sped along to successful conclusion.
Email will be the #1 Internet application. Free mail services including Yahoo Mail, Microsoft Hotmail and Google GMail are perennial favorites because they provide powerful mail capabilities, work from the browser or computer, and therefore are free. A lot of us still use PC-based mail programs such as Microsoft Outlook.
However, whatever mail program you use, you are bound to have tried it occasionally to talk about files with friends or colleagues. It’s so tempting because it’s very easy – just attach the file thus hitting ‘Send’, as well as the message is sent away and off to Samantha and Henietta. Not only that, but you can be assured they’ll notice it – it’ll be right on top of their share an email as a link.
Or could you be sure? There are numerous potential hitches with sending files by email, as well as a more pervasive problem when individuals slip into using their email programs as a ‘filing system’ for dozens or numerous file attachments they’ve received.
First, the possible hitches for them even getting the file to start with:
1. Your email system or theirs might absolutely refuse to deliver the attachment because it’s too large or because virus protection software program 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 inside their inbox – never noticed by them; only leading to you being motivated to ‘send it again please’
Second, the greater pervasive problem when you and the colleague Samantha and Henietta slip into using email being a filing system. The problem is that email inboxes and folders fill with many emails with a lot of attachments, and once you send a new version of a file, the old version of the file never goes away – it’s also still there, lurking in their email folders. It’s bipgkh too easy so they can mistakenly refer to the incorrect version from the file. This may be a major way to obtain confusion, mistakes or worse.
There’s a much better method to share files with one or more groups than sending them via email attachments – post the files online in to a single file sharing website, where your colleagues have secure access to the files. Like that, members always access the newest, most current version of the files.
There are a variety of excellent online file sharing solutions for groups. The very best provide various degrees of support for groups to set privacy levels and so the files could only be accessed by group members who sign in with passwords.
Good quality ways to find directories of file sharing is to Google or Yahoo browse ‘file sharing directory’. Or Google on ‘CloudHQ. Free File Sharing’ for any free service.
The third, is a straightforward-to-use system that you create a free account and organize your details in folders that you name anything you like. Folders can contain files you upload, along with native web documents you can create in CloudHQ. You set the ‘sharing’ on the files and folders to manage who sees what – so that your information is always as secure as you wish. You can also grant edit rights to enable others in your group to upload files in to a folder for sharing.