Would you use a saw to hammer a nail? It could be dangerous to utilize email to talk about files with other people when it only contributes to chaos and folks utilizing the wrong version of the file.
Everybody knows the wisdom of ‘use the correct tool for that job’ – to accomplish otherwise would be to invite confusion and lost files. It’s no different with all the many choices of online Internet-based tools: pick the right one and also you job is going to be sped along to successful conclusion.
Email is the #1 Internet application. Free mail services including Yahoo Mail, Microsoft Hotmail and Google GMail are perennial favorites since they provide powerful mail capabilities, work from the browser or computer, and they are free. Most of us still use PC-based mail programs like Microsoft Outlook.
However, whatever mail program you use, you are bound to have used it sometimes to share files with friends or colleagues. It’s so tempting because it’s very easy – just attach the file thus hitting ‘Send’, and 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 how to share an email without forwarding.
Or are you able to make sure? There are many potential hitches with sending files by email, along with a more pervasive problem when individuals slip into using their email programs being a ‘filing system’ for dozens or countless file attachments they’ve received.
First, the possible hitches to them even getting the file to start with:
1. Your email system or theirs might absolutely refuse to transmit the attachment because it’s too large or because virus protection software program is over zealous and stripping out attachments
2. Their email system might have spam filters that prevent them from ever seeing the e-mail
3. Your email might get lost inside their inbox – never noticed by them; only leading to you being asked to ‘send it again please’
Second, the more pervasive problem when both you and your colleague Samantha and Henietta slip into using email as a filing system. However , email inboxes and folders fill up with lots of emails with lots of attachments, and when you send a new version of the file, the previous version of the file never goes away – it’s also still there, lurking within their email folders. It’s bipgkh too easy so they can mistakenly make reference to a bad version of the file. This can be a major source of confusion, mistakes or worse.
There’s a much better way to share files with one or more groups than sending them via email attachments – post the files online right into a single file sharing website, where all of your colleagues have secure access to the files. This way, members always access the most recent, most current version of the files.
There are a number of excellent online file sharing solutions for groups. The very best provide various degrees of support for groups setting privacy levels and so the files can only be accessed by group members who log in with passwords.
Some good approaches to find directories of file sharing would be to Google or Yahoo explore ‘file sharing directory’. Or you can Google on ‘CloudHQ. Free File Sharing’ for any free service.
The next, is a simple-to-use system that you produce a free account and organize your details in folders that you simply name whatever you decide to like. Folders can contain files you upload, as well as native web documents you may create in CloudHQ. You determine the ‘sharing’ on the files and folders to control who sees what – which means that your information is always as secure as you wish. You can even grant edit rights to permit others in your group to upload files into a folder for sharing.