Would you use a saw to hammer a nail? It can be dangerous to utilize email to discuss files with other individuals when it only contributes to chaos and folks making use of the wrong version of the file.
Everyone knows the wisdom of ‘use the right tool for the job’ – to accomplish otherwise is to invite confusion and lost files. It’s no different using the many selections of online Internet-based tools: pick the right one and you also job will likely be sped along to successful conclusion.
Email will be the #1 Internet application. Free mail services such as Yahoo Mail, Microsoft Hotmail and Google GMail are perennial favorites simply because they provide powerful mail capabilities, work from your browser or computer, and they are free. Many of us still use PC-based mail programs like Microsoft Outlook.
However, no matter what mail program you make use of, you will likely have tried it sometimes to discuss files with friends or colleagues. It’s so tempting because it’s so easy – just attach the file thus hitting ‘Send’, and the message is sent off and away to Samantha and Henietta. Not just that, but you can be assured they’ll notice it – it’ll be right at the top of their share email without permissions.
Or could you be certain? There are several potential hitches with sending files by email, as well as a more pervasive problem whenever people slip into using their email programs as a ‘filing system’ for dozens or countless file attachments they’ve received.
First, the possibility hitches for them even getting the file to begin with:
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 e-mail
3. Your email may get lost within their inbox – never noticed by them; only resulting in you being motivated to ‘send it again please’
Second, the more pervasive problem when you and the colleague Samantha and Henietta slip into using email as a filing system. The problem is that email inboxes and folders fill with many emails with lots of attachments, and when you send a new version of the file, the previous version from the file never goes away completely – it’s also still there, lurking within their email folders. It’s bipgkh too easy for them to mistakenly refer to a bad version from the file. This is often a major source of confusion, mistakes or worse.
There’s an improved way to share files with several groups than sending them via email attachments – post the files online right into a single file sharing website, where all your colleagues have secure accessibility files. That way, members always access the latest, most current version of the files.
There are a number of excellent online file sharing solutions for groups. The most effective provide various degrees of support for groups to create privacy levels and so the files could 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 a free service.
The next, is an easy-to-use system that you create a free account and organize your information in folders which you name whatever you decide to like. Folders can contain files you upload, along with native web documents you may create in CloudHQ. You determine the ‘sharing’ on the files and folders to regulate who sees what – so that your information and facts are always as secure as you want. You may also grant edit rights to enable others in your group to upload files in to a folder for sharing.