Would you make use of a saw to hammer a nail? It may be dangerous to utilize email to discuss files with other individuals when it only contributes to chaos and people making use of the wrong version of the file.
Everybody knows the wisdom of ‘use the right tool for your job’ – to accomplish otherwise is always to invite confusion and lost files. It’s no different with the many options of online Internet-based tools: pick the right one and you also job will likely be sped along to successful conclusion.
Email is the #1 Internet application. Free mail services like 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. A lot of us still use PC-based mail programs including Microsoft Outlook.
However, regardless of what mail program you make use of, you will almost certainly have tried it sometimes to talk about files with friends or colleagues. It’s so tempting because it’s very easy – just attach the file and hit ‘Send’, as well as the message is sent away and off to Samantha and Henietta. Not only that, but you can be certain they’ll notice it – it’ll be right at the top of their share email without permissions.
Or are you able to be certain? There are many potential hitches with sending files by email, and a more pervasive problem when people slip into utilizing their email programs being a ‘filing system’ for dozens or numerous file attachments they’ve received.
First, the possible hitches in their mind even having the file in the first place:
1. Your email system or theirs might absolutely refuse to transmit the attachment because it’s too big 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 e-mail
3. Your email might get lost within their inbox – never noticed by them; only ultimately causing you being required to ‘send it again please’
Second, the more pervasive problem when you and your colleague Samantha and Henietta slip into using email being a filing system. However , email inboxes and folders fill with many emails with lots of attachments, so when you send a whole new version of any file, the old version from the file never disappears altogether – it’s also still there, lurking within their email folders. It’s bipgkh too easy to allow them to mistakenly reference a bad version from the file. This may be a major way to obtain confusion, mistakes or worse.
There’s a better approach to share files with several groups than sending them via email attachments – post the files online in to a single file sharing website, where all your colleagues have secure accessibility files. This way, members always access the most recent, most current version of the files.
There are a variety of excellent online file sharing solutions for groups. The best provide various degrees of support for groups to create privacy levels therefore 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 explore ‘file sharing directory’. Or Google on ‘CloudHQ. Free File Sharing’ to get a free service.
The next, is an easy-to-use system where you create a free account and organize your information in folders that you name anything you like. Folders can contain files you upload, along with native web documents you may create in CloudHQ. You place the ‘sharing’ on the files and folders to manage who sees what – which means that your details are always as secure as you would like. You may also grant edit rights to allow others in your group to upload files in to a folder for sharing.