Would you make use of a saw to hammer a nail? It may be dangerous to utilize email to talk about files with other individuals when it only leads to chaos and folks making use of the wrong version of the file.
We all know the wisdom of ‘use the correct tool for the job’ – to perform otherwise would be to invite confusion and lost files. It’s no different with the many options of online Internet-based tools: select the best one and you also job is going to 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 since they provide powerful mail capabilities, work from any browser or computer, and therefore are free. Most of us still use PC-based mail programs such as Microsoft Outlook.
However, no matter what mail program you use, you will likely have used it at times to talk about files with friends or colleagues. It’s so tempting because it’s so simple – just attach the file thus hitting ‘Send’, and also the message is sent away and off to Samantha and Henietta. In addition to that, but you can be assured they’ll notice it – it’ll be right near the top of their share an email as a link.
Or could you be sure? There are many potential hitches with sending files by email, as well as a more pervasive problem whenever people slip into making use of their email programs as being a ‘filing system’ for dozens or numerous 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 send out 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 could easily get lost in their inbox – never noticed by them; only ultimately causing you being required to ‘send it again please’
Second, the greater pervasive problem when you and your colleague Samantha and Henietta slip into using email being a filing system. The problem is that email inboxes and folders top off with many emails with many attachments, so when you send a new version of any file, the previous version of the file never disappears altogether – it’s also still there, lurking inside their email folders. It’s bipgkh too easy for them to mistakenly refer to the incorrect version in the file. This may be a major source of confusion, mistakes or worse.
There’s a better way 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 accessibility files. Like that, members always access the latest, most current version of the files.
There are a selection 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 are only able to be accessed by group members who sign in with passwords.
Some good approaches to find directories of file sharing is always to Google or Yahoo search on ‘file sharing directory’. Or Google on ‘CloudHQ. Free File Sharing’ to get a free service.
The third, is a straightforward-to-use system in which you create a free account and organize your information in folders that you name whatever you like. Folders can contain files you upload, as well as native web documents you can create in CloudHQ. You determine the ‘sharing’ on the files and folders to control who sees what – which means that your details are always as secure as you would like. You can also grant edit rights to permit others in your group to upload files in to a folder for sharing.