Would you make use of 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 best tool for that job’ – to accomplish otherwise is always 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 job will likely be sped along to successful conclusion.
Email is definitely the #1 Internet application. Free mail services like Yahoo Mail, Microsoft Hotmail and Google GMail are perennial favorites because they provide powerful mail capabilities, work from any browser or computer, and therefore are free. Many of us still use PC-based mail programs such as Microsoft Outlook.
However, whatever mail program you use, you are bound to used it occasionally to share files with friends or colleagues. It’s so tempting because it’s so simple – just attach the file and hit ‘Send’, and also the message is sent off to Samantha and Henietta. In addition to that, but you can be assured they’ll notice it – it’ll be right at the top of their share an email as a link.
Or are you able to be sure? There are many 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 hundreds of file attachments they’ve received.
First, the possibility hitches to them even having the file in the first place:
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 may have spam filters that prevent them from ever seeing the email
3. Your email may get lost in their inbox – never noticed by them; only leading to you being motivated to ‘send it again please’
Second, the more pervasive problem when you and your colleague Samantha and Henietta slip into using email as being a filing system. The problem is that email inboxes and folders fill up with a lot of emails with many attachments, and when you send a brand new version of a file, the old version in the file never goes away completely – it’s also still there, lurking inside their email folders. It’s bipgkh too easy to allow them to mistakenly refer to a bad version in the file. This may be a major way to obtain confusion, mistakes or worse.
There’s an improved approach to share files with a number of groups than sending them via email attachments – post the files online in to a single file sharing website, where all 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 create privacy levels therefore the files could only 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 browse ‘file sharing directory’. Or you can Google on ‘CloudHQ. Free File Sharing’ to get a free service.
The 3rd, is an easy-to-use system in which you create a free account and organize your information in folders that you name whatever you decide to like. Folders can contain files you upload, along with native web documents you can create in CloudHQ. You determine the ‘sharing’ on the files and folders to regulate who sees what – which means that your information is always as secure as you would like. You can also grant edit rights to allow others inside your group to upload files into a folder for sharing.