Would you make use of a saw to hammer a nail? It may be dangerous to make use of email to share files with other individuals when it only leads to chaos and individuals using the wrong version of the file.
Everybody knows the wisdom of ‘use the right tool for your job’ – to do otherwise is to invite confusion and lost files. It’s no different with the many selections of online Internet-based tools: select the best one and also you job will be sped along to successful conclusion.
Email is definitely 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 your browser or computer, and therefore are free. Many of us still use PC-based mail programs like Microsoft Outlook.
However, no matter what mail program you use, you will almost certainly have 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. Not only that, but you can be assured they’ll notice it – it’ll be right near the top of their share email without permissions.
Or can you make sure? 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 being a ‘filing system’ for dozens or countless file attachments they’ve received.
First, the possibility hitches in their mind 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 is over zealous and stripping out attachments
2. Their email system may have spam filters that prevent them from ever seeing the e-mail
3. Your email could easily get lost within their inbox – never noticed by them; only ultimately causing you being asked to ‘send it again please’
Second, the greater pervasive problem when you and the colleague Samantha and Henietta slip into using email as a filing system. However , email inboxes and folders fill up with a lot of emails with a lot of attachments, and when you send a whole new version of any file, the existing version from the file never goes away completely – it’s also still there, lurking in their email folders. It’s bipgkh too easy to allow them to mistakenly reference the wrong version of the file. This is often a major source of confusion, mistakes or worse.
There’s an improved approach to share files with one or more groups than sending them via email attachments – post the files online into a single file sharing website, where your colleagues have secure access to the files. Like that, members always access the most recent, most current version in the files.
There are a selection of excellent online file sharing solutions for groups. The very best provide various degrees of support for groups to create privacy levels and so the files are only able to be accessed by group members who log on with passwords.
Good quality approaches to find directories of file sharing is always to Google or Yahoo explore ‘file sharing directory’. Or you can Google on ‘CloudHQ. Free File Sharing’ for any free service.
The third, is an easy-to-use system in which you produce a free account and organize your information in folders that you simply name anything you 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 manage who sees what – which means that your details are always as secure as you wish. You can even grant edit rights to permit others inside your group to upload files into a folder for sharing.