Would you make use of a saw to hammer a nail? It could be dangerous to utilize email to discuss files with others when it only leads to chaos and people using the wrong version of the file.
Everyone knows the wisdom of ‘use the correct tool for your job’ – to perform otherwise is to invite confusion and lost files. It’s no different with all the many options of online Internet-based tools: select the best one and you also job will 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 since they provide powerful mail capabilities, work from your browser or computer, and therefore are free. Most of us still use PC-based mail programs such as Microsoft Outlook.
However, whatever mail program you make use of, you will almost certainly used it at times to share files with friends or colleagues. It’s so tempting because it’s so easy – just attach the file and hit ‘Send’, and also the message is sent away and off 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 how to share an email in chat.
Or are you able to be certain? There are numerous potential hitches with sending files by email, and a more pervasive problem when people slip into using their email programs as being a ‘filing system’ for dozens or hundreds of file attachments they’ve received.
First, the possible hitches to them even obtaining 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 resulting in you being asked to ‘send it again please’
Second, the better pervasive problem when you and the colleague Samantha and Henietta slip into using email being a filing system. The problem is that email inboxes and folders fill up with many emails with many attachments, and once you send a new version of a file, the existing version in the file never goes away – it’s also still there, lurking within their email folders. It’s bipgkh too easy for them to mistakenly refer to the wrong version from the file. This can be a major supply of 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 of your colleagues have secure accessibility files. This way, members always access the latest, most current version in the files.
There are a variety 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 log in with passwords.
Some good approaches to find directories of file sharing is always to Google or Yahoo search on ‘file sharing directory’. Or you can Google on ‘CloudHQ. Free File Sharing’ for any free service.
The next, is an easy-to-use system that you create a free account and organize your data 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 set the ‘sharing’ on the files and folders to manage who sees what – so your information is always as secure as you want. You can also grant edit rights to permit others in your group to upload files right into a folder for sharing.