Would you use a saw to hammer a nail? It can be dangerous to use 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 your job’ – to accomplish otherwise is to invite confusion and lost files. It’s no different with the many choices of online Internet-based tools: pick the right one and also you job is going to 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 they are free. Most of us still use PC-based mail programs like Microsoft Outlook.
However, regardless of what mail program you use, you will almost certainly have used it at times to discuss 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 only that, but you can be certain they’ll notice it – it’ll be right on top of their how to share an email in chat.
Or are you able to make sure? There are numerous potential hitches with sending files by email, and a more pervasive problem when individuals slip into using their email programs being a ‘filing system’ for dozens or countless file attachments they’ve received.
First, the potential hitches to them even getting the file to begin with:
1. Your email system or theirs might absolutely refuse to deliver the attachment because it’s too big 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 email
3. Your email might get lost inside their inbox – never noticed by them; only resulting in you being required to ‘send it again please’
Second, the better pervasive problem when both you and your colleague Samantha and Henietta slip into using email as being a filing system. However , email inboxes and folders top off with a lot of emails with lots of attachments, and once you send a new version of a file, the previous version of 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 incorrect version of the file. This can be a major way to obtain confusion, mistakes or worse.
There’s a better approach to share files with a number of groups than sending them via email attachments – post the files online into 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 most effective provide various amounts of support for groups to create privacy levels and so the files are only able to be accessed by group members who sign in with passwords.
Some really good ways to find directories of file sharing would be to Google or Yahoo browse ‘file sharing directory’. Or you can Google on ‘CloudHQ. Free File Sharing’ for a free service.
The third, is an easy-to-use system where you produce a free account and organize your information in folders that you simply name whatever you decide to like. Folders can contain files you upload, as well as native web documents you may create in CloudHQ. You set the ‘sharing’ on the files and folders to control who sees what – so your information is always as secure as you wish. You can also grant edit rights to permit others inside your group to upload files into a folder for sharing.