Would you use a saw to hammer a nail? It may be dangerous to make use of email to talk about files with other people when it only contributes to chaos and individuals using the wrong version of the file.
Everybody knows the wisdom of ‘use the best 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 you job is going to be sped along to successful conclusion.
Email is the #1 Internet application. Free mail services including Yahoo Mail, Microsoft Hotmail and Google GMail are perennial favorites because they provide powerful mail capabilities, work from your browser or computer, and therefore are free. Many of us still use PC-based mail programs such as Microsoft Outlook.
However, no matter what mail program you make use of, you will almost certainly have tried it sometimes to talk about files with friends or colleagues. It’s so tempting because it’s very easy – just attach the file and hit ‘Send’, as well as the message is sent off to Samantha and Henietta. Not just that, but you can be sure they’ll notice it – it’ll be right near the top of their how to share an email without forwarding.
Or could you make sure? There are several potential hitches with sending files by email, and a more pervasive problem when people slip into utilizing their email programs being a ‘filing system’ for dozens or numerous file attachments they’ve received.
First, the potential hitches for 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 large or because virus protection software is over zealous and stripping out attachments
2. Their email system could have spam filters that prevent them from ever seeing the email
3. Your email might get lost in their inbox – never noticed by them; only resulting in you being motivated to ‘send it again please’
Second, the greater pervasive problem when you and the colleague Samantha and Henietta slip into using email as being a filing system. The problem is that email inboxes and folders top off with many emails with lots of attachments, and when you send a new version of a file, the previous version of the file never goes away – it’s also still there, lurking in their email folders. It’s bipgkh too easy for them to mistakenly reference 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 a number of groups than sending them via email attachments – post the files online right into a single file sharing website, where all of your colleagues have secure access to the files. Like that, members always access the newest, most current version from the files.
There are a variety of excellent online file sharing solutions for groups. The very best provide various levels of support for groups to set privacy levels so the files can only be accessed by group members who log on with passwords.
Some really good methods to find directories of file sharing is to Google or Yahoo explore ‘file sharing directory’. Or Google on ‘CloudHQ. Free File Sharing’ for a free service.
The next, is a straightforward-to-use system where you create a free account and organize your details in folders that you simply name whatever you like. Folders can contain files you upload, in addition to native web documents you can create in CloudHQ. You set the ‘sharing’ on the files and folders to regulate who sees what – so that your information and facts are always as secure as you want. You can also grant edit rights to permit others inside your group to upload files right into a folder for sharing.