Would you use a saw to hammer a nail? It may be dangerous to make use of email to share files with other individuals when it only contributes to chaos and individuals making use of the wrong version of the file.
Everybody knows the wisdom of ‘use the right tool for your job’ – to accomplish otherwise would be to invite confusion and lost files. It’s no different using 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 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 the browser or computer, and therefore are free. Many of us still use PC-based mail programs like Microsoft Outlook.
However, regardless of what mail program you utilize, you will likely have used it occasionally to share files with friends or colleagues. It’s so tempting because it’s so easy – just attach the file thus hitting ‘Send’, as well as the message is sent off and away to Samantha and Henietta. Not only that, but you can be sure they’ll notice it – it’ll be right at the top of their how to share an email without forwarding.
Or can you be sure? There are several potential hitches with sending files by email, along with a more pervasive problem whenever people slip into utilizing their email programs as being a ‘filing system’ for dozens or countless file attachments they’ve received.
First, the potential hitches to them even having the file to start 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 could have spam filters that prevent them from ever seeing the email
3. Your email may get lost within their inbox – never noticed by them; only resulting in you being motivated 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 fill up with lots of emails with lots of attachments, and when you send a whole new version of the file, the existing version in the file never goes away completely – it’s also still there, lurking inside their email folders. It’s bipgkh too easy so they can mistakenly make reference to a bad version of the file. This is often a major source of confusion, mistakes or worse.
There’s a better method 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. That way, members always access the latest, most current version of the files.
There are a number of excellent online file sharing solutions for groups. The most effective provide various amounts of support for groups setting privacy levels and so the files are only able to be accessed by group members who log on with passwords.
Some good ways to find directories of file sharing is to Google or Yahoo search on ‘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 develop a free account and organize your data in folders which you name whatever you like. Folders can contain files you upload, as well as native web documents you could make in CloudHQ. You determine the ‘sharing’ on the files and folders to regulate who sees what – which means that your details are always as secure as you would like. You may also grant edit rights to permit others inside your group to upload files right into a folder for sharing.