Would you use a saw to hammer a nail? It may be dangerous to utilize email to talk about files with others when it only contributes to chaos and people using the wrong version of the file.
Everybody knows the wisdom of ‘use the best tool for your job’ – to do otherwise is always to invite confusion and lost files. It’s no different using the many selections of online Internet-based tools: pick the right one and also you job will likely 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 simply 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 including Microsoft Outlook.
However, no matter what mail program you utilize, you will almost certainly have tried it occasionally to discuss files with friends or colleagues. It’s so tempting because it’s very easy – just attach the file and hit ‘Send’, and the message is sent off and away 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 share an email as a link.
Or are you able to be sure? There are several potential hitches with sending files by email, and a more pervasive problem when people slip into making use of 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 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 e-mail
3. Your email might get lost inside their inbox – never noticed by them; only leading to you being motivated to ‘send it again please’
Second, the more pervasive problem when you and your colleague Samantha and Henietta slip into using email as a filing system. However , email inboxes and folders fill with many emails with many attachments, and when you send a brand new version of any file, the previous version from the file never goes away – it’s also still there, lurking inside their email folders. It’s bipgkh too easy to allow them to mistakenly reference the incorrect version in the file. This can be a major way to obtain confusion, mistakes or worse.
There’s a better approach to share files with one or more groups than sending them via email attachments – post the files online right into a single file sharing website, where all your colleagues have secure accessibility files. That way, members always access the most recent, most current version from the files.
There are a number of excellent online file sharing solutions for groups. The best provide various degrees of support for groups to create privacy levels so the files can only be accessed by group members who log in with passwords.
Some really good methods 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 a simple-to-use system where you develop a free account and organize your data in folders which you name anything you like. Folders can contain files you upload, in addition to native web documents you can create in CloudHQ. You place the ‘sharing’ on the files and folders to control who sees what – so that your information is always as secure as you wish. You can even grant edit rights to permit others inside your group to upload files right into a folder for sharing.