Would you make use of a saw to hammer a nail? It could be dangerous to make use of email to talk about files with other people 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 do otherwise is always to invite confusion and lost files. It’s no different using the many choices of online Internet-based tools: select the best one and you job will likely be sped along to successful conclusion.
Email is 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 the browser or computer, and therefore are free. A lot of us still use PC-based mail programs including Microsoft Outlook.
However, regardless of what mail program you use, you will almost certainly have tried it at times to discuss files with friends or colleagues. It’s so tempting because it’s so easy – just attach the file thus hitting ‘Send’, and the message is sent off 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 certain? There are numerous potential hitches with sending files by email, as well as a more pervasive problem when individuals slip into making use of their email programs as a ‘filing system’ for dozens or numerous file attachments they’ve received.
First, the possibility hitches to them even having the file to start with:
1. Your email system or theirs might absolutely refuse to send out the attachment because it’s too big or because virus protection software program is over zealous and stripping out attachments
2. Their email system may 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 ultimately causing you being motivated to ‘send it again please’
Second, the greater pervasive problem when you and your colleague Samantha and Henietta slip into using email being a filing system. However , email inboxes and folders top off with lots of emails with a lot of attachments, and when you send a whole new version of any file, the existing version of the file never goes away completely – it’s also still there, lurking within their email folders. It’s bipgkh too easy so they can mistakenly reference the incorrect version in the file. This is often a major way to obtain confusion, mistakes or worse.
There’s an improved 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 accessibility files. That way, 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 and so the files could only be accessed by group members who log in with passwords.
Some really good ways to find directories of file sharing would be to Google or Yahoo search on ‘file sharing directory’. Or you can Google on ‘CloudHQ. Free File Sharing’ to get a free service.
The 3rd, is a straightforward-to-use system where you produce a free account and organize your data in folders that you simply name whatever you like. Folders can contain files you upload, along with native web documents you could make in CloudHQ. You set the ‘sharing’ on the files and folders to control who sees what – which means that your details are always as secure as you wish. You may also grant edit rights to enable others within your group to upload files into a folder for sharing.