Would you make use of a saw to hammer a nail? It may be dangerous to make use of email to talk about files with others when it only leads to chaos and people utilizing the wrong version of the file.
Everybody knows the wisdom of ‘use the correct tool for your job’ – to perform otherwise is always to invite confusion and lost files. It’s no different using the many choices of online Internet-based tools: pick the right one and you also job will 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 your browser or computer, and therefore are free. A lot of us still use PC-based mail programs like Microsoft Outlook.
However, no matter what mail program you utilize, you will almost certainly have tried it occasionally 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 and away to Samantha and Henietta. Not just that, but you can be certain they’ll notice it – it’ll be right near the top of their share an email as a link.
Or can you be certain? There are many potential hitches with sending files by email, along with a more pervasive problem when people slip into using their email programs as being a ‘filing system’ for dozens or hundreds of file attachments they’ve received.
First, the potential hitches for them even obtaining the file to begin with:
1. Your email system or theirs might absolutely refuse to send out the attachment because it’s too large 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 may get lost within their inbox – never noticed by them; only resulting in you being asked 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 lots of emails with many attachments, and once you send a new version of any file, the previous version from the file never disappears altogether – 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 can be a major source of confusion, mistakes or worse.
There’s a much better approach to share files with several groups than sending them via email attachments – post the files online right into a single file sharing website, where all your colleagues have secure access to the files. This way, members always access the latest, most current version from the files.
There are a variety of excellent online file sharing solutions for groups. The best provide various amounts of support for groups to set privacy levels therefore the files could only be accessed by group members who log on with passwords.
Some good methods to find directories of file sharing would be to Google or Yahoo search on ‘file sharing directory’. Or Google on ‘CloudHQ. Free File Sharing’ for any free service.
The next, is an easy-to-use system where you produce a free account and organize your details in folders that you simply name anything you like. Folders can contain files you upload, as well as native web documents you may create in CloudHQ. You place the ‘sharing’ on the files and folders to regulate who sees what – so that your details are always as secure as you would like. You can also grant edit rights to enable others in your group to upload files right into a folder for sharing.