How many times have you been asked ‘to send the file again’ because someone can’t find the original email with the original file attachment? More than you can recall, I bet. Email is a horrible way to share files.
Use online file sharing systems to post your files in a central location, where everybody can always find the latest, most current version. Your life will be simpler. And don’t be scared off by the term ‘file sharing’ thinking this means you have to use illegal music sharing sites. File sharing has a long history of legitimate use. There are a host of legal and very professional websites designed to support file sharing between people who work together and who have a right to share the files concerned.
Here are 10 ways to use web file sharing to simplify & streamline:
- Teachers - post PDF files online with class schedules, trip permission forms and the like. Parents will always know where to look for the latest.
- Coworkers – share an online ‘collaboration’ folder in which they store files for reference purposes (e.g., checklists & marketing brochures), or files that the team is working on. File sharing account with a high capacity can be especially useful when the team is working with very large files. As you know, big files can be hard to ship around with email.
- Business Managers – keep meeting agendas, employee reviews and project plans in a shared file location that’s shared with other staff.
- Telecommuters & Travellers – Store important files in a central, web-based file sharing system. Then access the file from any internet-connected computer in the world (once you log in!). No longer curse that the file’s “on my laptop at home.”
- Friends – Planning a wedding or trip for someone? Using a shared file is a great way to keep all your collaborators in synch, especially if you live in different cities or states.
- Families - Whether in different countries or in the same house, share photos, documents in a secure online sharing environment with those closest to you.
- Classmates – share class notes, project files and study aides. Then access it with any web browser in the world.
- Customers – Share sales & product updates through a file that you share privately with your client.
- Coaches - Keep detailed schedules, plans & forms in one convenient place and share it with your team. Include training materials.
- Newsletters – instead of mailing out large PDF files as email attachments, and dealing with the inevitable ‘bounce backs’, store the PDF file in a PDF file hosting system, and then just have a link in the newsletter.
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I’m so tired of email attachments… why do people keep sending them out?
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The man who has made up his mind to win will never say “impossible “.
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University of North Carolina–Chapel Hill
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