How To Share Files in Small Business

How To Share Files in Small Business

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Guide: How To Share Files in Small Business

Most small businesses have had to move files in one place. Maybe you just need to provide documents to your team or you need to send a great project to a customer. With small files, you can easily connect them to an email and send. But large files are more complicated. Things like videos, photo albums, materials, and great documents bring up lots of digital space. That is why you need a file sharing system or service that has the ability to send them quickly and securely.

File sharing for small businesses

As a small business owner or employee, you do not have time to lose. You may have used some time saving tools, but some tools are as simple and productive as file sharing. Read on to learn more about file sharing – and how you can improve your team performance and productivity.

What is file sharing?

File sharing refers to the general practice of sending files to other people. When files are shared via email as an attachment, it is always sent back and forth to record, check, edit and send back. This process led to the creation of several versions of a book, making it difficult to track a new version.

While sending files via email is normal, it is weak in many cases. The best way to share them is through cloud storage service. Cloud storage for business gives you the ability to store shared files and access them quickly, without email attachments. If given permission, a member or client can work on a shared file. You do not even have to send files back and forth to cooperate. Two or more people can work online in real time.

You can use cloud-based file sharing for many files, including:

  • Documents
  • Slide decks
  • PDFs
  • Books spread
  • Videos
  • Photos
  • Cloud-based file sharing allows you to send files easily and collaboratively with your team on a single page.
  • It offers more streams than sharing via email attachments.

How to share a file

File sharing with cloud storage always follows these steps:

  • Log in to your cloud storage account on your computer, tablet or mobile device through a web browser or mobile app
  • Select a file or folder
  • Select “Sharing” from the menu
  • Select the access level you want your recipient to have (for example “allow editing”)
  • Choose who can view the file (for example specific individuals, people in your company or everyone)
  • Select the security you want on the sharing link (for example password protection or expiration links)
  • Enter your recipient’s email address and click send or copy the sharing link and paste it into an email or chat
  • Frequently, documents or spreadsheets are integrated with the cloud storage so that it can be shared directly from the file itself.
  • After you share the link, your recipient can access the document.

Access to the shared file

  • Accessing the sharing file is easy if you are the recipient.
  • The email will contain a link to the file and information about the sender. When you click the link, a new browser window will open with the file.
  • You can run the file in your browser or download it from your browser to run offline.
  • The person sharing the file can also send the link via personal email, web chat or social media message. Then click that link to open the file.
  • Most cloud storage services do not require you to create an account to access shared files.

Work together on one file

In general, cooperation won up 80% of the work day. Cloud-based file sharing solutions are useful collaboration tools. Working together on a cloud-based file sharing is easy. After sharing the file, the people accessing it can perform the following actions:

  • Look. Anyone with your link can view your file. They do not need to access the cloud storage platform to do so.
  • Download. People who have your link can download your file. You can choose to block records if you want to restrict the service.
  • Edit. With full editing permissions, your recipient can edit your book freely. It is a great exercise to turn music changes feature so you can view and approve all corrections.
  • Review. This mode allows your recipient to suggest changes or additional content. Each new review to your book is marked in new color.
  • Comment. People with access to the file can insert comments and read and respond to other comments in your file.
  • Collaborate. Most people can edit your file at the same time. Your book will indicate their name of everyone who works. All synchronization changes are made in real time, meaning they are automatically updated on the public version of the document.
  • Share. Finally, everyone with editing permissions can share your file with others.

As a small business, you should carefully consider the distribution of the file features offered by cloud storage providers.

Serious file sharing features along with:

  • Talking. Collaborators need to be able to comment on specific topics and sections within a book. Projects will progress quickly if your team can edit and comment on a document.
  • Defining Notifications. Comment notifications notify you via email when someone adds notes or comments to your file. These notifications can help you stay on track and focus on the project manually.
  • Music changes. This feature clearly mark all changes made to your file. Then, you can accept or reject the changes. This feature gives you more control during the repair process.
  • Tribal history. This feature allows you to view each dictionary of documents from its inception. Tribal history protects your book in the event that team members make significant changes that do not work.
  • Password-protected link sharing. Most files do not require password protection. However, some files are too sensitive to share freely. Your team must be able to protect links with passwords.
  • End sharing links. Your team should be able to share completed links after a set amount of time. These links apply to part-time projects that you do not want members or employees to work on after a specific date.

File sharing for your team

File sharing streamlines workflows, allows people to collaborate remotely and provides document and cloud security back up. The right solution will help your small business to save time and increase productivity. Try free cloud storage for a month with 5 GB in OneDrive.


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How To Share Files in Small Business
How To Share Files in Small Business
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