Historically we have always attached a file (or two) to messages to ‘share’ them with people. So what’s all the fuss about sharing computer files with a link instead?
I’m a huge advocate of sharing instead of attaching. There are a number of good reasons, let me explain why…
Smaller Email Size
How often have you discovered that you can’t send an email because your mailbox is full?
If you’ve never seen this, skip to the next reason. 😁
On the other hand, if you have then you know that it’s a real pain in the neck. You need to empty the deleted items. work out what else you can delete, all to bring your mailbox size down enough to be able to send again.
Ultimately, it’s because the size of the email is directly related to the contents. The more you include, the larger the message, and the more storage space it takes up.
So instead of having a (large) file attached, you include a text link…
Now your emails are a fraction of the size, because the content is just text.
Here’s the same file, one is attached, and the other has a link. It’s quite a difference in the size. Now multiple that by the approx amount of emails that you send.
Of course that can mean that you can send and save more emails…. 😁
Current Version
How often have you received a reply email talking about information that you sent ages ago, and is now out of date?
When you attach a copy of a file, it’s a static version. i.e. The version that you sent is the only one they will see.
To send the latest version, you need to send another email with another attachment, and on it goes.
How long before that becomes out of date as well?
When you share a link to the file, yes, it’s to the same file. But now it’s always to the latest/current version.
Note: This does assume that you are working on the same file, and not creating a bunch of copies/versions.
It doesn’t matter if someone clicks on the link, today, tomorrow, next month or even next year – it’s the current version.
No more referring to out of date information.
A Single Copy
Have you ever thought about how many copies and versions of a file you have?
Well, if you attach a file to an email you have the original file (1), the copy that is sent out (2) – and that’s assuming that you only send the message to one person. Finally, when you’ve sent it, there’s a copy in your Sent Items (3).
And if you’ve sent the email to multiple people, then everyone has a copy.
Doesn’t sound like too much a problem?
Well, what if you’ve asked people to comment and send it back to you?
What if someone refers back to the copy that you sent them, months ago, assuming that it’s the correct/current version?
You can see where I’m going with this…
Instead, you want to have a single version of the file. – a ‘source of truth’.
The file that everyone can refer back to, knowing that it’s the right and current version.
Here’s where sharing a link comes in.
When you send a link – you’re not including the file. You’re actually sending out a pointer to the file.
So there aren’t multiple copies floating around – there’s just one.
And any links sent out, only refer to this single current version.
No more worries about which version people are editing and if it’s the current one.
Security
And finally, an important topic – your file security.
There’s two aspects to this:
- Choosing who you want to share your files with
- Sending your information to the wrong person
Granting Access
As standard for most cloud storage, or rather personal cloud storage, you are the only person who can see your files.
If you make the choice to share a file(s), then you are granting explicit access to that specific file with people.
Note: You can choose to share folders and more, but let’s stick with talking about files.
As long as you have chosen the people that you meant to, it’s all good.
If you’ve selected the wrong person – uh oh.
Actually it’s not that bad. As long as you realise it’s the wrong person, you can remove permission and share with the right person.
(Especially problematic if you’re got people with similar names.)
Sending Links
Now let’s say that you have created a sharing link to the right person, but you address the email (with the link) to the wrong person.
Here’s where the link wins over for security.
If you had sent the email with the file attached – they’ve got that information.
Sure, you might be able to call the email back, but not always.
On the other hand, if you’ve sent a link – yes that person will be able to see the filename.
However, when they click on the link, it won’t work.
Simple as that.
They might then request permission to the file (there’s usually an option for that). But you don’t have to allow it.
If on the other hand if you’ve got the wrong person from start to finish (permission and email address). When you realise that it is the wrong person, you can revoke that permission.
Again, if they click, the link won’t work for them.
Sure that’s a few ifs, ands, and buts – it’s the best that we can do at this time.
And it’s better than we had before.
Next Steps
So have I convinced you that sharing is better than attaching?
That it’s worth storing files in the cloud, and in a logical structure?
In that case you might be interested in these videos from my YouTube Channel:
File Sharing Made Simple with Microsoft’s OneDrive
Sharing Files from Google Drive
Leave me a comment below with your thoughts.
Other Posts about Computer Files
What do you need to know about computer files?
Do you really need file organisation?
What’s so great about online file storage
Why sharing is better than attaching (current post)
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