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Cloud Sharing Tips

4/14/2021

Sending attachments by email has been problematic for a long time now. Not only is it often risky to open attachments, but attachments can be too large or too many to send. .It doesn't make sense to send an album of photos or a collection of spread sheets by email when you can easily copy them to the "cloud" and share the link.

We have many "cloud" alternatives such as Dropbox, Google Drive, OneDrive, and ICloud. Using the built-in apps on your device or installing Google Drive, for example, on your Windows computer allows you to easily store your own files in the Cloud. However, things are a little more obscure when accessing shared files.

Using Google Drive

Google Drive may be the most well known option. You receive a notice in your email inbox that allows you to click to view a document. As you receive each notice, you save these emails so that you can view the documents later, but find that you quickly lose track of where you stored these links. In the interest of uncluttered files, the best idea is to delete all these links. Instead, just open https://drive.google.com and login to your google account. You will see the folder "shared with me" and it will contain all the documents that have been shared with you from any source.

Read More.

Allow editing or just viewing

From your google drive, you can also share your files with others. Just right click and choose "Share". After typing the email of the person to share with, you can choose to make that person a "Viewer" or an "Editor". The default is "Editor", so be careful to change this option if you just want to allow viewing. You can also check the "gear" icon and choose to disallow printing, copying, or downloading.

If you are an editor on a document shared with you, the comment feature is very useful. Right click the document and choose " Preview". Then click the "Plus" icon at the top to highlight an area and add a comment. This is handy for photos and pdf's that cannot actually be edited.

Today Data and Web Services, Inc.

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