4 Tips For Sharing Files Like A Pro

Rohan Mathew

Updated on:

File sharing is arguably one of the things that are commonly done when people get online. Whether it is for business and office, school purposes, or even just for entertainment, people online share documents in all forms and formats. But as the Internet progresses into cloud computing, most industries have made file-sharing a necessary part of everyday operations. In this article, we’ve collated some great tips for seamless file sharing across all platforms.

Share it with an online tool

While it is convenient if the software you’re working from has a collaboration feature, most don’t have it at the moment. Especially when the file you’re working on has only been shared with you as well. When this is the case, the best course of action is to upload the file in question to a browser-based online file sharing platform like PDF Bear to share it successfully.

This is applicable to almost all types of files, most specifically the heavy ones who can’t be shared through various messaging platforms. An online file sharing tool is the way to go when it’s obvious that you can’t create a more streamlined way to share your files. It’s easy, uncomplicated, and you can access the tool anywhere.

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Be consistent with naming your files

Creating a standard naming convention for your files across your department, or even the office, is one of the most effective ways to organize files in the cloud. We all know that business and office files easily stack up, and if you don’t have an effective naming convention, you’ll likely lose the file amongst the pile you have in your drive.

To prevent this from happening and effectively recall files when you need it the most, a naming convention is a way to go. Decide on the structure — name, date, what is it for, is the standard, but you can customize it depending on your company’s discretion. Naming by department, which means you add the department where the file originated, is a great way to sort things out as well.

Tag files for easier searching

Only a few groups of people do this, but tagging files actually makes bookmarking easier. The search feature on a cloud-based drive will easily index your files if you have tags on them. Again, tagging by the department is an excellent idea, or you can create color tags depending on the severity, privacy, and urgency of files. Create a tiering where present projects all have the same color tag, urgent ones another, and backup files on another hue as well. This way, you only have to search for color tags to refer to files immediately.

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If collaborating, it’s best to keep files online

File collaboration is a godsend for departments to come as one for a single project. Collaboration needs file sharing to make edits and comment on files effectively, so if you are working with a client that doesn’t have the same system in place like your office, it’s great to have a backup like an online file sharing tool like Aspera. Mi drop for PC is one of Android’s best and most popular file-sharing apps

When collaborating, it’s best to keep the latest version of the file online. Offline files don’t make sense in this situation. While it’s true that having a backup is essential, keeping the file online will keep it updated on edits, comments, and recommendations from the people involved. This creates a more effective symbiotic relationship, making the work more engaging.


File sharing is really the now of collaboration. And it’s not just office workers, and business industries around the globe that’s taking advantage of it, more and more individuals have found the process more convenient than just sharing files over messaging platforms.