There are many ways to share files over the internet for free, although many photo/video sites and P2P file sharing programs are unsuitable for business use. Microsoft OfficeLive and Google Docs are probably the best known and most widely used. Alternately, you can pay a small amount for other tools such as Microsoft Groove or WebEx WebOffice - at Office Lifeline, we use all of these with clients.
So what are the differences? Leaving Groove Collaboration Suite aside and concentrating on the web applications, the main differences are look and feel, allowable file types and the maximum file size that can be uploaded. All applications are secure and use access permissions to control sharing.
Microsoft OfficeLive: modern look and feel, simple layout and fairly easy to use. You can upload most common file types although there is a long list of exceptions. The maximum file size is 25MB, which could cause problems if you plan to share large presentations or audio files, and the total free space allocation is 5GB. You can download a Plug-in that allows you to edit MS Office documents directly from OfficeLive so you feel like you are working online. As with most free services, the initial usage limitations can be overcome by paying a subscription, so its only free to a point.
Google Docs: again, a modern look and feel, but not so easy to find your way around initially, partly because its wrapped up with other Google Applications that come together in iGoogle Desktop. Having your documents with your eMail, Calendar, Tasks and Contacts, together with web feeds and "cool gadgets" is useful and impressive, but it's more complicated to use. With Google Docs, you are using Google's own editor, which is not as powerful as MS Office. There is a generous storage limit of 10GB with any single document of up to 250MB, and you can upload any file type, but if you convert files to Google Docs formats then the limits are far less.
WebExWebOffice: a more traditional look and feel, which many people prefer. Designed as an intranet/extranet, it is simple, largely jargon-free and intuitive to use - it has features that make it easy for anyone coming in fresh to find and understand the document before they download it. Documents can be also opened directly via a WebFolder on your desktop, but they are essentially downloaded (or checked-out) to your PC. We prefer the Group permissions setup and the Email Link and What's New features, so everyone knows what to look at. Like Google, its the range of other features that makes the WebOffice attractive, especially Online Databases for managing other important aspects of your business.
Naturally, there are many other tools to choose from, and I'd be interested to hear about your favourites. If you find all this confusing and want some straight-forward advice, then you only have to ask - see IT Support for other ways that we can help you with IT issues.
For more ways to help you save time, money and hassle Search This Blog or visit www.office-lifeline.co.uk
