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How to share files quickly using cloud-based file sharing software

For anyone who regularly collaborates with colleagues and clients, learning how to share files quickly and securely is a must. Online file-sharing software will allow you both to share files quickly and securely and access those files from any device at any time, making it easy to work on the go.

A new way to share files

In the past, the only options most businesses had for sharing files were fax machines and email. But between the outdated technology supported by fax machines and email's inability to transfer large files, business leaders decided they needed a better option.

Today, cloud-based business file-sharing software allows users to host a wide range of files, from spreadsheets and presentations to videos and audio files. File-sharing software can also hold teams more accountable, provide a heightened sense of transparency and save companies valuable resources such as paper, ink and internal IT time.

An article in Tech Soup states: "We live in a world where our supporters are looking to us for greater transparency, and there is an increasing need to partner with other organizations to achieve real impact. Using the right cloud tools can help us break down the barriers we currently face and be the more open, effective and resilient organizations that we need to be."

With just a few simple steps, you can share files in a way that best suits your business needs.

How to choose file-sharing software

The first step to sharing files is to choose the right file-sharing software for your business. When deciding on a file-sharing platform, it can help to ask yourself these questions:

a. How much storage will I need?

b. What kinds of files will I be sharing?

c. How quickly does the software need to be implemented?

Once you have the answers to these questions, begin researching file-sharing companies to find one that support the needs established above. It is also important to make sure that any software you consider has the best document storage solutions and that it's reliable and secure. But why?

The cloud has improved the way in which organizations conduct business by promoting productivity, flexibility and efficiency within organizations of all sizes. If you aren't choosing file-sharing software with the best cloud storage, you simply aren't getting your money's worth.

An article published by Forbes notes the following:

"The true value of cloud computing may very well go beyond the specific dollars and cents that are actually spent, but instead it seems to hit at the heart of innovation. And moreover, this potentially un-quantifiable value that innovation gives a company or organization. The ability to do things that were not possible before is a primary driver. When looking at the question from an empowerment point of view, the value proposition quickly changes from how much does it cost, to what value does it create?"

Reliability of the software you choose is also important to consider. For instance, software that is affordable isn't worth it if you can't count on it to work as needed. Software that regularly malfunctions or does not back up your data in datacenters can cost your business more money than if you would have chosen a more reliable platform.

Security is perhaps the most important thing to consider when shopping for a file-sharing solution. You may be surprised to learn that in a recent survey, 90 percent of businesses admitted to having a security incident. Perhaps even more shocking is that it costs enterprises an average of $551,000 to recover from a security breach and small businesses an average of $38,000 to recover.

So which file-sharing software will you choose? May we suggest Citrix ShareFile?

How do you know ShareFile is right for your business?

The cloud-based file sharing software developed by ShareFile tackles your top concerns to deliver a file-sharing solution that you can count on. As Forbes contributor Ben Kepes  writes: "I’m pretty bullish on ShareFile if for no other reason than in a world where storage is becoming commoditized, the value will be built by companies that add fabrics on top of storage. Add to that the fact that Citrix can parlay its existing relationship with enterprises into a conversation about ShareFile and you have a fundamentally better dynamic than, for example, Box who is going in cold and with only the file sharing offering."

So, how will ShareFile surpass your expectations when it comes to reliability and security?

Reliability

ShareFile protects your data in multiple global datacenters and consistently maintains 99.9 percent uptime including scheduled maintenance. Your files are also backed up daily to our disaster recovery datacenters so that your data will be brought back online as quickly as possible in the case of a disaster.

When you sign up for ShareFile, you will receive white glove onboarding and be able to contact us 24/7 to answer your questions or to help solve technical issues.

Security

According to an article in Kaspersky Lab, "Almost all businesses, regardless of their size, have to invite external experts to recover from a security breach. But these expenses are quite low in comparison with losses from downtime and the lost business opportunities caused by an attack. Not all security breaches lead to downtime, but if this does occur (in about a third of incidents it does), it becomes the most expensive consequence of an attack: up to 1.4 million USD for large businesses."

ShareFile is serious about keeping your data secure and avoiding such breaches through:

  • Top-notch encryption. According to Webopedia, encryption is "the translation of data into a secret code. Encryption is the most effective way to achieve data security. To read an encrypted file, you must have access to a secret key or password that enables you to decrypt it. Unencrypted data is called plain text; encrypted data is referred to as cipher text." With ShareFile, your data remains encrypted during transfer and while in storage using up to 256-bit AES encryption — the same protocol used by the U.S. government to protect highly classified files.
  • Multi-factor authentication. A double layer of password protection keeps your files accessible only to selected users.
  • Mobile security. Being able to set expiration policies and track account activity with our mobile app provides you with the same level of security while using your mobile device as when you access your files from your desktop computer or laptop. You can even lock or wipe your device from anywhere in the event that it is lost or stolen.
  • Firewalls. Our securely configured firewalls effectively control and limit access to network segments.
  • File retention. Files may be automatically deleted within a certain number of days (as decided by the account administrator).
  • Account activity reporting. Administrators can access various reports on account activity, usage, permissions and storage. These reports can be emailed to the administrator daily, weekly or monthly.

This white paper provides more detailed information about ShareFile security.

How to sign up for ShareFile

Signing up for ShareFile is simple! In fact, our free, no-obligation 30-day trial allows you to try out ShareFile before you buy.

To sign up for your free trial, simply follow this link and fill out the form with your first and last name, email and password. Then click Start my free trial at the bottom of the form.

Once you click Start my free trial, you will be taken to the welcome screen and asked to provide your company name, company website, phone number and industry. This information helps us create a customized ShareFile website just for you. Don't be alarmed if this step takes a few moments.

Once your account is created, you can choose to take a tour or skip the tour and begin sharing files immediately.

How to share files

Our simple-to-use platform makes sharing files a breeze. Below, we provide several videos that you can follow along with, as well as step-by-step instructions to help get you started using ShareFile.

How to share a file that is stored on your ShareFile account

  1.  Find the file you wish to send in your account and right-click it or click the checkboxes next to multiple files to send them all at once.
  2.  Decide how you want to share the file — by using ShareFile email or by generating a link.
  3.  Click on the option you've chosen.

If you choose to send the file through ShareFile email:

  • Fill out the recipient, subject and message boxes.
  • Click Send.

If you choose to send a file by generating a link:

  • Click Get a link.
  • Paste the link into an email, document, chat app or wherever you need the link to work.

How to share a file that is stored on your computer:

  1. Click the Share button in the navigation bar.
  2. Choose how you would like to share it (email or link).
  3. When you choose to share a file from your computer, the file will be uploaded to your ShareFile file box. Files are retained in the file box for 30 days.

Note: non-admin users must be granted permission to use the file box feature. Users without the file box feature cannot share files that are stored on their computer.

How to upload files

To begin storing files:

  1. Click Create folder (the gray button located in the upper right of screen).
  2. Name the folder.
  3. Click the green Create folder button.
  4. Click Upload files (the gray button next to the grey Create folder button).
  5. Click Browse files to locate the file on your computer and select it for upload. You can upload multiple files by clicking the Add more option.

Notes:

  • If you do not see an upload button, you may not have upload permissions on the account. Contact the admin user on the account to request permission.
  • Upload times may vary.

How to share a folder

To share a folder using ShareFile, follow almost the same steps that you followed when sharing a file.

  1. Go to the folder you wish to share.
  2. Right-click it.
  3. Choose how you want to share the folder — through ShareFile email or by generating a link.

If you choose the email option:

  1. Fill out the recipient, email subject and write a message explaining what you are sharing.
  2. Click Send.

If you choose the link option:

  1. Click Get a link.
  2. Paste the link wherever you wish.

How to delete a file

At ShareFile, we want you to have control over uploading, downloading and deleting your files. To delete a file, follow these simple steps:

  1. Locate the file you wish to delete.
  2. Right-click the file.
  3. Choose the Delete option. Note: In order to delete a file, you must have the delete permission on the folder that the file is stored in or be the original uploader of the file.
  4. To delete multiple files at once, check the boxes to the left of the files you would like to delete.
  5. Click Delete.
  6. Confirm deletion.

Deleted files are held in your recycle bin, so if you accidentally delete a file, you can restore it by finding it in your recycling bin and choosing Restore file.

How to create a client user

For many businesses, being able to effectively collaborate with external users is as important (if not more important) than being able to collaborate with internal users. However, in most cases, external users only need limited access to the files stored on a company's ShareFile account. ShareFile allows account administrators to choose who has access to which account information and can even password-protect files, folders and features.

The following steps explain how to create a client user on your ShareFile account.

  1. Click Manage users in the top navigation bar.
  2. Click the Create client button.
  3. Enter the email address of your client.
  4. Click Next step.
  5. Enter the client's information.
  6. Send welcome email (email window will automatically populate). This email will include the client's ShareFile activation link and provide them with the information he or she will need to access his or her ShareFile account for the first time.

Still have questions about how to share files? Our customer care representatives are happy to help you 24/7. Contact us today for more information!

Ready to try ShareFile? It's free for 30 days. No credit card required.

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