Sharing information

Different ways of sharing documents and other information. Which is for you?

Got a document, graphic, spreadsheet or just a thought you want to share with clients or co-workers? Learn five easy ways to share information and the benefits and challenges of each.

1. E-Mail

E-mail is quick, easy and you're probably already familiar with how it works. Using Microsoft Office Outlook 2003 to send and receive e-mail works great for sharing thoughts, issues and questions. Attaching files to e-mail is a great way to share documents and larger amounts of information than e-mail messages alone can handle. Share files you think co-workers might find useful, or ask co-workers to review the file and send it back with their edits.

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2. Instant Messaging (IM)

When you want an immediate response, you're probably looking for a conversation, and that's exactly what IM provides - a two-way electronic conversation. With IM programs such as Microsoft Windows Messenger and services such as MSN Messenger, you can interactively ask questions and share your thoughts, as well as instantly tell if someone is online and available to talk. You even control how your online status appears to others.

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3. Shared Workspace Sites

A shared workspace site is probably the most convenient way to collaborate on documents and projects. Using a shared workspace site in Office 2003, you and co-workers can share and make comments on documents, maintain lists of important information - such as tasks, related sites, and contacts - and keep each other up to date on the status of a given project. You can even receive e-mail alerts to be notified when items (such as the status of a task) are changed. You can access shared workspace sites whenever you're connected to the company network.

Note: Windows SharePoint Services in Microsoft Windows Server 2003 are required for you to set up a shared workspace site.

There are also two specialised shared workspace sites you can use: Document Workspace site and Meeting Workspaces. Once these shared workspace sites are set up, you can open them in any web browser or in the Shared Workspace task pane in Microsoft Office Excel, PowerPoint and Word 2003.

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4. Using Fax Services

Why print a document just so you can run it through a fax machine? With fax services available in several Office programs, you can connect with your PC directly to a fax service provider that will send the fax for you - and you never have to print your document. If your work requires faxing a document - such as a contract for signing, a purchase order for approval or registration form - fax services makes it much more efficient.

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5. Storage Devices (CDs, DVDs, Floppy Disks and USB Devices)

Sometimes the simplest way to share information is to simply copy your file onto a storage device and hand it (or ship it) to someone. It's a handy way to share presentations, digital photos, videos and audio files with your work colleagues and clients or to carry files between work and home. If the recipient isn't on a network, or the file is really big, sometimes it's still the best way to go. Floppy disks can only handle smaller files, but you can put much more on a writeable CD and more still on a writeable DVD.

Another option is a Universal Serial Bus (USB) storage device, which includes very small USB flash drives. They enable you to store and move files between a computer and device that has a functional USB port. They can usually hold as much information as hundreds of floppy disks could. In addition, some of the devices offer password protection to help safeguard your information.

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