Online Document Sharing – Why You Should Use An Extranet

By Beth Willis

When sharing documents, why is an extranet better than email? The answer is simple: the email, while not ideally suited for groups engaged in project collaboration, is perfect for one-to-one communication.

Most e-mail programs provide little – if any – effective way to prioritize your messages and attachments. Everything arrives in the same place, in the order in which it was sent.

Thanks to the extranet, all project related documents will be automatically captured within a folder dedicated to a project.

It will not be mixed in with the latest joke that’s circulating around the office.

Not to mention that an extranet is able to handle any size document. You run the risk of large attachments not passing through the company firewall if you use an email.

A perfect example would be sharing a power point presentation with a group. With email, you have to break the presentations into small parts, with each section attached to a separate email. The sections don’t arrive at the same time, and it can be quite confusing for everyone involved. Imagine sharing three presentations, each in 3 parts, to six people. That would be equal to nine emails to six people. That would mean it’s 54 messages!

Sending the presentations at the same time, all intact, automatically filed into a single project folder along with all the other related materials is what you can do when you use an extranet.

Don’t forget that everyone also has access at the same time.

Aside from providing a comment function that allows each user to share their point-of-view, many extranets also make it even easier by using automatic email alerts that inform the recipients that the presentations are available.

You will be assured that important documents get to the right place and ready for instant response thanks to the extranet. Related documents and messages are put together as well. All appearing on the same page would be the budget, schedule, strategic plan, power point presentation, everyone’s notes and comments. Sorting through a long list of unrelated emails will not be necessary.

One final point. Secured wit 128 bit encryption are a lot of extranets and these are the same protection used for protecting financial transactions. Email, on the other hand, can land in anybody’s hands, which is OK if you’re sending the latest joke, but not at all funny when it comes to the confidentiality of your most important documents.

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Topics: Software | Comments Off

Tags: Business, business and finance, computer, computer programs, computer software, Computers and Technology, extranet, Finance, internet, internet and computers, Internet Tools and Resources, intranet, Software, technology

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