With Gmail you can keep control of attachments you share.
Gmail offers two ways to attach your file to an email. The traditional "paperclip" icon where your complete file gets uploaded to the email and sent to the recipient. The other (and better option) is through the "Google Drive" icon, where you can select a file already in your Google Drive for inclusion or upload your file to Google Drive and include it in the email.
Avoid losing control of your file.
The "paperclip" option to attach a file to an email you are composing in Gmail is a throwback to the earlier days of email, before online file storage and sharing were a thing. When you opt to use the paperclip to attach your file, the whole file gets uploaded to the email and sent. As soon as you send the email, you no longer own that file; you have given that file to the recipient to do as they please, as that file will now reside on their computer systems.
Not only do you need to trust they will keep the file safe so it does not get hacked or leaked or left somewhere - they will have full access to edit, manipulate and share the file with whomever they please without your knowledge for as long as they like.
How to keep control of your file.
When you insert your attachment into an email through Google Drive, you keep control of the file as the file you are sharing remains in your Google Drive - all the recipient gets is a link to access the file. When they click the link, the file opens on their computer, but it is still located inside your Google Drive.
Imagine you are sending a proposal to a new lead; there are possibilities that changes may need to be made to the document later on. You may even need to revoke access to the file if the lead does not convert. When you share through the Google Drive option in Gmail, you can make changes to the file (without emailing the new version). The recipient will automatically see the latest version when they click the link. You can also prevent the file from being shared onwards and revoke access to the file if required, along with other options - at any point in the future.
Inserting documents and files using the Google Drive option in Gmail is the best way to share a file with someone while keeping ownership of that file.
Control access to your files
If your business shares a lot of files externally, you'd be best to share them in a way that lets you keep control of the contents, which in the end, is your business’s intellectual property and has value. With IT assistance and support from Kimbley IT, you get Google Drive included in your package. Book a video call now to find out more.
