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The ultimate guide to cloud-based file sharing

Cloud-based file sharing is a staple in the toolkits of many employees, but IT can use the cloud to make work easier too.


For many workers, cloud-based file sharing is indispensable: They use it for lots of different purposes, and they reach for it often.

The cloud can be helpful for IT administrators, too, but there are some caveats. You have to know the basics about the cloud, and then you have to choose the right cloud-based file-sharing service. You also have to trust your users not to mishandle company data. If those stars align for you, then employees' cloud use can reduce your workload, improve their productivity and happiness at work, and save your company money.

Read on to learn more about the benefits and drawbacks of cloud-based file sharing in the enterprise, including some expert tips and approaches to make the cloud work for you.

1In the know-

Cloud-based file-sharing technology

Before you get started with cloud file sharing, there are some things you need to know. It's important to stay up to date on cloud terms. You also need to know about the benefits of cloud: Using it can save your company money, but you don't always need to look to third-party providers. You should be familiar with the limitations of cloud-based file sharing because it's not a magic pill. And it's critical that you know what to look for in a cloud service provider.


Ten cloud file-sharing terms

It's not easy to keep up with all the technologies and terms that go along with cloud-based file sharing because the market is constantly changing. Check out this guide to cloud definitions to brush up on the basics. Continue Reading


Ten more cloud-based file-sharing definitions

If the first ten terms weren't enough for you, here are ten more you can read up on. These are a little more advanced and include newer terms such as SoMoClo and SoLoMo. Continue Reading


Need-to-know info about cloud-based file sharing

Companies use the cloud and file sharing for different reasons. Sometimes it's to give workers access to files and data, and sometimes the cloud is an alternative to old-school backups. Regardless of how or why you use the cloud, you need to know about its weaknesses. Continue Reading


Users ditch file servers, VPNs with cloud file sharing

Employees' cloud-based file-sharing habits let IT get rid of file servers -- and the management and maintenance woes that go along with them -- and can reduce the costs associated with virtual private networks. Continue Reading


You don't need public cloud for mobile file sharing

The terms cloud and mobile file-sharing aren't the same thing, and you don't need to turn to the cloud to enable file sharing. Many providers have on-premises tools that can get the job done. Continue Reading


Evaluating six enterprise cloud storage services

There are tons of cloud storage services to choose from, including Dropbox for Business, Box, Google Drive. When you're looking to pick a provider, make sure you know what features you can get from each service, and make sure those features meet users' needs. Continue Reading

2Mail and apps-

Cloud email and productivity applications

Though concerns over the security of corporate data in personal cloud apps and email accounts might keep you up at night, IT actually has a lot to gain Cloud email, apps and productivity suites have become a part of the way employees work today. Though concerns over the security of corporate data in personal cloud apps and email accounts might keep you up at night, IT actually has a lot to gain. If you trust your users to do the right thing and you select the right cloud providers, cloud apps and email can decrease your overhead and your workload, all while improving employee productivity.


How cloud storage and collaboration affect email

Communication via email isn't dead and it probably won't go away any time soon. But social networking, cloud storage and collaboration tools make teaming up with co-workers a lot easier. Continue Reading


Will cloud email replace enterprise mail?

You might not like employees using personal cloud email at work, but that doesn't have to be the case. Cloud email has advantages such as improved flexibility and lower operating costs. Continue Reading


Where file sharing and email meet

Sometimes files are too big to send from a corporate email account, and that's one time that users turn to personal email accounts. Services such as Gmail can support those big attachments because they're sent through the cloud. Continue Reading


Five cloud app suites and collaboration services

Cloud-based business application suites and collaboration services can be appealing for IT because they require fewer IT resources and less maintenance. Check out these five options, including Office 365 and Google Apps for Business. Continue Reading


To make cloud productivity apps work, trust users

If you can trust your workers and the cloud service providers you've chosen to be careful with how they handle your company's data, then cloud apps can help users do their jobs and lighten IT's workload. Continue Reading


How to deliver cloud-based mobile apps

If there's one lesson to be learned from Bob Villa, it's to measure twice and cut once. But when it comes to building mobile cloud apps, write your apps one time for all the OSes you support, then deploy those apps many times. Continue Reading


With cloud-based file-sharing apps, take back control over data

It's easy for workers to use personal cloud services to store and share data and do so without any IT oversight. But if you offer employees cloud file-sharing apps to use, you'll know where company data is being stored. Continue Reading

3Lock it up-

The cloud and security concerns

Cloud services have been hacked and corporate data has leaked. It may not have happened to your company, and it might not in the future, but there are still some concerns around the security of cloud storage services and file-sharing tools. Make sure you know how data can be compromised and it will be easier for you to defend against those risks.


How cloud-based services endanger data security

When workers use personal cloud-based services for work, they can jeopardize the security of corporate data. Users often leak files or make them public without knowing it. Continue Reading


Six ways to prevent data loss in mobile environments

It's important to have data loss prevention strategies in place before data has a chance to leak. Consider educating workers about their cloud habits and using digital tags to keep corporate data safe. Continue Reading


With cloud email services, business and personal worlds collide

Corporate inboxes can have many restrictions that force users to forward work email to personal cloud email accounts, which can have significant security and compliance implications. If you want users to stop forwarding mail, give them corporate email that feels like cloud. Continue Reading


Box's security features ease some cloud concerns

Enterprise cloud service provider Box has security features -- such as multiple permissions layers, authentication and mobile device management integration -- that can help you feel good about letting workers use the cloud. Continue Reading

4Show your stuff-

Quiz: Business cloud storage and file sharing

Now that you've brushed up on the cloud and file sharing, take this quiz and see how much you really know.

Take This Quiz

5Get it straight-


Check out these definitions and learn more about cloud-based file sharing and cloud service providers.

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Sharing files on the cloud could pose a security risk for many businesses, esp. if any users can share any files/folders online using a browser. A better solution is to use a cloud drive mapping solution. An admin user can share several folders with different permissions. A regular user will map a drive to a shared folder, where the folder is already shared and the permission is pre-set. This works like a traditional file server in the cloud and is the best way of file sharing.