7 Ways to Share Information with Co-workers
Published: June 30, 2004
Got a document, graphic, spreadsheet, program, or just a thought you want to share with your co-workers? The method you choose to share it depends on the content you're sharing, your personal work style, the tools you have, and if you're at home, in your office, or on the road. Learn about seven easy ways you can share information and get tips on how to use each one.
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E-mail
E-mail is quick, easy, and you're probably already familiar with how it works. Using Microsoft Office Outlook to send and receive e-mail works great for sharing thoughts, issues, questions, and even larger materials when you may or may not need an immediate response. E-mail also gives you a record of your communications.
| • | Easily exchange information | | • | Co-workers can get back to you on their own time | | • | Share information with many people at once | | • | Have a record of your communication |
| | • | May not get an immediate response from co-workers | | • | Some companies have limits on the file sizes you can put in your e-mail, making it difficult to share large files | | • | Requesting reviews of a file (or files) from multiple people can be difficult in e-mail. You would get back multiple versions of the document with different comments and changes in each of them |
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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 Microsoft Windows Messenger, Microsoft MSN Messenger, and Microsoft Office Live Communications Server, you can quickly ask questions and share your thoughts interactively, as well as instantly tell if someone is online and available to talk. In addition, you can have conversations with audio or video, share applications, and collaborate. You also even control how your online status appears to others. Plus, if you're on the move and have a Microsoft Windows Mobile-based Smartphone, you can send instant messages to keep in touch. If your company is using Live Communications Server, you'll have the added benefit of presence awareness. You can detect your co-workers' availability (away, idle, busy, for example) on different devices and in Office and other line-of-business applications.
| • | Real-time text, data, audio, and video sharing | | • | Communicating quick questions and answers | | • | Knowing when co-workers are available | | • | Sending messages on Windows Mobile-based Pocket PCs and Smartphones | | • | Saving time not playing phone or e-mail tag |
| | • | Sharing large or complex information | | • | Documenting your communication | | • | Use of public IM services do not log or encrypt date transmissions |
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Shared Workspace Sites
A shared workspace site is probably the most convenient way for you and your co-workers to work together on documents and projects. Using a shared workspace site in Office 2003, you and your co-workers can share and make comments on documents, maintain lists of important information—such as tasks, related Web 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 from whenever you're connected to the company network. They're a great alternative to using e-mail attachments and file shares to collaborate on files. Learn more about shared workspaces.
Example of a shared workspace site where you and your co-workers can share information
Note A shared workspace site is a Microsoft Windows SharePoint Services site. Your company has to be using Windows SharePoint Services in Microsoft Windows Server 2003 for you set up a shared workspace site. Check with your company's IT department to see how you can get started.
There are also two specialized types of shared workspace sites you can use: Document Workspace site and Meeting Workspaces. Once these shared workspace sites are set up, you can open it in any Web browser or in the Shared Workspace task pane in Microsoft Office Excel 2003, Microsoft Office PowerPoint 2003, and Microsoft Office Word 2003.
| • | Document Workspace sites: Work together on documents more easily. With this type of site, you and your team members can find the documents you're supposed to comment on, as well as announcements, assigned tasks, links to related Web sites, and other relevant information you need to complete your task. Watch a demo about Document Workspaces. |
| • | Meeting Workspace sites: Centralize all the information and materials you are going to use in a meeting—or a series of meetings. You and your co-workers can visit this share site for the most up-to-date information and materials, whether the meeting is still in the planning stages, taking place right now, or has already occurred. Team members can collaborate on meeting materials and other aspects of the project if you let them. Watch a demo about Meeting Workspaces. |
| • | Have one version of a file that everyone can view, modify, and add comments | | • | Consolidate feedback in one file | | • | Set up a shared location to store team and project documents | | • | Keep shared calendars | | • | Manage file revisions and project updates | | • | Have one view of the status of projects and documents |
| | • | Requires IT support to set up and maintain Windows SharePoint Services | | • | Co-workers disconnected to the network won't be able to access the shared workspace site |
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Sending Attachments
Attaching files to e-mail is a great way to share documents with co-workers. Share files you think co-workers might find useful, or ask co-workers to review the file and send it back with their edits. With Microsoft Office, attaching files is easy. You can send the file from directly within the Office program.
If you're asking more than one person to review a file, however, sharing files in e-mail can create a real mess. Imagine trying to coordinate a dozen versions of the same document sent back with different comments and changes. If that is the case, try to create a shared workspace site where you can your co-workers can work together on the file and projects.
| • | Share larger amounts of information than e-mail messages alone can handle | | • | Distribute documents to many people at once | | • | Quickly send documents you think others may find interesting |
| | • | Consolidating feedback from many people into one file is difficult when you receive many different versions of the same file | | • | Many IT departments limit the size of a file you can attach in an e-mail since large files can clog the recipient's e-mail inbox |
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Sending a Fax Using Fax Services
Why print a document just so you can run it through a fax machine? With fax services in several Office programs, you can connect 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, a registration form, or other such document—fax services makes it much more efficient.
| • | Send documents to people who need a hardcopy | | • | Send faxes to an e-mail address or a standard fax machine | | • | Send faxes to as many recipients as you want | | • | Send documents that need a signature | | • | Send documents to people who don't have computers |
| | • | Using fax services to work together on files isn't a viable solution. |
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Network File Shares
A simple way to share large files is to copy the file to a server on your company's network. You can also publish a folder on your own computer as a network file share location. Most companies have policies on using file servers for this purpose, so ask your IT department for your company's policy. Or, talk with your co-workers to learn which servers you can use to create file shares. You may also need permission to create a file sharing location, or there may be dedicated file servers already created for the purpose.
| • | Share large files | | • | Keep archives of files for reference | | • | Give many people access to a file |
| | • | Using file shares to work together on documents. It's difficult to make sure two or more reviewers aren't making conflicting changes. | | • | Working in highly secure environments where access to files shares is rigidly controlled. Some co-workers may not have access to the file share. |
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Storage Devices: CDs, DVDs, or Floppy Discs, and USB Storage Devices
Corporate networks are so big these days we forget that you can just 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 friends 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 discs can only handle smaller files, but you can put up to 650 megabyte (MB) on a writeable CD-ROM, or over 4 gigabytes (GB) on a writeable DVD.
Another option is a Universal Serial Bus (USB) storage device. They enable you to store and move files between a computer or device that has a functional USB port, You may have already seen these devices on key chains ("keychain memory") and wondered what they were. Think of them as souped up versions of the floppy disc that can usually hold as much information as hundreds of floppy discs could. In addition, some of the devices come equipped with password protection to help protect your information.
| • | Works well when you or your co-worker is disconnected from the Internet or doesn't have access to e-mail | | • | Sharing larger programs and files, as well as collections of files (such as pictures and songs) | | • | Taking information with you when you're working away from the office | | • | Quick file transfers between disconnected computers |
| | • | Getting quick feedback or comments on your files | | • | Consolidating feedback from several co-workers | | • | Distributing files to many people at once | | • | Newer computers might not have a floppy disc drive | | • | Floppy discs have file size limitations |
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