When collaborating on projects or just sharing memories with friends and family, we’re often asked to share a file with someone else for them to access from their own device.
The process of sharing files can vary depending on a number of factors, such as the tools and platforms you use and why you need to share files in the first place. But what is “file sharing,” anyway?
In this guide, we’ll present you with a deep dive into everything you need to know about file sharing—including what it is, how it works, different types and methods, and what to look for in a file-sharing service.
A simple “file sharing” definition
File sharing is the process of copying or moving one or more digital files between devices over a network or internet connection.
Depending on the software you are using, the type and size of file you can share varies. However, with many services, you can share documents and PDFs to images, audio and video files, and even computer programs.
How does file sharing work?
There are a few ways file sharing works.
A program may access files on a computer or server, which is known as peer-to-peer (P2P) file sharing. Files might also be stored on a physical or cloud-based server and then transferred to another device.
A device like an external hard drive can also be used to store data from a computer. This stored data can then be transferred by connecting the device to another computer.
Different types of file sharing
There are several types of file sharing. The right one for you depends on your needs (such as time and costs) and data security priorities.
Removable media
This is a physical storage device, like an external hard drive or memory card, which is used to extract and store data from a computer.
When and why to use it
Need convenient or quick transfers, say if you’re at a conference and need to share large presentation files with a colleague? Removable media is the ideal solution.
Client-server file sharing
This is a program, such as file transfer protocol (FTP) software, which stores files in a server and sends them to users when requested through a user interface.
When and why to use it
Client-server file sharing is particularly useful when collaboration and centralized control are key. For example, if you need to share company files—where maintaining security while facilitating collaboration is important.
Peer-to-peer (P2P) file sharing
Peer-to-peer file sharing allows you to transfer a file directly from one computer to another without the need for a server.
When and why to use it
When you want informal, decentralized sharing among trusted individuals, P2P file sharing can be the right option. People often use it to share a collection of large media files.
Cloud-based file sharing
When it comes to cloud-based filing sharing, files are stored in a third-party cloud provider, like Dropbox, and can be opened or downloaded to the device of a user with access.
When and why to use it
Cloud-based file sharing is perfect for remote teams working on a project together. In need of real-time collaboration, version control, and access to files from all devices? Dropbox could be exactly what you’re looking for.
Common file sharing methods explained
There are a few different ways to share files—some are easier and more efficient than others.
Operating system
Tools built into your computer’s operating system, like a network drive, let you share files over a local network.
File transfer program
These are services that transfer files over the internet via a server. Some of these services require a paid account.
Messaging app
Email, text, or message apps let you send attachments. This includes mobile, desktop, and web-based services like WhatsApp, Facebook Messenger, or Slack.
Cloud transfer
Services like Dropbox allow you to share files from anywhere on any device—even if the person you’re sharing with doesn’t have a Dropbox account.
What to look for in a file sharing service
Ultimately, the file sharing system you go for will depend on your needs. Most people can sync and share all their files with no problem using easy file syncing features from Dropbox.
This way, you can share files, collaborate, and store data right from your Dropbox account. With Dropbox, you can even share large file types without losing quality.
Let’s explore some more reasons why Dropbox is the best choice for file sharing.
Security
A good file sharing method should maintain the integrity of your data. That is to say, email and text aren’t the best ways to share sensitive or confidential files, as messages can be intercepted.
A cloud-based alternative like Dropbox offers enhanced security features like the ability to disable file downloads and granular permissions for shared folders.
To control who can access files and when, Dropbox enables you to restrict shared files to view-only access permissions. You can also password protect files and set expiration dates for the files you share.
Speed
Sometimes when you’ve got a deadline to meet, gathering the right documents from your collaborators can be a major cause of stress. In today’s fast-paced digital world, you don’t want sending your files to take all day.
Your file sharing method should enable you to share data over any distance seamlessly. Cloud services like Dropbox enable you to share files across devices in a flash.
Plus, the Dropbox mobile app lets you share links to files from your iPhone or Android—so you can keep your workflow moving, even while you’re on the go.
Performance
Need to send a large, graphics-heavy PDF report to your colleagues or clients? Attaching it to an email would be difficult—if not impossible.
You should always check the file size limits before committing to a file sharing system. With Dropbox, you can create a shared link to send large file types to anyone on any device.
After you’ve shared your file, Dropbox cloud file sharing services give you real-time updates—so you can see who’s added, edited, deleted, renamed, or moved an online file.
Need a more substantial solution? Dropbox Transfer allows you to send files up to 250 GB without taking up space in your cloud storage.
Ease of use
Some methods for sharing files are more complicated than others. Ideally, your file sharing solution of choice should be user-friendly, intuitive, and easy to get to grips with.
With Dropbox, file transfer is as simple as sharing a secure file link. This way, you can easily send large files like video clips and photos—without having to worry about compressing them to fit your email attachment size limit.
Stress-free file sharing with Dropbox
File sharing with Dropbox is quick and simple. By using Dropbox, you can store and sync anything—from photos and videos to zipped folders and large CAD files. Share your files and folders with anyone, even if they don’t have a Dropbox account.
