File sharing terms everyone should know

Anywhere access:

This refers to the ability to access your files stored in a cloud drive from anywhere that you have an Internet connection on any of your devices.

Autosave:

Many apps that run on your PC such as Word, Excel and PowerPoint are connected to a cloud service that can automatically save your file as you work on it at regular time intervals, e.g., every three seconds. This way, you don’t have to worry about saving your work. It’s done automatically.

Backup:

In business settings, backup typically refers to a system which creates daily or hourly copies of all of your business data and files. This backup can be used in the event of data loss. Backup systems are different from and operate independently of cloud storage, which offers you online access to your files.

In consumer or personal settings, backup often refers to having files stored on both your device and on your cloud drive. However, one should be clear about how their cloud storage provider works. Many cloud storage providers sync files between a user’s device and the cloud. Syncing is different from backing up. With backup, once a file has been copied to the cloud, it remains there unchanged until it is deleted.

In contrast, with sync, all changes to the file are uploaded to the cloud and downloaded back to all your device. With sync, your devices and cloud storage contain precisely the same set of files. If you delete the local copy of your synced file, the cloud storage service will also delete it from you cloud account. With backup, when you delete a local file, it is not deleted from the cloud.

Block downloading:

This is a security and privacy control that allows you to share a file and allow people to view and edit it, but not download the file.

Cloud storage:

A platform that allows you to store your files online and access them from anywhere with an Internet connection, on any of your devices.

Cloud drive:

The area where your files are stored in your cloud storage service.

Collaborate:

To work together on a shared task like writing and editing a Word document. With cloud storage, numerous team members can edit a file at the same time. The shared document shows the names of everyone who collaborates on it. All changes occur in real-time, so the file is automatically updated across everyone’s copy simultaneously.

Comments:

The cloud storage drive typically allows you to add and respond to comments on a shared file such as a document, deck, spreadsheet or photo.

@comments:

If you use the @ symbol with a fellow collaborator’s name when commenting on a document, the @ mentioned person receives an email message containing a link to your comment. By clicking on the link, they can open the document and take part in the conversation.

Comment notifications:

Team members are notified via email when someone adds a note or comment to your file. These notifications ensure that all participants stay up to date during the editing process.

Cyber security:

See security

Data security:

See security

Edit:

When you share a file, you can designate whether the person you are sharing with can view the file only, comment on the file or edit the file. Someone who has permission to edit a document can make and save changes to the file. (Tip: Turn on “track changes” so you can review and approve any changes made to the file.)

Expiring sharing links:

This feature lets you set an expiration date for a shared file link. After that date, anyone with whom you have shared the link will be unable to access the file on the cloud storage drive. This often applies to time-sensitive projects that no longer require others to edit after a specified date. However, with your authorization, team members can continue to share links after the expiration date.

Expiring shared links:

See Expiring sharing links

File naming convention:

Finding your files and shared files tends to go better when we adhere to a common pattern of file naming, also known as a file naming convention. For example, if you’re working on the 2021 sales plan, you might establish a naming convention that calls the file SalesPlan2021_v1, v2, etc. That way, if someone is looking for the sales plan, they will be able to find the right file just by scanning the names.It’s wise to consider using the keywords in the file name so that others can find via search.

File protection:

When your work and personal files are synchronized to the cloud (See file synchronization) you can access them even if your device is lost or broken.

Family sharing:

This refers to the ability to share files stored on your cloud drive with a predefined group of people. You can share individual files or folders with that group.

File synchronization:

With synchronization (often referred to as sync), your file, as well as all changes to them, are uploaded to the cloud and downloaded back to all your device. With sync, your devices and cloud storage contain precisely the same set of files, and if you delete the local copy of your synced file, the cloud service will also delete it from you cloud account and vice versa. If you change a file on your device, it will be instantly, synchronously updated in the cloud.

File transfer site:

These are websites that allow you to upload a file and then share a link to that file. While these sites are one solution to the problem of sending a large file via email, they are often not secure

File versioning:

A cloud storage service can maintain numerous versions of the same file. That way, if you or a team member makes unwanted changes to a document, you can easily restore a prior version that doesn’t have those changes.

Mobile file sharing:

Sharing a document, photo or file from a cloud storage mobile app on your phone. Mobile apps provide anywhere access and sharing to your cloud files.

Offline access:

When you designate a file as having offline access, the file is downloaded to your device and stored locally so that you can access it even when you are not connected to the Internet. Then, when you reconnect, the device automatically syncs the file to your cloud drive.

Password-protected sharing links:

When sharing a file via cloud storage, you can establish a password to prevent unauthorized access to the file. Only people with the link and the password can access the file.

Permissions and controls:

You can establish who may access your files on the cloud drive. And, for each person with such access permissions, you can control their level of access, e.g., read-only, edit and so forth.

Privacy:

It’s worthwhile to understand what your cloud storage provider does with your data. These privacy policies cover how providers handle your files and data. Most services have a privacy policy that will state: 1) What data of yours is collected and how it is stored. 2) Whether and/or how your data might be shared with third parties or used to target ads to you. 3) Whether or not the service complies with certain regulatory acts such as GDPR, HIPAA, GLBA, and CCPA.

Privacy policy:

See privacy

Real-time collaboration:

Multiple people can usually collaborate in real-time on docs, spreadsheets, and other files stored in the cloud. For example, they can all edit and add to the file at the same time and all the changes are reflected to all users in real-time. For example, if Sam adds a word, then everyone working on the document will instantly see the word that Sam added.

Recycle bin:

The recycle bin is a space on the cloud drive that holds deleted files for a period of time, typically 30 to 90 days. This way, if you delete a file by accident, or decide you need a file you thought no longer required, you can go into the recycle bin and restore it to your cloud drive.

Secure sharing:

This feature enables you to share file with a password-protected link. Only people who have the link and know the password can access the file.

Security:

Cloud storage security is an essential element of the file-sharing. A trusted cloud storage service has many protocols in place to protect your files from loss and from cyber threats such as ransomware. In general, protecting files is known as “data security.” When selecting a cloud storage service for your business, be sure your provider offers robust security options.

Sharing link:

These are URLs linking to your shared files or folders in your cloud drive. You can send these links to others so they can access the file or folder.

Sharing policies:

Sharing policies allow an organization to control how their users can share files with people inside and outside the organization.

Sharing reports:

When system admins at an organization want to see which company files have been shared via cloud storage internally or externally, they can run sharing reports which show the details for any files that have been shared.

Sync:

See file synchronization

Track changes:

With this feature, all changes made to a document are color-coded so that you can easily see the changes made by others. If you are the document owner, you have the option to accept or reject any change.

Varied permissions:

You chose who is approved to view, comment on, edit or reshare files. You can limit access to one individual, a group or all company employees.

Vault:

An area of your cloud drive that requires a second step of identity verification to access. While top cloud storage providers are highly secure, a cloud vault adds an extra layer of security for sensitive files. If someone gains access to your device or to your account, they would not be able to access the files in your vault, as those are protected by a pin or fingerprint identification.

Version history:

With this feature, you can see every draft of the document since its initial creation or since a certain time frame, such as the past 30 days. Version history also guards your document in case unwanted edits.

View:

Any person that you share a file with can view that file. Typically, the recipient does not need a cloud account and does not need to login to view a shared file.