Large files, like videos and graphic design files, take up a lot of space and can be hard to transfer. You need them for your job, or your hobby, and there’s not an easy way to sharply reduce their size without suffering a drop in quality. So what’s the best way to handle them without losing your mind?
How to Manage Your Biggest Files
These tips can help you conveniently and efficiently manage your biggest files:
- Invest in better file sharing software. One of the most important steps you’ll need to take is investing in better file sharing and file storage software. There are hundreds of options to choose from in today’s market, and most of them have the power to make your file storage, sharing, organization, and management more convenient. However, not all of them offer the same range of features. Do your research and try out a variety of different file storage and sharing tools; go with an option that gives you the most flexibility, an easy user interface, and a reasonable cost. Once you have good file management software on your side and you know how to use it well, you’ll be much more efficient with your file management.
- Utilize compression. Thanks to file compression, it’s possible to reduce the number of bits and bytes used by a file without jeopardizing the integrity of that file. Different compression algorithms work in different ways, but all of them function by getting rid of redundancy and unnecessary waste in the file itself. With the right approach to compression, it’s possible to greatly reduce the size of your biggest files without lowering their quality.
- Break the file up. Most of the problems with managing large files will go away if you’re working with smaller files; they’ll be easier to send, easier to work with, and they’ll take up less storage space. One option for certain types of files is to break the file up; instead of having a single 2-hour video, consider breaking it into 4 30-minute videos. Instead of a 1,000-page PDF, break it up into 10 100-page PDFs. It’s not going to work for every type of file, but it might be a straightforward option for you.
- Learn how to send files faster. There are many strategies you can use to send large files faster. For example, instead of emailing or sending a file in its entirety, you can send a link to your recipient and have them access the file on a cloud storage platform remotely. You can also use a variety of settings in your file storage and management system to streamline the processes of uploading and sharing.
- Be wary of file attachment limits. It’s still common for people to try to attach certain files to an email and send them to a recipient that way. However, it’s important to be wary of attachment limits. Certain organizations limit the size of files that can be sent and received using their email servers – and certain email providers set a strict limit on email attachments as well. Keep this in mind if you want to guarantee deliverability of your file and be ready to find an alternative to basic email attachments.
- Store your files in the cloud. The most convenient way to store and work with large files is to upload them and keep them in the cloud. Most modern file storage and sharing software apps are based in the cloud, so it shouldn’t be hard to find an appropriate solution for your needs. Storing files on a local server or local drive just isn’t as secure or cost-efficient.
- Make use of advanced security settings. When working with your platform of choice, take some time to review and modify the advanced security settings. You may be able to encrypt your files and/or password-protect them. You may also be able to make them available only temporarily. Making use of these settings will help you keep your files more secure.
- Establish protocols for collaboration. If you plan on collaborating on large files, be sure to establish protocols for those interactions proactively. Who gets access? How do you manage different versions? Which tools can you mutually share?
Finding Your Own System
These tips are designed to work for the majority of users, regardless of what types of files you’re working with or what your primary goals are. But if you’re in a professional work environment, if you’re running your own business, or if you want to streamline your efficiency even further, it’s important to design your own system for creating, managing and sharing your files. The more experience you get, the more tricks you’ll learn, and the better you’ll be able to manage your own data and files.