Here’s a question (with variations of it) we get from the first-timers of Zoho.

I have a document/spreadsheet/presentation that is to be emailed every time to a ‘prospect/client’ or to my ‘boss/peers/co-students/teacher for review’. In the former instance, “I don’t want the doc to stay in my prospect/client’s inbox (as documents soon become obsolete)”. And in the latter instance, “I and my boss/peers/co-students/teacher end up having multiple versions of the file, adding to my/their email clutter”. How can Zoho help me here?

Well, this is one of the fundamental problems solved by Zoho. Let’s say you have a .doc or .odt file. You have a few options in Zoho that would make things easier for you.

  • Import your document into Zoho Writer
    • Share it by giving the email addresses of your prospect/client, boss,peers, co-students or teacher. They will receive an email with a HTML link (URL) which they can click on to view the document. They can edit the document too, directly inside Zoho Writer if you have given them proper permission
    • Make the document public (if it doesn’t contain anything confidential) and give the URL to anyone who would like to view it.
  • Upload your document to Zoho Viewer. You get a URL which you email to everyone concerned & they can view it. Use the Zoho Viewer option judiciously – there’s an option where you can choose the URL to expire after a certain time period

Here’s a short screencast (our first attempt. bear with the video/audio quality please!) explaining the above options. For better clarity, view the video in Full Screen mode.

There are other advantages too.

  • No compatibility issues that come with using different types and versions of desktop software
  • You can keep updating your document and the latest version’s available for your prospect, client or whoever you want it to be viewed
  • Live collaboration is possible – you and your collaborators can work on a document or spreadsheet in real-time
  • And, you can chat too (using the embedded Zoho Chat)

Use Zoho. Say NO to email attachments.

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  1. Jono

    $10 to backup my data – are you joking, this is a complete ripoff Zoho…

  2. Jono

    $10 to backup my data – are you joking, this is a complete ripoff Zoho…

  3. jstickley

    Is there a timeframe for this functionality? Please provide the date if one exists.

  4. jstickley

    Is there a timeframe for this functionality? Please provide the date if one exists.

  5. Perry

    I agree with Jian. At a minimum, zoho should offer the ability to download all data at once for backup. Selecting individual documents is too cumbersome.

  6. Perry

    I agree with Jian. At a minimum, zoho should offer the ability to download all data at once for backup. Selecting individual documents is too cumbersome.

  7. Jian

    I also want an application which can synchronous all zoho data with desktop-file so we can read these file when Internet is not well.

  8. Jian

    I also want an application which can synchronous all zoho data with desktop-file so we can read these file when Internet is not well.

  9. Jian

    I really agreen with George.
    BTW, it would be better if we can synchronous zoho with desktop file, I mean we can choose reading zoho offline-file(desktop file) when something wrong with internet.
    So, I think an desktop-application is very necessary to do synchronization.

  10. Jian

    I really agreen with George.
    BTW, it would be better if we can synchronous zoho with desktop file, I mean we can choose reading zoho offline-file(desktop file) when something wrong with internet.
    So, I think an desktop-application is very necessary to do synchronization.

  11. George

    This is still insufficient. I want to be able to backup data from all services / applications in a single step. Individual and small batch backups are good only for incrementally backing things up. There really needs to be a better option here.

  12. George

    This is still insufficient. I want to be able to backup data from all services / applications in a single step. Individual and small batch backups are good only for incrementally backing things up. There really needs to be a better option here.

  13. DrJ

    How do you export data from Zoho Discussions?

  14. DrJ

    How do you export data from Zoho Discussions?

  15. jimcurran1

    I’m developing an app which exports small files for use in another app. Would there be a $10 charge for each of these exports?

  16. jimcurran1

    I’m developing an app which exports small files for use in another app. Would there be a $10 charge for each of these exports?

  17. Ramesh

    As mentioned in the post, There is a batch export option available from the sidebar. Go to sheet.zoho.com. Select upto 10 spreadsheets from the sidebar and use the Actions menu in the sidebar to batch export the selected files as a single zip file.

  18. Ramesh

    As mentioned in the post, There is a batch export option available from the sidebar. Go to sheet.zoho.com. Select upto 10 spreadsheets from the sidebar and use the Actions menu in the sidebar to batch export the selected files as a single zip file.

  19. noahkalson

    Is there a way to backup all the Zoho Spreadsheets at once or does each sheet have to be exported individually?

  20. noahkalson

    Is there a way to backup all the Zoho Spreadsheets at once or does each sheet have to be exported individually?

  21. juliet

    I’m just wondering can i download small reports or bits of data (but not entire datafile- like a list of names of people who attend an event for name tags etc) without incurring a cost of $10?

  22. juliet

    I’m just wondering can i download small reports or bits of data (but not entire datafile- like a list of names of people who attend an event for name tags etc) without incurring a cost of $10?

  23. jason

    Do you charge $10 each time a user export their data?

  24. jason

    Do you charge $10 each time a user export their data?