When you and at least one other person need to collaborate on a common set of files, you can set up a central location to store the files. Optionally, this central location can track whether a file has been checked out for use.

Many groups have a common set of files that grows over time, but these files are rarely changed once they are added. In this case, many people may need to add to the archive without needing permission to delete or re-organize files, while many of the same or an entirely different set of people may need access to read the archive.

Even if you’re just trying to exchange one file with one other person, a file server can help you step around the problems of Internet email in the modern age. For instance, because of viruses and worms, many companies and some ISPs ban all or certain kinds of attachments, even from or to Mac users who can’t be infected but can accidentally transmit attacks by forwarding attachments.

In other cases, you or your recipient might not be able to receive attachments larger than a certain size or might pay extra to store a mailbox with a large attachment. And for people behind relatively slow Internet connections, being able to choose when to start long downloads rather than having them delay other email is a boon.

In any of these circumstances, a file server can help you and your users bypass the hassle of email.

File sharing includes simple downloads: perhaps you need to distribute a software product, a book in electronic form, or other data to a large group of people. That group could include users with accounts and passwords on the file server or anyone at all.

File sharing is useful even to consumers with a couple of Macs at home. Many people want to share a collection of music or photos among a few computers; all that’s necessary is to set up file sharing and to configure iTunes and iPhoto properly, or—if appropriate—to use the built-in sharing features in these programs. See Share Digital Media Files to learn more.