Prepare a Shared Folder for Your Next Special Occasion

Robert Friedman

November 17, 2022

Preparing for an upcoming celebration with is as simple as setting the table for your family and friends. Shared folders are a safe and secure way to gather and preserve the memory of your important traditions. They keep your family and friends connected throughout the years. Shared folders make it possible for you and all the special people in your life to easily collect and enjoy your photos, videos, and documents together. 

Here’s why you should add a shared folder to your event planning checklist.

Traditions Are The Stories That We Write Together

We all have special traditions that we cherish and hold dear, whether they are observed with our family, our friends, our community, or even just by ourselves. Our traditions, like all stories, have three parts: a beginning, a middle and an end. 

We can spend weeks or months preparing, organizing, and decorating for a special occasion. When we finally convene with our special people, we let loose and revel in the moment. And in the end, we return to our daily routines. We store the decorations and ornaments for safekeeping and start looking ahead to doing it all over again. However, it is important that we also consider the special role that photos, videos and other digital files play in the observance of our traditions. 

Research shows that the more attention we devote to each of these three stages, the more joy we derive from our traditions. This means the more time you spend preparing for an event the more you will enjoy and remember it.

We look forward to our summer family road trips, the winter holidays, our friendsgiving dinners, the renaissance fairs, weddings and milestone birthdays. Thinking about the celebrations to come is an important part of the celebration itself. Getting into the spirit of a tradition offers a preview to the joy that awaits you.

So take pleasure in thinking ahead to everything that you will do with your family and friends. Prepare a shared folder that you will use to preserve the memories of your special tradition.

Get Your Shared Folders Ready

Budget time to create a shared folder in advance of your next big occasion. This will ensure that you know what you’re doing and can help others. Follow the steps below to make it easy for your special people to add their contributions. Or consult this detailed step-by-step tutorial for more help.

First, pick one of the archives you own or manage to host the shared folder. If your existing archives are not a good fit then create a new one. Your personal archive might make the most sense to your friends and family. If this is a community or professional event, then a group or organization archive might be a better fit.

Next, create a new folder in the Private Files Workspace where you want to collect. Make sure to give the folder a simple name that represents the occasion and will be clear to others. You don’t have to wait until the event to start collecting materials. Invitations, agendas, menus, playlists and other planning materials can be an important part of the story you want to tell.

Create a list of moments that you will want to capture and preserve that you can reference during the event. Consider group photos, important moments, or special activities you want to record and share.

Finally, create a share link for use now or later. Paste the share link into text messages and emails. Post the share link on social platforms. Make sure to adjust the share link settings to suit your needs first. 

Send the share link to your friends and family so everyone can participate in preserving your cherished tradition together. Learn more about how our Mobile Share to Permanent feature makes it easy to archive in the moment.