Working with files
What you can do with your files or other people's files depends on the access level that is assigned to those files.
About this task
There are three primary levels of access for any file: private, shared with specific people or communities with either reader or editor access, or public. When a file is given public access, anyone can read and download it, even people who are not logged in. After they log in, people can also share the file, add it to a folder, comment on it, and receive notification when someone edits it or comments on it.
File owners can choose to allow other people to share files. When someone shares a file with you, they can give you reader or editor access:
- Reader access: Readers can read, comment on, download, and recommend a file, be notified of changes to the file, and share the file. They can add a file to one of their folders, or to a folder to which they have Editor access.
- Editor access: Editors can read, edit, comment on, download, recommend, upload a new version of, and set file properties. They can be notified of changes to the file, and share it. Editors can also add a file to a folder of theirs, or to a folder to which they have Editor access.
To see what access you and others have for a file, open its file page and click Sharing.
Procedure
Option | Description |
---|---|
To recommend files |
In any list of files, find a file and click the Like option or icon for that file to recommend the file. You can also click the Like option or icon on an individual file page. |
To comment on files |
Open the file page, click the Comments tab, and then click Add a comment. Type your comment, and then click Save. |
To preview a file |
Open the file page, and then click Preview. Preview also is available from the Customizable display list. |
To download files |
Note: If any of the file names you are downloading to the compressed file contain non-English
characters, you can use the Global (default) setting. This setting informs
the compression program to use UTF-8 characters so that all file name characters can be properly
processed during compression. If the file names inside the compressed file are not displayed
correctly after you choose the Global (default) setting, click
Global (default), specify a language value when prompted, and reprocess the
download.
Note: If you perform multiple compressed file downloads of selected files, the first is named
files.zip. Subsequent downloads are named the same but with numbers appended,
such as files(1).zip, files(2).zip. You can rename the
compressed files later.
|
To edit file properties |
Open the file page, and then click Save. You must be an owner or have Editor access to edit the properties of someone's file. To edit properties in the My Files list view, click More> More Actions >Edit Properties. . Change the file name property, description, or file extension, and then click |
To add files to a folder |
Open the file page, and then click Add to Folder. Select a folder, and then click Add to Folder. Alternatively, you can open the folder page, click Add Files, and select previously uploaded files. For personal files, use the Add to Folder option on the file page to add a file to another folder. The file still exists at the original location, but can now be accessed at the new location. Community files can only exist in one folder and can only be moved to Trash. |
To move a file |
You can move one or more files if you have Owner or Editor access to the file and to the
destination location. You can move files in any of the following ways:
Note: Files that are not shared externally cannot be moved to a folder that allows access by
external users.
Note: Non-public files that you do not own cannot be moved to a public
folder.
Note: A file cannot be moved to a location that contains a file with the same
name.
Note: Once a file is in a community, it can only be moved to
Trash.
Note: If a subset of the selected files to be moved are ineligible, then the move will fail.
|
To lock or unlock a file |
Open the file page, and then click or .Note: An editor can lock a file but can unlock only a file that they locked.
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