File Dropbox Service

Transcription

1 Information Services What is it? The dropbox service provides a means of sending and receiving very large files. Information Services recommends that you do not send files larger than 5MB via because Attached files increase in size by around 33% due to the coding used for transmission; Mail systems may impose limits on the size of s they accept, typically around 5-10MB; Large s may cause problems to the intended recipient because of storage quota limits. The dropbox service avoids all of these problems and allows you to transfer files up to 8GB in size (larger than an entire DVD). How does it work? The dropbox system acts as a store that both you and your intended recipient can access. To send a file, you will upload it via your web browser. The system then sends an to the recipient to tell them the file is waiting for them, and they can download it. The process is described in detail below. Who can use it? The system is available for all members of University staff. Either the recipient or the sender of each file must be a member of the University staff. Thus the system can be used to transfer files between staff and students or external users, but not, for example, between students, or between students and external users. How can I send files? Connect your internet browser to and log on using your normal PC username and password: 1.

2 From the Home screen, select Drop-off: Then check your name and address details and click Next: 2.

3 Click the green + in the To: box to add the necessary recipients (please check the recipient address(es) carefully because if this is incorrect you may not be notified): Click the Choose file box against File 1 to select your first file for upload, using a standard file selection dialog. Note that if you upload multiple files, for each file you add, an extra file selection box appears. You can add comments against each file, and a covering note to the recipients: 3.

4 Once you have selected all the files you need, click Drop off files to start your upload. When this is complete (which can take several minutes for multi-gigabyte files), you will be shown a summary of the drop-off, similar to this: 4.

5 At this point an will be sent to the recipient address(es) you specified, providing a link for downloading the file(s). The drop-off will be retained on the system for up to 14 days (if not deleted by you or your recipient during this period). You will be sent an when the file is picked up. You can select Outbox to view all the drop-offs you currently have on the system: How can other people send files to me? The process is similar to the one described above, but an external sender will obviously not be able to log on with a University username and password. Instead, they must supply their address and the address of their intended recipient (which must be a University staff address). From the home screen, they should click the Drop-off button 5.

6 Then they need to fill in their name and address details, and complete a captcha test (this is to prevent abuse by automated scripts), and click the Send confirmation button: They will then be sent an containing a link to the upload page. The process is then as described above: the sender provides the recipient s address (which must end ) and selects and uploads the file. The system then sends an to the recipient with a link to pick it up. You can also check for files that have been dropped off for you by logging in as normal, and then clicking Inbox. Requesting drop-offs If you would like someone to drop a file off for you, you can simplify the process for them by logging in and clicking the Request a drop-off button: 6.

7 Then fill in the request form, in a similar way to sending a normal When you have filled in the details needed, click Send the request, and an will be sent to the address you specify with a link to the upload page. This method avoids the sender of the file having to provide their details and fill in the captcha form. Uploading and downloading very large files Please note that not all browsers are able to handle very large files. Some information about browsers is available at You should also be aware that large file transfers can be very time-consuming; for this reason, you may need to consider alternatives, particularly if remote recipients/senders have slow network connections (e.g. sending the files on a CD, DVD or memory stick, which should be encrypted if it contains personal, financial or other sensitive information). 7.