USC Marshall School of Business ShareFile_With_Outlook_Client_v2.docx 6/12/13 1 of 9

Transcription

1 About ShareFile When you wish to send someone a file or need a file from someone else, your best option is to use ShareFile. It not only provides increased security by automatically encrypting files but also keeps your quota down by sending links rather than files. When the recipient receives the and clicks the link, the file will download from where it is temporarily stored in ShareFile. ShareFile also allows you to expire file links, track who has downloaded the files, and can prevent unwanted access by requiring an optional login. Note that ShareFile works with both Marshall and Non- Marshall users. Topics Covered in this Guide This guide covers the following Topics: Sending a File using the Outlook Client from Work (page 2). Requesting a File using the Outlook Client from Work (page 4). Appendix 1: Tracking File Access & Expiring Links using the ShareFile Web App. Appendix 2: Creating a ShareFile Account for Non-Marshall Users when Requiring a Login. Deleting / Resetting Passwords of a ShareFile Account you Created. Methods of Using ShareFile There are numerous methods of accessing ShareFile. The most commonly used are: Outlook Client at Marshall - The Outlook client running on your Marshall office computer has been integrated with ShareFile. This will allow you to send and request file links from within Outlook's compose new window. It is the simplest method but does require you to be at Marshall using your Marshall Office computer.* This method is covered in this guide. (Note however that if you wish to view download histories, expire links, or to create an account, you must use the ShareFile Web App.) ShareFile Web App Remotely If you need to send or request files from a remote computer such as your home computer or when traveling with a laptop, the easiest method is to use the ShareFile Web App. As the name implies the ShareFile Web App is accessed through your web browser and requires no configuration. This method is covered in the ShareFile Web App Guide. * You can configure the Outlook client on your personal computer to work with ShareFile as well. This will allow you to send and request files when using the Outlook client on your personal computer. For instructions on doing so, please visit: USC Marshall School of Business ShareFile_With_Outlook_Client_v2.docx 6/12/13 1 of 9

2 Sending a File Using the Outlook Client from Work ShareFile has been integrated into the client version of Outlook running on your Marshall office computer. To send a file link to a Marshall or non-marshall user, follow the steps below. For added security, tracking, and notification settings, see the next page. 1. Start the client version of Outlook and open a new Compose and address the as you normally would. 3. Click "Send a File" and select from your computer the file you wish to send. Attach File - Clicking this button s the file itself if it is under 2MB; when over 2MB it will send a link to the file. However, if desired, you can convert a file attachment to a link by clicking "Convert to ShareFile". 4. Click "Send". When the recipient opens your and clicks the file link, they will be taken to the ShareFile website where they can download the file. If desired, you can also require that they login to access the file. (See next page) Notes An link points to a copy of your original file, not the original. This means that moving, deleting, updating, or renaming the original file on your computer has no impact on the file your end user sees when they click the link within your . To manage the file uploaded into ShareFile, use the ShareFile Web App. Unless you specify otherwise, links will expire after 30 days. (See the next page for more information on link expiration.) USC Marshall School of Business ShareFile_With_Outlook_Client_v2.docx 6/12/13 2 of 9

3 Send a File Options: Tracking, Password Required & Expiration Date Using the options shown below, you can control who can access the file links you have ed and how long the links will be available to them. Start a new and click the "Send a File" arrow and select "Change Options ". CONTROLING FILE ACCESS AND LINK EXPIRATION The options shown affect the information the recipient must provide when they click the link to download the file. Require Name and Address The recipient can type any first name, last name, and address. It doesn't have to match anything but you can see what they typed. Require Recipients to Log in Requires Marshall recipients to type their Marshall address and Marshall password. If using this option with a Non-Marshall recipient, you must create a ShareFile account for them. (See Appendix 2.) Allow Anonymous Access No verification is required. If the user forwards the to others, they can access the file too. Notify me when files are downloaded The system will you when the recipient downloads the files. Files Expire The link will no longer work after the specified time period. (Unless you specify, links will automatically expire in 30 days.) Downloads per User Allows you to specify how many times the same user can download the file. USC Marshall School of Business ShareFile_With_Outlook_Client_v2.docx 6/12/13 3 of 9

4 Requesting a File Using the Outlook Client from Work You can also use Outlook to request a file from a Marshall on Non-Marshall recipient. When they send the file, it will be temporarily stored in ShareFile allowing you to click the link in the you receive. At that point you can download it to your computer. Again, unless specified otherwise links to files are only good for 30 days. 1. Start the client version of Outlook and open a new Compose and address the as normal. 3. Click "Request a File" to place the upload link in the . Note that you can also use the same tracking and security options shown on the previous page by clicking this down arrow. This will appear in the when you click "Request a File". It is what the recipient will click to upload the file they are sending you. 3. Click "Send" to send the request. USC Marshall School of Business ShareFile_With_Outlook_Client_v2.docx 6/12/13 4 of 9

5 What the Recipient Will See The images below show that steps recipients of your will go through. A. They will receive an with a link request that they must click. B. Unless you change the default settings, they will be prompted to provide their name and . C. They will use Choose Files to attach the file then "Upload Files". After that they click "Send" What you will Get Back Once the recipient sends you the file you requested, you will receive an similar to the one shown below. Simply click the link to download the file. USC Marshall School of Business ShareFile_With_Outlook_Client_v2.docx 6/12/13 5 of 9

6 Appendix 1: Tracking Attachment Access and Expiring Links Unless you used "Anonymous Access", you can track who has downloaded the files your links point to. You can also expire a link at any time preventing a user from accessing the file. You must do this from the ShareFile web app. 1. Open the ShareFile Web App ( and login using your Marshall credentials. 2. Click "Home". 3. Click "Inbox". 4. Click "Sent Messages". Expiring a Link You can make a link invalid by checking the box to the left of its and then clicking "Expire Link". View Download History To view who has downloaded the file, click the "Details" button next to the file. USC Marshall School of Business ShareFile_With_Outlook_Client_v2.docx 6/12/13 6 of 9

7 Appendix 2: Creating a ShareFile Account for Non-Marshall Users Required to Login When you send an file link to a non-marshall user, they should have no problem accessing the file unless you selected the option "Require recipients to log in" when you attached the file link in the compose window. If you want a non-marshall user to have to log in to access the file, then you must create a ShareFile account for them. To create a ShareFile account for a non-marshall user, follow the steps below. 1. Launch the ShareFile Web App ( and login using your Marshall credentials. 2. Click "Manage Users". 3. Click "Create Client". Note you can also upload people from an Excel spreadsheet. Click this button to do so or download an example template. 4. Type their address then click "Next Step". USC Marshall School of Business ShareFile_With_Outlook_Client_v2.docx 6/12/13 7 of 9

8 5. Type their First Name and Last Name. For the password either make one up or use the one suggested by ShareFile. 7. Specify folders the user can access and their level of access. 8. Click "Add user to Folders". 6. Click "Next Step". 9. Select "Send welcome now" and type a short note. 10. Click "Finish". The user will get an containing an activation link. USC Marshall School of Business ShareFile_With_Outlook_Client_v2.docx 6/12/13 8 of 9

9 Appendix 2 Continued: Delete or Reset Password for Non-Marshall Client You Created 1. Click "Manage Users". 2. Click "Browse Clients". 3. Click the "Manage" icon next to their name. Delete Account Use this button to delete their account. Password Reset Use this button to reset their ShareFile Password. USC Marshall School of Business ShareFile_With_Outlook_Client_v2.docx 6/12/13 9 of 9