Sharing Files and Folders with External Users
When sharing with external users, you create an email message to send to those users. The email contains a link to the shared item, and the link expires on the date you specify.
To share a file or folder with external users
1. In the web client, select the check box for the file or folder that you want to share.
2. Click the Share button on the tool bar at the top of the page.
The Share dialog box appears. The Sharing field at the top of this dialog box displays the files or folder selected for sharing.
3. In Share Method field, select External Share.
4. In the Share Type field, select how to the share the selected items. By default, Copy is the only option for this field. If you select the Advanced check box at the bottom of the dialog, two additional options appear for this field: Reference and Move.
Option | Description |
Copy | Makes a copy of the original item being shared and stores it in temporary storage. If the original item is deleted, the link will still work. When the link expires, the item is deleted from temporary storage. |
Reference | Creates a pointer to the original item being shared. A reference is like an alias, and as long as its name stays the same, users will be able to access the item. Note that changing the name of the original item will break the link because the reference is pointing to the original item, and changing the name affects the shared item. |
Move | Moves the original file being shared into temporary storage. When the link expires, the original file is deleted from temporary storage. |
5. Specify if you want to send an email to let users know about the shared item. The Send eMail check box is selected by default, which means all applicable users will receive a message regarding the shared item.
If you want to send an email, select the
Send eMail check box.
If you do not want to send an email, clear the
Send eMail check box.
6. In the Expires field, type the number of days for which you want the item to be available for sharing. The field to the right displays the date on which sharing will expire. If you select the Advanced check box at the bottom of the dialog, a third field appears for this field that enables you to specify an exact time (in the format hh:mm) at which the share option will expire.
7. If you are sending an email, complete the From, To, CC, BCC, Subject, and Body fields as applicable for the email message.
8. If you want to attach a small graphic representation of the item being shared, select the Attach Thumbnail check box.
9. If you want to assign full access to the folder for external users, select the Advanced check box and select the Full Access option that appears.
10. Click Send to send an email about the shared items.
