Files: Working with files

Work with files

What we can do with the or other people's files depends on the access level assigned to those files.

There are three primary levels of access for any given 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 have 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.
An administrator can configure the account so that everyone must log in, or only a certain group of people can log in. In this case public files are only available to users who are able to log in.
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 Contributor access.

Editor access: Editors can read, edit, comment on, download, recommend, upload a new version of, and set properties on the file. 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 Contributor access.

To see what access you and others have to a file, open its file page and click Sharing.

Open the file page and perform one or more of the following file actions.

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. We 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 the 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

To download a file open the file page and click Download.

To download one or more files, open a files or folder view, check the box next to the files to download, and click Download.

To download all of the files in the view, click Download All Files to download a compressed file containing all the files, including files not on the current page, in the folder. The compressed file can be a maximum of 4 GB.

If any of the file names we are downloading to the compressed file contain non-English characters, we 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 choosing the Global (default) setting, click Global (default), specify a language value when prompted, and reprocess the download.
If we 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. We can rename the compressed files later.

To edit file properties

Open the file page, and then click More Actions > Edit Properties. Change the file name, description or file extension and then click Save. You must be an owner or have Editor access to edit the properties of someone's file.

To add files to a folder

Open the file page, and then click Add to Folders. Select a folder, and then click Add to Folders. Alternatively we can open the folder page, click Add Files and select previously uploaded files.

To lock or unlock a file

Open the file page, and then click More Actions > Lock File or More Actions > Unlock File.
An editor can lock a file but can only unlock a file they have locked. An editor cannot unlock a file that another user has locked unless they are also the file owner.

Parent topic:
Use file sharing to collaborate with others

Related concepts:

Files overview
What can external users do?

Related:

Add files to folders

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. We 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 the 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	To download a file open the file page and click Download. To download one or more files, open a files or folder view, check the box next to the files to download, and click Download. To download all of the files in the view, click Download All Files to download a compressed file containing all the files, including files not on the current page, in the folder. The compressed file can be a maximum of 4 GB. If any of the file names we are downloading to the compressed file contain non-English characters, we 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 choosing the Global (default) setting, click Global (default), specify a language value when prompted, and reprocess the download. If we 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. We can rename the compressed files later.
To edit file properties	Open the file page, and then click More Actions > Edit Properties. Change the file name, description or file extension and then click Save. You must be an owner or have Editor access to edit the properties of someone's file.
To add files to a folder	Open the file page, and then click Add to Folders. Select a folder, and then click Add to Folders. Alternatively we can open the folder page, click Add Files and select previously uploaded files.
To lock or unlock a file	Open the file page, and then click More Actions > Lock File or More Actions > Unlock File. An editor can lock a file but can only unlock a file they have locked. An editor cannot unlock a file that another user has locked unless they are also the file owner.