Article URL: http://www.bc.edu/helpdocs/MYF-sharing.shtml

Summary:  MyFiles@bc allows you to share your files and folders with people or groups (such as a department, course, or Campus Group). When you share, multiple people or groups can view, edit, delete, and/or administer your files and folders without requiring you to maintain multiple copies of the shared files or folders. You determine how people or groups have access to your files by granting permissions. On this page, learn how to share your files and folders.

Learn how to:

• Share your files or folders with people or groups at Boston College
• Share your files or folders with non-Boston College people using tickets
• Change the way your files or folders are shared
• Remove sharing from people or groups

Sharing your files or folders with people or groups at Boston College

To share your files or folders with people or groups (such as a department, course, or Campus Group) at Boston College:

1. While you are signed in to MyFiles@bc, find the file you want to share. Learn about navigating folders.
   
   
2. Next to the name of the file or folder you want to share, click the Share icon:  
   The Sharing page appears, which shows the current permissions on this file or folder (see Figure 1).
   
   
3. At the bottom of the Sharing page, click Add (see Figure 1).
   
   Figure 1: Click Add.
   
   The Find Users and Groups page appears (see Figure 2), which displays your personal contact list and also allows you to search for a specific BC person or group in Campus Groups.   Learn about Campus Groups.
   
   
4. If you have contacts set up, select the contacts you want to share with (see Figure 2) and click Select. Go to Step 8.
   
   Figure 2: Select the contacts you want to share with.
   
   
5. From the Find drop-down list (see Figure 3):
   • To find an individual BC person, select: people
   • To find groups such as a department, course, or Campus Group, select: groups
   
   Figure 3: Select from the Find drop-down list.
   
   
6. From the Where drop-down list (see Figure 4):
   • To search by full name of the person or group (such as a department or course group name), select Name.
   • To search by BC username, select Username.
   • To search by Campus Groups ID, select ID.
   
   Figure 4: Select from the Where drop-down list.
   
   
7. In the Contains box (see Figure 5), enter a name, BC username, or Campus Groups ID and click Search.
   If more than one person or group fits your search criteria, you are prompted to choose the correct one.
   
   Figure 5: Enter a name, BC username, or Campus Groups ID in the Contains box.
   
   
8. On the Permissions page, check the box for each type of access you want to grant the BC person or Campus Group for this file or folder (see Figure 6). Learn more about the types of permissions you can grant.
   
   Figure 6: Select the type of access granted on the Permissions page.
   
   
9. If you are sharing a folder, select a scope for your permissions (see Figure 7). Learn more about scopes (also known as: Inheritable Permissions).
   
   Figure 7: If you are sharing a folder, select a scope for your permissions.
   
   
10. To apply the permissions, click Apply Now.
    Important: You must send an email to the people you share with to let them know where to access the file or folder. This is not done automatically.
    
    
11. To notify people via email that you have shared a file or folder with them, click Email (see Figure 8).
    
    Figure 8: Click Email.
    
    
12. Learn how to email links to your shared files and folders.

 

Changing the way your files or folders are shared

To change the way your files or folders are shared:

1. While you are signed in to MyFiles@bc, find the file you want to change sharing for. Learn about navigating folders.
   
   
2. Next to the name of the file or folder you want to change sharing of, click the Share icon:
   The Sharing page appears, which shows the current permissions on this file or folder. Check or uncheck each type of access you want to give the BC person or group for this file or folder (see Figure 10).   Learn more about the types of permissions
   
   Figure 10.
   
3. If you are sharing a folder, select a scope for your permissions (see Figure 11). Learn more about scopes (also known as: Inheritable Permissions).
   
   Figure 11: If you are sharing a folder, select a scope for your permissions.
   
   
4. To apply the changed permissions, click Apply Now.
   
   
5. To exit the Sharing page, click Back .

 

Removing sharing from people or groups

To remove sharing from people or groups:

1. While you are signed in to MyFiles@bc, find the file you want to remove sharing from. Learn about navigating folders.
   
   
2. Next to the name of the file or folder you want to remove sharing from, click the Share icon:
   The Sharing page appears, which shows the current permissions on this file or folder (see Figure 12).
   Note: To prevent other people or groups from editing or saving changes to a file or folder just for a period of time, you can lock a file or folder. Learn more about locking files and folders.
   
   
3. At the bottom of the Sharing page, click Remove (see Figure 12).
   
   Figure 12: Click Remove.
   
   
4. Select the people and/or groups you want to remove sharing privileges from (see Figure 13).
   Note: If you want to keep a person and/or group in your list of sharing contacts for this folder, then change the way your file is shared by unchecking all permissions.
   
   Figure 13: Select the people and/or groups you want to remove sharing privileges from.
   
   
5. If you are sharing a folder, select a scope to remove the permissions from (see Figure 14). Learn more about scopes (also known as: Inheritable Permissions).
   
   Figure 14: If you are sharing a folder, select a scope to remove the permissions from.
   
   
6. To remove the permissions from these people and/or groups, click Apply Now.
   
   
7. To exit the Sharing page, click Back .