Uploading and sharing files

Upload one or more files from your device to Files.

About this task

You can upload existing files to associate them with an activity or community or to simply store them centrally for your later reference or use. Optionally, you can tag and share files with others during or after upload.

Your administrator limits the amount of space that you have for storing files. Stored files include all versions of uploaded files. If needed, you can delete old file versions to create additional storage space.

The default file size limit for uploading a single file is 500 MB.

Note: The maximum number of characters allowed in the file name is 248 (fewer in some languages) including the file extension. Use any characters except these: \ / : * ? " < > |.
Note: Files are scanned for viruses during upload. Uploaded files are also scanned periodically for viruses.


  1. Click Upload Files.
  2. Click Browse, select one or more files, and click Open.
  3. Optional: Type tags, separated by a space.
  4. Select any of the following sharing choices:
    Option Description

    No one

    Make the files private. Only the owner can see and edit them.

    People or Communities

    Share the files with specific people or communities.
    1. Select a Person or a Community.
      Note: Only communities in which you are an owner or a member are available.
    2. Select the as Reader or as Editor access level:
      • Readers can read, comment on, download, and recommend a file. They can add files to folders they have Contributor access to, be notified of changes to the file, and share the file with other people.
      • Editors can read, edit, comment on, download, recommend, upload a new version, and set properties on the file. They can add files to folders to which they have Contributor access, be notified of changes to the file, and share it with other people.
    3. Perform one of the following tasks:
      • To share with a Person, start typing the name of the person, and then select the person name when it displays.
      • To share with people, click in the field to display the names of people you have recently shared files with. If the person you are looking for shows in the list, select that person. If they are not displayed, type a name or email address, and then select the person. If the name you want does not display, click Person not list? Use full search... to search for them.
      • To share with a Community, start typing the name of the community, and then select the community name when it displays.
        Note: When you share a file with a public community the file becomes public. However, external users cannot see or access Public folders and files.
    4. Add an optional message for people you have shared the file with. The message is included in the notification sent to people you share the file with.


    Make the files visible to everyone, even people who have not logged in. This setting provides Reader access.
    Note: An administrator can require that everyone 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.
    Note: External users cannot see or access Public folders and files.

    Allow others to share these files

    Allow those you have shared the file with to share it with others.

  5. Click Upload.