How to Send Large Files through Email
If you want to send a file through FASmail that exceeds the 50MB maximum, you can use Arts Fileshare or Workspace to work around that limit.
Arts Fileshare allows you to upload a file up to 2GB for 7 days. You can decide if only users with Campus-Wide Logins or anybody with the download link can access your file.
UBC Workspace synchronizes one folder on your computer and allows you to customize the way users can access that folder: view only, view and edit, or full administrative access. You can also generate temporary URLs for specific files so that users can download them directly from Workspace.
See below to decide which service is right for you.
Arts Fileshare is a simple, web-based application that was developed by Arts ISIT. It can be used by any faculty and staff with a Campus-Wide Login (CWL) and can be used to share files with colleagues at and outside of UBC.
- Features: File sharing is quick and straightforward. Simply upload the file and email the download link to your recipient. Files can be downloaded multiple times over the seven-day limit.
- Size: Up to 2GB.
- Duration: Available for 7 days after uploading.
- Privacy: Arts Fileshare is hosted at UBC, in compliance with federal and university policies on information security. This means that sensitive information (Personally Identifiable Information) can be uploaded to this service.
- Registration: Not required. Access Arts Fileshare through the link above and enter your CWL information.
How to Use
1. Click "Browse" under the "Upload files here" box. Review the terms of service, then click "OK."
2. Select a file from your computer and click "Open." When the file has been properly uploaded, the following window will appear.
3. Files can be set to different privacy levels: "CWL protected" and "Public."
CWL protected means that the file can only be downloaded by users that have a Campus-Wide Login. If an external user accidentally receives your email, they will not be able to download your file unless they have a Campus-Wide Login.
Public means that the file can be downloaded by anybody who has the download link. As long as the file is in your Fileshare account, any recipient (UBC or otherwise) can download the file an unlimited number of times.
To change from "CWL protected" to "Public" access, simply click the permission type of your file. It will update the permission after confirming that the file complies with UBC policies and applicable contracts and licences.
4. When you are ready to send your file, follow the diagram below.
5. Manage your files by tracking the number of times they have been downloaded, reviewing who has downloaded them, and deleting them from your account before the seven-day expiration.
UBC Workspace is an on-campus cloud based file sharing service that shares files via folders, both internally and externally with colleagues, partners and clients, from any supported device.
- Features: Workspace allows you to access and access your files and folders from any device, including computers, smartphones, and tablets. Users can be given varying levels of access, ranging from view-only, view and edit, or full administrative access.
- Size: Up to 20GB.
- Time: Files will be available as long as they are stored in your Workspace folder.
- Privacy: UBC Workspace is hosted at UBC, in compliance with federal and university policies on information security. This means that sensitive information (Personally Identifiable Information) can be uploaded to this service.
- Registration: Not required. Access Workspace through the link above and enter your CWL information.
How to Use
1. Click the "Access UBC Workspace" icon above to be taken to the web portal. Enter "UBC" in the "Group ID" field, and your CWL login information in the "Username" and "Password" fields.
2. For the selected file, click the link icon to the very right under the "Actions" column.
3. Copy the link in the top box and email it to whoever needs access to the file. For sensitive information, select the "Password Protect" option. You can also limit the number of days that the file will be available for access and/or limit the number of downloads.