File Storage Overview
SmarterMail's file storage feature bypasses some limitations of sending standard email attachments plus it can help keep a mail server secure and running reliably.
One benefit of using SmarterMail's file storage versus sending attachments is that file storage
reduces the stress on the mail server by keeping large files out of the server's
email spool. Another benefit is that it allows users to send
larger files without worrying about hitting any attachment size restrictions enforced by
a domain administrator, system administrator or hosting company. Sending links instead of actual files also helps recipient mail servers as it keeps potentially insecure files from hitting the mail server, not to mention it bypasses any file type restrictions a recipient's mail server may have set up. For example, if an email administrator blocks Powerpoint files, sending the link to that presentation versus the presentation itself ensures the recipient receives the file. Note:
Files uploaded to the server are counted toward the user's disk space allocation,
so users are encouraged to delete files that are no longer used from the server
With file storage, users can upload files to the mail server and then share them by sending out links to those files. Recipients can then download the files to their local desktop or mobile device. Files can be public or private, links can be secured with a pre-shared password, they can last forever or have expiration dates, and much more.
Note regarding upgrades: One of the many security changes made to recent Builds of SmarterMail was to re-format the links used when sharing files. Therefore, any customer who upgrades from SmarterMail 15.x or earlier to a current Build will need to re-send any existing publicly-shared links as older links will no longer work. The new links are not only much more secure, they're much shorter, making them easier to send and use.
Navigating File Storage
3 Bar Icon
At the top of the files view you'll see the 3 Bar icon. This allows you to hide or show files list, which is extremely beneficial when viewing File Storage on smaller devices, such as tablets and phones.
File Storage Layout
When you view file storage, each file you've uploaded will be listed on a separate card. Each card lists the following information, which is described in detail further down this page:
- File Type Icon - An icon that represents the type of file uploaded. (E.g., page with a zipper for a .ZIP file.) For image files, SmarterMail attempts to generate a thumbnail of the file rather than use a generic icon, though not all image file types are supported.
- Filename - The actual file name plus its extension.
- Size - The size of the file.
- Status - Whether the file is available to the public or if it's private. If it's a public file, the expiration date and time for the link is displayed, if one has been set.
In general, the following options are available from the when viewing all of your files:
- Upload - Clicking this button allows you to upload a file to File Storage.
- Select button - Allows you to select more than 1 file at a time. To select multiple files, click Select and then click on one or more cards. To exit Select mode, click the Select button again. To de-select a file, simply click on it again. Alternatively, click the down arrow and you're presented with the following options:
- Select All - Selects all files in the list you are viewing.
- Deselect All - Deselects all the selected files.
- Delete - Deletes the selected files. NOTE: You can also use the Delete key on your keyboard.
- Move - Move the file(s) to another folder or location.
- Download - Download the file(s) to your local machine.
- Sorting menu - Clicking the Sorting menu brings up the following options:
- Filename - The file's name. (E.g., Sales_Analysis.xlsx)
- Size - The size of the file. (E.g., 40KB)
- Date Uploaded - The date the file was uploaded to File Storage.
- Public - Whether the file is able to be downloaded by anyone (i.e., Public) or not. Files available to the public are listed first.
- Ascending - Sort order placing the items that are most active/recent/important first.
- Descending - Sort order placing the items that are least active/recent/important first.
Uploading a file to SmarterMail's file storage works just like any other upload: After clicking the Upload button, your file system opens and you can navigate to where the file you want to upload is located. Simply select the file and click "Open" and the file begins its upload. The time it takes to upload the file depends on a number of things, such as the file's size and the type of internet connection you have. By default, files uploaded are set to "Private", so they can't be shared. For more information on sharing files, see Sharing Uploaded Files.
There are two ways to upload entire folders to file storage:
- Drag and Drop - Simply open File Explorer on your desktop and drag the folder into the Files area of File Storage. The name will be automatically added to My Files, complete with the folder contents. Simply click on the folder name to view the files.
- From the Hamburger Menu - At the bottom, left corner of the folders list is the Hamburger Menu. Clicking on it presents a number of options, one of which is Upload Folder. Selecting that opens up File Explorer. Simply navigate to the folder you want to upload, select it and click the Upload button in File Explorer.
Deleting, Downloading and Moving Files
Once a file has been uploaded, you may want to remove it or re-download it to your local machine. Clicking on the Actions (...) button in the top, right corner of a file's card presents you with:
- Download - Allows you to save the file locally.
- Delete - Allows you to delete the individual file.
- Move - Allows you to move the file to a new folder.
Regarding folders, simply right click on a folder name to open its context menu.
File Storage Folders
Adding folders for storing file uploads is the perfect way to keep those files organized. It's easy to create a folder: Click on the Hamburger menu in the bottom, left corner of the folders list and select New Folder. Just like when creating a folder for your emails, you can name the folder whatever you want and then place the folder either right in the root or inside a folder you've already created. It's also possible to Move, Rename or Delete folders from this menu.
Team Workspaces and Attachments Folders
An added benefit of file storage in SmarterMail is that files uploaded to a Team Workspace, or files that are attached to items (e.g., tasks or calendar appointments) are also stored. When files are uploaded or attached in these areas, a Team Workspace Files and/or Attached Files will appear. Under these headers, folders with names that match Team Workspace titles and/or folders that match a particular area (e.g., Tasks, Appointments, etc.) appear. Within these folders, the files that were uploaded and/or attached are displayed for storage and later use.
File Storage Extension Blacklist
By default, SmarterMail allows System Administrators to keep a list of file extensions that are excluded from file storage. These files generally can cause issues for people who download them, much less the SmarterMail server itself. These file types can include, but are not limited to: Windows executable files, Java files, Batch files and more.
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