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Sharing Documents in CI Docs

Overview

This is a brief guide on how to share documents, spreadsheets and other files in CI Docs聽with other CI students and employees, as well as colleagues and friends outside of the CI community. Please contact the ITS Help Desk at 805-437-8552 for further assistance with CI Docs.

To begin, you need to , and click on the 鈥淐I Docs鈥� link.

Share a document with one or more specific persons

  1. 1. In CI Docs, open the document you wish to share.
  2. Next, click the 鈥淪hare鈥� button 聽聽(or go to the File menu, and choose Share鈥�)
  3. 聽In the 鈥淪haring settings鈥� window, type the following in the 鈥淎dd people鈥� field:
    1. To share with a friend or colleague outside of CI, simply type in their email address.

    2. To share with another CI student, type in the student鈥檚 CI email address or Dolphin Pod Name (for example, pat.smithee999@myci.csuci.edu). (Hint: you can look up a student's CI email address or Dolphin Pod Name in the ).听

    3. To share with a CI faculty or staff member, go to the , look up the name of the person, and copy the "Dolphin Pod Name" field listed in the detail results. In the example below, Professor Dorsal Finn has an Dolphin Pod Name of聽dorsal.finn@myci.csuci.edu聽as listed in the Campus Directory.听

      Screenshot of Campus Directory entry, highlighting Dolphin Pod Name field


      Screenshot of sharing settings dialog in CI Docs

4. Adjust the permissions for the recipient of the shared document to one of 3 options:

  • Can edit: the user can edit, comment on and view your document.
  • Can comment: the user can only insert comments into your document.
  • Can view: the user can only view the document.

5. Repeat steps #3 and #4 above for every person you want to share the document with. Separate each address listed with a comma.听

6. Click the 鈥�Share & Save鈥� button to share the document with the designated recipients. The names of the recipients and their permissions will then appear in the 鈥淲ho has access鈥� list.

7.听Click the 鈥�Done鈥� button to leave the Sharing Settings dialog.

Share a single CI Docs document with a large group of people

Instead of typing in a lot of sharing email addresses one-by-one, you can set more global sharing options for any CI Docs document as follows:

  1. In CI Docs, open the document you wish to share.
  2. Next, click the 鈥淪hare鈥� button (or browse to the File > Share鈥� menu option)
  3. Click the 鈥�颁丑补苍驳别鈥�鈥� link in the 鈥淲ho has access鈥� section

  1. In the 鈥淪haring settings鈥� dialog, change the Visibility options as desired:

Note: For sharing with all members of the CI community via myCI, the best option is likely 鈥淧eople at Dolphin Pod鈥�

  1. Next, set the 鈥淎ccess鈥� setting to the desired permissions level (View, Comment, or Edit).
  2. Click the 鈥淪ave鈥� button.
  3. At the top of the 鈥淪haring Settings鈥� dialog, copy the 鈥淟ink to Share鈥� address; you will need this URL to send to individuals who will view, comment or edit the document. (You can always retrieve this address at any time through the 鈥淪haring settings鈥� dialog.

  1. Click the 鈥�Done鈥� button to leave the Sharing Settings dialog.

View Documents that have been shared with you

  1. Login to myCI, and open CI Docs.
  2. Click the 鈥�Shared with me鈥� link

A list of documents that have been shared with you can then be viewed and searched from the CI Docs window.

Questions?

Visit the CI Docs page for general information. For technical assistance, please contact the or call 805-437-8552 for further assistance with CI Docs.

About this Document

Prepared by P. Mosinskis

Revised: 2013-04-09

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