From the KnowledgeBase

WebSpace: Answers to Frequently Asked Questions (FAQ)

Watch for updates to WebSpace, which will soon have some important new features.

The planned upgrade to WebSpace provides several new features and improves the use of some existing functions. The most notable additions are in the ways files may be displayed within a folder. Users may opt for thumbnail views (particularly helpful for image files), customize the metadata (or "classifications") fields in file listings, or use a quick view to browse files. For those who would like to quickly create a place where others (Princeton netIDs only) may deposit files, there is now the ability to create a drop box via an easy-to-use wizard.

Searching files in WebSpace will be expanded to include any user-created tags. Improvements include the ability to mark any comments about a file as private, choice between sending e-mail tickets via WebSpace or a designated e-mail client, clearer navigation and wizard tools, and better management of WebSpace bookmarks and tickets.

To learn more, see this slide show Coming soon to WebSpace for details.

Creating a bookmark in WebSpace
When you are accessing a file or folder in WebSpace that you will frequently access, you may wish to create a bookmark to this item. Bookmarking an item will provide you with quick access to this file or folder from your favorites menu without having to locate the item manually or locate the e-mail with the link to access the shared item. There are three easy ways to bookmark an item that has been shared with you:
  • Creating a bookmark via a share link
    • When a file of folder is shared with you, an e-mail will be generated containing a link to the shared item
    • The e-mail you receive will contain two links; the first will simply open the shared item, the second will allow you to bookmark this shared file or folder
    • If you click on the second link, you will be prompted to bookmark or subscribe to this item
    • Place a checkmark in the Subscribe box and click OK

    • You can now access this item from your Favorites Menu

  • Using the bookmark link in the address bar
    • When viewing a file or folder, you will see a start icon labeled New Bookmark

    • Clicking on the New Bookmark link will bring up a prompt asking you to choose a name for your new bookmark
    • The file or folder you are currently viewing will automatically appear in the bookmark path
    • To add this as a bookmark simply click OK

  • Creating a bookmark manually
    • Log into WebSpace using your Princeton netID and password
    • Click on the Favorites menu at the top left of the page
    • Choose Manage Bookmarks from the menu
    • On the right top of the page, click the star labeled Bookmark
    • Enter in a name for your Bookmark and the full path to the file or folder in WebSpace you wish to bookmark

    • You can click the downward pointing arrow next to the full path Window to browse files and folders you have access to

Sharing Practices
When sharing a file via WebSpace, there are several practices you should keep in mind to ensure the best experience for you and the user you are sharing a file or folder to:
  • When share a file via WebSpace it is always a good practice to share a folder rather then a single file
  • If you are sharing a single file, you can place it into a folder specifically meant for sharing with a user
  • This allows you to quickly and easily share additional or revised documents with the same user or users simply by placing them in the WebSpace folder you have already shared with them

Download a file that has been shared with you
If you have been granted access to a document via WebSpace and wish to download a copy of it to your local computer, there are several ways you can accomplish this:
  • If you have been granted access to an entire folder
    • If an entire folder has been shared to you, you can download a file by opening the folder in WebSpace and right clicking on a file

    • From the menu that appears when you right click on the file, choose Save to Desktop
    • You will be prompted to save the file to a location of your choosing on your computer using a filename you specify
    • Once you have the file download to your computer you can edit, modify and work on the file locally.

  • If you have been shared a text document, PDF or other static document
    • The first method of download the file is best suited for Word, PDF or other text documents
    • In this method you would simply open the file on your computer using the link shared with you, then save the file by going click on the File menu and choose Save As
    • After clicking on Save As you will prompted to save the document to to a location of your choosing on your computer using a file name you specify
    • Once you have the file downloaded to your computer you can edit, modify and work on the file locally.

  • If you have been shared a video, audio or other streaming file
    • This method of downloading a file works on files such as videos, audio clips or other streaming files that do not lend themselves to being easily saved after they have been opened
    • Click on the link that has been provided to you in the share e-mail from WebSpace
    • Once you click on this link, if you are not already authenticated to the WebSpace system your web browser will open and you will be prompted to authenticate
    • Once you have authenticated you will be given a menu with several options, choose View Information about the file

    • In the top left corner of the screen, click on Save to Desktop

    • You will prompted to save the document to to a location of your choosing on your computer using a file name you specify
    • Once you have the file downloaded to your computer you can edit, modify and work on the file locally.

Inherited permissions within folders on WebSpace
It turns out that when you "create" a file in WebSpace, that file inherits the permissions of its parent folder. But when you "move" a file, the original permissions on the file are retained.

However, after you've moved the files, there is a way to apply the parent folder permissions to all sub files and folders with one operation:

  • Right click on the parent folder, select "manage -> permissions"
  • Click on the button on the right side titled "Overwrite Permissions"

This will force all the files in the folder to inherit the permissions that are assigned to the folder.

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Last Updated:
February 28, 2011

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