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How do I create and share collections?
Collections are groups of files. Like files, collections can be private, shared, or public.
- Files in private collections can only be read and worked with by their owner. If you make a private collection into a public collection, files that are not public are removed from the collection.
Files in shared collections can be read and worked with by people with whom the collection has been shared. A person can have Reader, Contributor, or Manager access to a collection. Readers can read files in the collection. Contributors can add files to the collection, delete files they have added, and see information about files in the collection. Managers have ownership of the collection along with the original owner. They can share the collection with other people, and delete any file. The owner of a file can delete it, or remove it, from a collection.
When you share a collection with people, they can see the files in that collection. But they cannot see those same files anywhere else unless you explicitly share the files with them. For example, you add a file to a collection and share the collection with Cathy. But you have not shared the file with Cathy. So she can see and open the file in the collection, but cannot see it in any other list.
Files in public collections can be read by anyone, but only the owner and people who have been made Contributor or Manager can add files to them. A collection owner can open a collection up for group collaboration by making the collection public and giving the All Authenticated Users group Contributor or Manager access. This allows all logged-in users to read, edit, and add files to the collection. (All Authenticated Users includes anyone who can log in to Files.)
Files in public collections that are made private by their owner are removed from the public collection.
Follow these steps to create a collection:
- Click New Collection.
- Type a name for the collection.
- Optional: Type a description.
Follow these steps to share a collection:
- Open the collection.
- Click Share.
- Select Person or Group.
- Assign an access level (shared access levels are described above).
- Start typing the name, then select that name when it displays.
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