How To Send Files Using OxFile

OxFile is a web service that supports the exchange of large files or folders (up to 25 GB i.e. 25,000 MB) with people inside and outside of Oxford University.

Typical usage scenarios include:

Sending a video or document archive to a colleague;
Sending large electronic documents to a printing company for mass publication;
Receiving large data sets such as research data from someone at another institution.

Note: OxFile is only suitable for transferring sensitive information when the files uploaded are either individually password encrypted or combined into a single password protected Zip or Rah folder/archive.

For more information on how to create an encrypted password protected zip or rah folder/archive of files, please visit this page here.

The key features of the OxFile service are:

It will accept files that are too large to send by email (up to 25GB);
It can be used quickly and easily by anyone with an email address;
It is self-tidying: files are automatically pruned after a (user-selected) fixed period;
It can send out notification when files have been up/down loaded;
Basic security (encrypted file transfer, server verification, and some user access control) is included by default

Using OxFile

To use OxFile you will require your SSO username and password (i.e. bras#### credentials). The OxFile service can be found at https://oxfile.ox.ac.uk/

You will be presented with 3 options:

1. Set up and manage folders for sending files to other people
2. Set up and manage folders for non-Oxford users to send you files
3. Download files which other people are sending to you

1. Set up and manage folders for sending files to other people

You should use this type of folder if you have files which you want to send to other users. These users could be Oxford or non-Oxford users.

Folder title a descriptive name for your folder which will be visible to users sharing the folder
Files add files from you local computer to the list of files and upload them. Once uploaded they will appear in a list below the upload box
People sharing this folder add email addresses of people to whom you are sending files. For Oxford users you can type a surname or username and a list of possible matches will appear (JavaScript version only), click an entry from the list to select it.
Message to include in email sent to folder users by default, a message with details of how to access the folder will be sent to users when the folder is activated. Anything entered here will be included in the email message.

Advanced properties can be set by clicking the Advanced options bar

Available from the date from which the folder will be available, can be set up to 30 days in the future
Active for (days) the number of days after the start date during which the folder should be available. Maximum 30 days
Notify users listed above whether users should be sent an email by the Oxfile service with details of how to access the folder. If this is not ticked the only way other users will be able to access the folder is through anonymous access and you will need to provide them with the URL to visit.
Notify me when files are downloaded whether you wish to receive email notifications when files are downloaded
Enable anonymous access whether you wish to allow anonymous access to the folder. This is available even if no users have been added to the Share with list. Once this box if ticked and the folder saved, you should revisit the folder to see the URL to use for anonymous access appear below this field.

2. Set up and manage folders for non-Oxford users to send you files

You should use this type of folder if you wish that a non-oxford user should be able to send files to you. Only one such user can be added, and the email address cannot be an Oxford address.

Folder title a descriptive name for your folder which will be visible to users sharing the folder
Files When files are available for download, you can download them here
People sharing this folder add external email addresses of the person who will be uploading files. Oxford users cannot be added, and only one external user can be added
Message to include in email sent to folder users by default, a message with details of how to access the folder will be sent to the user when the folder is activated. Anything entered here will be included in the email message.

3. Download files which other people are sending to you

For convenience, where other Oxford users have created folders to share files with you and these folders are active, all file downloads available to you are grouped into a single list.

Advanced properties can be set by clicking the Advanced options bar

Available from the date from which the folder will be available, can be set up to 30 days in the future
Active for (days) the number of days after the start date during which the folder should be available. Maximum 30 days
Notify users listed above whether users should be sent an email by the Oxfile service with details of how to access the folder. If this is not ticked the only way other users will be able to access the folder is through anonymous access and you will need to provide them with the URL to visit.
Notify me when files are downloaded whether you wish to receive email notifications when files are downloaded
Enable anonymous access whether you wish to allow anonymous access to the folder. This is available even if no users have been added to the Share with list. Once this box if ticked and the folder saved, you should revisit the folder to see the URL to use for anonymous access appear below this field.