Learn more about the transition to EEE+ Canvas ›

What does EEE Legacy mean? Learn more › Skip to Global Navigation | Skip to Contents
You're not logged in Secure Sign In

Need more help?


Erik Kelly
Interim Instructional Support Supervisor

Vanessa Yieh
Technology Support Specialist


Zachary Zahringer
Technology Support Specialist
Contact Us ›

General Information

Overview

DropBox allows instructors, assistants, students, and staff to securely store and exchange files.

Use of DropBox is subject to applicable University and EEE Policies.

Space limitations

Staff members are allocated 5GB of space in their "MyFiles" folder. Any files uploaded to a another dropbox owned by someone else do not count towards your 5GB quota.

Using DropBox

Access DropBox

Accessing DropBox:

  1. Sign in to EEE.
  2. Click ToolBox.
    Screenshot of Toolbox
  3. Click DropBox from the list of tools.
    Image of toolbox dropbox link
You should now be in DropBox.

Create a dropbox

  1. Locate "DropBox Options" on the right of the page.
  2. Click Create DropBox.
    Screenshot of the DropBox toolbar
  3. Fill in the requested information:
    • Choose a dropbox type - Select a class or assignment dropbox.
    • Name your dropbox - Enter a name for the dropbox.
    • Select which default folders to include.
    • Select groups and classes to associate to the dropbox.
    • Enter/edit administrators for the dropbox.
    • Set the activation date and the deletion date.
      Note: The deletion date for the DropBox must be less than 2 years from the current date.
  4. Press Finish.
Your dropbox should now be created.

Copy a dropbox

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox you wish to copy.
  3. Locate "DropBox Options" on the right of the page.
  4. Click Copy Dropbox.
    Screenshot of the DropBox toolbar with copy dropbox circled
  5. Fill in the requested information:
    • Select the courses and groups that will be associated with the new dropbox.
    • If you have selected multiple courses and/or groups, select the copy type.
    • Name your new dropbox.
    • Set the activaiton date and the deletion date.
      Note: The deletion date for the DropBox must be less than 2 years from the current date.
    • Choose to copy over items such as files and folders in CourseFiles.
  6. Review your settings.
  7. Press Copy Now.
Your dropbox should now be copied.

Edit an existing dropbox

Rename a dropbox

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox you wish to rename.
  3. Locate "DropBox Options" on the right of the page.
  4. Click Edit DropBox.
    Image of edit dropbox link
  5. Click Edit next to "Name:"
    Screenshot of the DropBox toolbar
  6. Enter a new name for the dropbox.
  7. Press OK.
    image of ok button
  8. Press Finish.
Your dropbox should now be renamed.

Delete a dropbox

There are two ways in which your dropbox can be deleted. Deleted dropboxes and their contents cannot be recovered.

Manually deleting a dropbox:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that you wish to delete.
  3. Locate "DropBox Options" on the right of the page.
  4. Click Edit DropBox.
    Image of the edit dropbox link
  5. Click Delete.
    Screenshot of Delete dropbox button
  6. Double-check to ensure you are deleting the correct dropbox.
    Deleted dropboxes and their contents cannot be recovered.
  7. Press Delete DropBox.
    image of delete dropbox button
Your dropbox should now be deleted.

Scheduling automatic dropbox deletion:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox in which you wish to set up automatic deletion.
  3. Locate "DropBox Options" on the right of the page.
  4. Click Edit DropBox.
    image of edit dropbox
  5. Click Edit next to "Duration:"
    duration edit button
  6. Change the time to reflect when you want your dropbox deleted.
    Note: The deletion date for the DropBox must be less than 2 years from the current date.
  7. Double-check to ensure you have set the deletion deadline as needed.
    Deleted dropboxes and their contents cannot be recovered.
  8. Press OK.
    image of ok button
  9. Press Finish.
    image of finish button
Your dropbox should now be scheduled for deletion on the specified date.

14 days before your dropbox's expiration date, an email will remind you that your dropbox will be permanently deleted. Another email will be sent five days before deletion. Additionally, as a dropbox's deletion date approaches various banners will remind you about its deletion.

The banners that show when a dropbox is going to be deleted.
Remember to make a backup of files you need to save.

Modify dates

A dropbox consists of two important dates, the activation date and the deletion date.

  • The activation date is when the dropbox will be visible to students.
  • The deletion date is when the dropbox will be automatically deleted.
To edit either date:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox in which you would like to modify the dates..
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Edit Dropbox.
    image of edit dropbox
  5. Click Edit next to "Duration:"
    screenshot of admin edit link
  6. Type in the desired activation or deletion date for the dropbox.
    Note: The deletion date for the dropbox must be less than 2 years from the current date.
  7. Press OK
Your dropbox's activation or deletion date should be changed.

Add or edit administrators

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox to which you wish to add or edit administrators.
  3. Locate "DropBox Options" on the right of the page.
  4. Click Edit DropBox.
    image of edit dropbox
  5. Click Edit next to "Administrators:"
    screenshot of admin edit link
  6. Click Edit Admins next to the class for which you wish to edit administrator access.
    image of edit admins
  7. Add or remove admins as desired.
  8. Click OK when finished.
    image of ok button
  9. Click Finish.
    image of finish button
The admins for your dropbox should now be changed.

Managing Folders

Default folders

DropBox is designed for academic purposes. It helps facilitate interactions between instructors and students. There are four default folders types that can be included in a new dropbox. The type of folder determines who can upload or download files.

AssignmentReturn:

Designed for instructors and authorized assistants to upload files which can only be seen by a single student, this can be applied to groups. Administrators will be able to upload files that only individual members are able to see.

AssignmentSubmission:

Designed so that instructors, authorized assistants, and enrolled students can upload and download files to this folder type, allowing only an instructor or authorized assistant to view/download all the files. Groups can use this type of folder to allow members to upload files, but only allow the administrators to view/download all of the files.

CourseFiles:

Designed so that only instructors and authorized assistants can upload files. Anyone associated with the course can download the files. Administrators of groups will be able to upload files to this file and any member or admin of the group will be able to download them.

SharedStudentFiles:

Designed so that anyone associated with a class can upload and download any files contained within this folder. It will behave the same way for groups, any member or administrator of a group will be able to upload and download any files contained within this folder.

Create a folder or subfolder

There are five types of folders that you can create, including the four default folders and custom subfolders. Subfolders can only be created inside default folders or other subfolders and will inherit the same set of upload/download permissions as their containing default folder.

Creating a new default folder:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox in which you wish to create the folder.
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Edit DropBox.
    image of edit dropbox
  5. Click Edit next to "Folders:"
    screenshot of folder edit link
  6. Check the box(es) located next to the default folder(s) you wish to create.
  7. Press OK.
    image of ok button
  8. Press Save Changes.
    image of save changes button
  9. Press Finish.
    image of finish button
Your default folder(s) should now be created.

Creating a new subfolder:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox in which you wish to create the subfolder.
  3. Click the folder in which you wish to create the subfolder.
  4. Locate the folder options on the right of the page.
  5. Click New Folder.
    Screenshot of New Folder button
  6. Enter a name for the subfolder.
  7. Press Create Folder.
    image of create folder
Your subfolder should now be created.

Delete a folder or subfolder

Deleting a default folder:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder(s) you wish to delete.
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Edit DropBox.
    image of edit dropbox link
  5. Click Edit next to "Folders:"
    screenshot of edit folder link
  6. Uncheck the box(es) located next to the default folder(s) you wish to delete. Remember, a dropbox cannot exist unless it contains at least one folder.
  7. Double-check to ensure you are deleting the correct folders.
    Deleted folders and their contents cannot be recovered.
  8. Press OK.
  9. Press Save Changes.
  10. Press Finish.
Your folder(s) and its contents should now be deleted.

Deleting a subfolder:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains your subfolder.
  3. Click the folder that contains your subfolder.
  4. Click the subfolder that you wish to delete in the list of dropboxes.
  5. Locate the folder options on the right of the page.
  6. Click Delete Folder.
    Delete Folder link image
  7. Double-check to ensure you are deleting the correct subfolder.
    Deleted subfolders and their contents cannot be recovered.
  8. Press Delete.
    image of delete button
Your subfolder and its contents should now be deleted.

Upload files to a folder

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder.
  3. Click the folder in which you wish to upload the file.
  4. Locate the folder options on the right of the page.
  5. Click Upload Files.
    Upload Files link image
  6. Enter the number of files you wish to upload.
    If you wish to upload more files then there are spaces:
    • Next to "Number of files to display," enter the number of files you wish to upload (up to 20).
    • Click Update.
      image of update button
  7. Press "Browse..." or Choose File to locate and select each file that you wish to upload.
    image of browse button
  8. Press Upload.
    image of upload button
Your file(s) should now be uploaded.

Add or edit a folder note

Dropbox administrators can attach short notes to individual folders. Notes can be used as supplementary folder descriptions.

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder.
  3. Click the folder in which you wish to add or edit a note.
  4. Locate the folder options on the right of the page.
  5. Click Edit/Attach Note.
    Edit/Attach Note link image
  6. In the field provided, add or edit your note.
  7. Press Attach Folder Note.
    image of attach folder note button
The note should now appear when the dropbox or folder is selected.

View the details of a folder

Folder details include creation, activation, and deletion dates; the folder creator; associated classes; and more.

Viewing a folder's details:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder.
  3. Click the folder of which you wish to view the details.
  4. Click Folder details.
    image of folder details link
You should now be viewing the folder's details.

View the statistics of a folder

Folder statistics include the total number of files, the number of files uploaded, the number of subfolders, the folder size, and more.

Viewing a folder's statistics:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder.
  3. Click the folder of which you wish to view the statistics.
  4. Click Statistics.
    image of folder statistics link
You should now be viewing the folder's statistics.

View dropboxes from every quarter

From the main page:

  1. Click All Quarters.
    image of all quarters tab
Dropboxes from every quarter should now be displayed.

From within a dropbox:

  1. Click View all of my dropboxes ›.
    image of view all of my dropboxes
Dropboxes from every quarter should now be displayed.

How do I know my upload worked?

When you upload a file successfully, you will receive a green success message. You can also check the appropriate folder to see if your file is listed.

image of success message

Managing Groups

Groups

You can create a dropbox for any individuals with UCInetIDs by creating custom groups. When you create a custom group, you can identify group members, who are treated like students with respect to folder upload/download rules, and administrators, who are treated like instructors or assistants.

So for example, a dropbox group member would be able to submit files to an 'AssignmentSubmission' dropbox folder, but would not be able to see or access files others submit to that folder. The same custom group's administrators would be able to see and download all files in the 'AssignmentSubmission' folder.

Learn more about folder types

Create a group

After creating a group, remember to assign the group to a specific dropbox.

Creating a group:

  1. Locate "Dropbox Options" on the right of the page.
  2. Click Create Group.
    Create Group link image
  3. Fill in the required information:
    • The group's name.
    • All administrators who will have full access to this group's dropbox.
    • All members of the group (only valid UCInetIDs allowed).
  4. Press Create Group.
    image of create group button
Your new group should now be created.

Edit a group

  1. Locate "Dropbox Options" on the right of the page.
  2. Click Edit Groups.
    Edit Groups link image
  3. Click Edit by the appropriate group.
    image of edit link
  4. Edit the information as desired.
  5. Press Save Group.
    image of save group
  6. Press Finish.
    image of finish button
The group should now reflect your changes.

Delete a group

  1. Locate "Dropbox Options" on the right of the page.
  2. Click Edit Groups.
    Edit Groups link image
  3. Click Edit by the appropriate group.
    image of edit link
  4. Press Delete Group.
    image of delete group
  5. Double-check to ensure you are deleting the correct group.
    Deleted groups cannot be recovered.
  6. At the confirmation page, press the "Delete Group" button.
The group should now be deleted.

Give a group DropBox access

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox to which you wish to give a group access.
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Edit DropBox.
    image of edit dropbox link
  5. Click Edit next to "Associations:"
    screenshot of edit associations link
  6. Under "Your Groups," check the box(es) next to the group(s) you wish to grant access.
  7. Press OK.
    image of okay button
  8. Press Finish.
    image of finish button
The group(s) you selected should now have access to the specified dropbox.

Managing Files

File retention

Files in your personal 'MyFiles' folder are available indefinitely, although you may lose access to them if and when you leave UCI.

Class dropboxes have an expiration date determined by the dropbox's administrators. When the dropbox expires, all the contents are deleted. This includes all files uploaded to, and all folders created in, the dropbox. DropBox admins may also delete or move files, and change a dropbox's settings, which could remove your access.

It is strongly recommended that you keep backup copies of your files elsewhere.

For official information on EEE's policy for file retention, see Policy and Procedures: File Deletion/Retention.

Move files

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the files you wish to move.
  3. Click the folder that contains the files you wish to move.
  4. Locate the file(s) you wish to move and check the corresponding box(es) in the left column.
  5. Press Move.
    image of move link
  6. Select the destination folder.
  7. Press Move Files Here.
    image of move files here button
  8. Press OK.
    image of okay button
The file(s) should now be moved.

Copy files

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the files you wish to copy.
  3. Click the folder that contains the files you wish to copy.
  4. Locate the file(s) you wish to copy and check the corresponding box(es) in the right column.
  5. Press Copy.
    image of copy link
  6. Select the destination folder on the right side of the file tree.
  7. Press Copy Files Here.
    image of copy file shere button
  8. Press OK.
    image of ok button
The file(s) should now be copied.

Delete files

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the files you wish to delete.
  3. Click the folder that contains the files you wish to delete.
  4. Locate the file(s) you wish to delete and check the corresponding box(es) in the right column.
  5. Press Delete.
    image of delete button
  6. Double-check to ensure you are deleting the correct file(s).
    Deleted files cannot be recovered.
  7. Press Delete.
    image of delete button.
The file(s) should now be deleted.

DropBox and Participants

View individual dropbox activity

Individual activity logs are available all folders except CourseFiles folders. Log information includes the number of files that individual owns in that folder (if any) and the date last accessed. More specific details are found in the "Activity Logs" where you can view their UCInetID, the date their files were uploaded, and more.

If an individual attempts to upload a file but is unsuccessful, a notice will appear in their "Activity Logs."

Viewing an individual's dropbox activity:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder you want to check.
  3. Click Participants.
    participants link
  4. Locate the individual whose activity you would like to review.
  5. Press Logs.
You should now be viewing the appropriate individual's activity log, where you will be able to see a record of all the individual's actions in the appropriate folder.

What is an IP address?

DropBox now shows the IP address associated with each DropBox action by an individual.

An IP address is a type of computer or device identifier. Each device will have its own IP address. This is useful in identifying the origin of an individual's actions. In some instances, such as if the individual connects through a VPN, then the IP address may not be accurate and be originating from a different device.

CREATING A BACKUP OF YOUR DROPBOX FILES

Create a backup of your dropbox files

It is a good idea to keep a backup copy of the files in your dropbox as a precautionary measure. EEE does not keep backups of dropbox files, so it is important that you make your own backups. Remember to delete backup files when they are no longer needed — Learn More

Backing up dropbox files:

  1. Access Dropbox.
  2. Locate the list of dropboxes on the left of the page.
  3. Click the dropbox that you wish to back up.
  4. Locate the folder options on the right of the page.
  5. Click Download ZIP.
    Download ZIP image
  6. Verify the default folder, sub-folders, and files that are being compressed.
  7. Press Download ZIP.
    image of download zip button
  8. Depending on your operating system and browser configuration, a dialogue box may appear. You may be able to "Save to disk," or "Open with." Select whichever option is most appropriate. If you need additional help, please Contact Us.
  9. Press Finish.
    image of finish button
All the files in your dropbox should now be backed up on your computer as a Zip file.

Create a backup of selected files within a dropbox

You can opt to download only selected files in a custom Zip from dropbox.

  1. Access Dropbox.
  2. Locate the list of dropboxes on the left of the page.
  3. Check all of the files you wish to download.
  4. Scroll to the bottom page.
  5. Press Download selected as Zip.
    Custom Zip Download
  6. Verify that the correct number of files are being downloaded.
  7. Press Download Zip.
    image of download zip button
  8. Depending on your operating system and browser configuration, a dialogue box may appear. You may be able to "Save to disk," or "Open with." Select whichever option is most appropriate. If you need additional help, please Contact Us.
  9. Press Finish.
    image of finish button
All the selected files in your dropbox should now be backed up on your computer as a Zip file.

View the files in a backup file

To view the files within the compressed backup file, you will need to unzip the compressed file. Both Windows and Mac OS X have integrated zip reading capabilities.

For more information about zip files, please see Zip Files Help & How-to.

Troubleshooting

Why do I see two dates/times under 'Date Modified?'

If a file is moved or copied from one folder to another, two dates/times will appear under the 'Date Modified' column: the date/time when the file was originally uploaded to EEE DropBox and the date/time when the file was most recently moved or copied.

For example, if an AssignmentSubmission folder has a deadline and the 'Accept & mark late submissions' option has been enabled, a student might actually have uploaded a file on time, but to the wrong location, then copied or moved that file into the correct folder after the deadline passed.

In that case, the 'Date Modified' column will show that the student originally uploaded the file on time, but moved or copied it after the deadline:

example of 'Date Modified' column showing a file uploaded before an AssignmentSubmission folder deadline, but moved or copied into that folder after the deadline.

For more information about a file's history, check the logs under 'Participants' or Contact EEE Support.

What do I do if I run out of DropBox space?

Initial space for DropBox:

  • Instructors and authorized assistants have 5GB.
  • Students have 50MB.
  • Staff members have 5GB.

If you run out of DropBox space, you will receive an error message when attempting to upload files.

Screenshot of Error Message

What to do:

  • Delete unnecessary items in your dropbox.
  • Have a different instructor or TA set up remaining dropboxes for your class - the contents of a dropbox affect only the dropbox owner's quota.
  • Contact Us to request a quota increase.

Can I recover a deleted dropbox or file?

Deleted dropboxes and files cannot be recovered.

After the deletion date has expired, your dropbox will be deleted permanently. No automatic backups are made. We strongly recommend that you manually backup your dropboxes.