Drop Box:Students

From CLEW Wiki

Contents 1 Get Started with Drop Box Tool: 2 View Items: 3 Upload (Add) a File to Your Drop Box: 4 Copyright Status Selection - New for Fall 2011 5 Revise an Uploaded Drop Box File: 6 Delete a Drop Box File: 7 Add a Folder: 8 Add a Web Link (URL): 9 Add an HTML page (type into a CLEW web page): 10 Add a Text Document: 11 Revise a Text or HTML Document: 12 Revise Details of a Drop Box File: 13 Delete Multiple Drop Box Files: 14 Move a Drop Box File: 15 Copy a Drop Box File: 16 Move or Copy Multiple Drop Box Files: 17 Duplicate a Drop Box File: 18 Sort Drop Box Files: 19 Reordering Drop Box Files: 20 Add a Citation List: 21 Edit a Citation List: 22 Add or Remove Citations from a Citation List: 23 Export a Citation List:

Get Started with Drop Box Tool:

If your professor has activated the "Drop Box" tool on his/her course site, the tool will allow you to share documents with your professor in a private folder. Your private folder is called your Drop Box and is usually used as an easy way for you to exchange non-graded material and feedback with your professor. (For graded assignments, your professor will most likely use the "Assignments" tool, but read your professor's instructions carefully.) Only you and your professor, and any assistants your professor designates, can access your Drop Box and both you and the professor can add, edit, delete, move, and copy any of the contents of the Drop Box.

To get started, select Drop Box in the course site left-hand menu under the section of "Assessment". If you don’t see Drop Box in the menu, your professor has not activated the Drop Box in this course.

View Items:

• When you access the Drop Box, you will see a folder icon with your name beside it. If there is something in your Drop Box, the folder will be open and the contents of your Drop Box will be below it.
• To open any file, click on its title.
• If there is a folder within your Drop Box, you can click on the small folder icon with “+” next to the title. (You will only see a “+” sign on a folder if there is something inside it.) The folder will open and the items within will be listed, slightly indented.

Upload (Add) a File to Your Drop Box:

1. On the Drop Box home page, select Add to the right of your Drop Box.
2. From the drop-down list, select Upload Files.
3. Select Browse to choose your file.
4. Locate the file you want to upload from your computer and double click on it (or click once and click Open). Note: you can upload only 50 MB at a time.
5. Enter a Display Name. Display Names are shown on the Drop Box home page. By default, CLEW entered the file’s name as it appears on your computer in the file’s Display Name, which you may keep or change.
6. (OPTIONAL) Select Add details for this item beside the file name.
   1. Enter a description of the file.
   2. (Mandatory) From the Copyright Status drop-down list, select the appropriate copyright status for this document. NOTE: The default setting is Material is in public domain.

Copyright Status Selection - New for Fall 2011

• (optional) Select the check box beside Copyright Alert for a copyright warning that requires acknowledgement prior to accessing the file.
• If you want to upload another file, select Add Another File and repeat Steps 2 through 5 for each file you would like to upload. Note: You may upload as many files at a time as you want but the total upload must be less than 50 MB.
• Place a check in the box beside Send an email notification to the instructor(s) if you want an email sent to the instructor(s) informing them that you have uploaded a file to your Drop Box. This may not be visible if the instructor has disabled the notification option.
• (optional) If you change your mind about adding any of the files you have chosen to upload, select the red x beside the file prior to proceeding to the next step.
• Select Upload Files Now to finish or Cancel to exit. You will be returned to the Drop Box home page.

Revise an Uploaded Drop Box File:

To revise the content of a file you have uploaded, you will need to update the document on your computer and then replace the original file you uploaded with the revised file. Note: if you simply open the file from the Drop Box screen, make changes and then save, your changes will not be saved in the Drop Box.

1. On the Drop Box home page, select Actions next to the uploaded file you want to revise and select Upload New Version.
2. Select Browse to choose your file.
3. Locate the file you want to upload from your computer and double click on it (or click once and click Open). The new file must be the same file type as the one being replaced (e.g. a .pdf is to be replaced by a .pdf.)
4. If you want an email sent to the instructor(s) informing them that you have uploaded a revise file to your Drop Box, place a check in the box beside Send an email notification to the instructor(s). This may not be visible if the instructor has disabled the notification option.
5. Select Upload New Version Now to finish or Cancel to exit without making changes. You will be returned to the Drop Box home page.

Delete a Drop Box File:

1. On the Drop Box home page, select Actions next to the file you want to delete and select Remove. A confirmation window will be displayed.
2. Select Remove to delete the Drop Box file or Cancel to exit without deleting. You will be returned to the Drop Box home page.

Intermediate Drop Box functions:
Add a Folder Add a Web Link (URL) Add an HTML page (type into a CLEW web page) Add a Text Document Revise a Text or HTML Document Revise Details of a Drop Box File Delete Multiple Drop Box Files Move a Drop Box File Copy a Drop Box File	Move or Copy Multiple Drop Box Files Duplicate a Drop Box File Sort Drop Box Files Reordering Drop Box Files Add a Citation List Edit a Citation Add or Remove Citations from a Citation List Export a Citation List

Add a Folder:

You can add an empty folder to your Drop Box to help organize the files.

1. On the Drop Box home page, select Add to the right of your Drop Box. From the drop-down list, select Create Folders.
2. Name your new folder.
3. (optional) If you want to enter a description of the folder, select Add details for this item beside the file name.
4. (optional) If you want to create another folder, select Add Another Folder and repeat Steps 2 and 3 for each folder you want to create.
5. (optional) If you change your mind about adding any of the folders you have created, select the red x under Folder Name prior to proceeding to the next step.
6. Select Create Folders Now to finish or Cancel to exit. You will be returned to the Drop Box home page.

Add a Web Link (URL):

1. On the Drop Box home page, select Add to the right of your Drop Box or sub-folder. From the drop-down list, select Add Web Links (URLs).
2. Type the Web Address (URL) into the text box. (The Drop Box tool automatically adds the string http:// if you do not type it in.) OR you can paste into the text box a web address that you copied from the address bar of a browser or from a document.
3. Enter a Website Name. Website Names are displayed on the Drop Box home page. CLEW automatically places the Web URL in the Website Name text box, which you can type over or leave.
4. (optional) If you want to enter a description of the website, select Add details for this item beside the website name.
5. If you want to add another web link, select Add Another Web Link and repeat Steps 2 through 4 for each website for which you want to create a link.
6. (optional) If you change your mind about adding any of the web links you have created, select the red x under Website Name prior to proceeding to the next step.
7. If you want an email sent to the instructor(s) informing them that you have added a Web link to your Drop Box, place a check in the box beside Send an email notification to the instructor(s). This may not be visible if the instructor has disabled the notification option.
8. Select Add Web Links Now to finish or Cancel to exit. You will be returned to the Drop Box home page.

Add an HTML page (type into a CLEW web page):

1. On the Drop Box home page, select Add to the right of your Drop Box or sub-folder. From the drop-down list, select Create HTML Page.
2. Enter your text in the box provided and format it using the Rich Text Editor. (Note: the spell check is not yet fully functional.) You may copy text typed in a word processing program and paste it into the text box. If you paste from Microsoft Word, be sure to use the Word paste icon.
3. Select Continue.
4. Give your page a Name. Names are displayed on the Drop Box home page.
5. (optional) Enter a description of the page.
6. From the Copyright Status drop-down list, select the appropriate copyright status for this document. NOTE: The default setting is “Material is in public domain”.
7. (optional) Select the check box beside Copyright Alert for a copyright “warning” that requires acknowledgement prior to accessing the file.
8. If you want an email sent to the instructor(s) informing them that you have added an HTML page to your Drop Box, place a check in the box beside Send an email notification to the instructor(s). This may not be visible if the instructor has disabled the notification option.
9. Select Finish to create the page or Cancel to exit. You will be returned to the Drop Box home page.

Add a Text Document:

This is similar to adding an HTML document, but you will not have the options to format text.

1. On the Drop Box home page, select Add to the right of your Drop Box or sub-folder. From the drop-down list, select Create Text Document.
2. Enter your text in the box provided. There are no formatting options.
3. Select Continue.
4. Give your page a Name. Names are displayed on the Drop Box home page.
5. (optional) Enter a description of the page.
6. From the Copyright Status drop-down list, select the appropriate copyright status for this document. NOTE: The default setting is “Material is in public domain”.
7. Select the check box beside Copyright Alert for a copyright warning that requires acknowledgement prior to accessing the file.
8. If you want an email sent to the instructor(s) informing them that you have added a text file to your Drop Box, place a check in the box beside Send an email notification to the instructor(s). This may not be visible if the instructor has disabled the notification option.
9. Select Finish to create the document or Cancel to exit. You will be returned to the Drop Box home page.

Revise a Text or HTML Document:

You may revise the content of Text and HTML documents, and Web Link using the CLEW interface.

1. On the Drop Box home page, select Actions next to the Text, HTML, or Web Link Drop Box file you want to revise.
2. Select Revise Content
3. Edit the content within the text box of the Drop Box file.
4. Select Continue to finish or Cancel to exit without making changes. You will be returned to the Drop Box home page.

Revise Details of a Drop Box File:

You may revise the details (name, description, availability and access, and copyright information) for any file or folder in your Drop Box.

1. On the Drop Box home page, select Actions next to the file you want to revise
2. Select Revise Details.
3. Make changes to the name, description, copyright status, availability, and/or access as appropriate.
4. Select Update to finish or Cancel to exit without making changes. You will be returned to the Drop Box home page.

Delete Multiple Drop Box Files:

1. To delete multiple Drop Box files at once, select the check box to the left of each of the files you want to delete.
2. Select Remove found just above the list of files. A confirmation window will be displayed.
3. Select the Remove button to delete the file or Cancel to exit without deleting. You will be returned to the Drop Box home page.

Move a Drop Box File:

If you have created folders within your Drop Box to help organize your material, you can move a Drop Box file from one sub-folder to another by:

1. On the Drop Box home page, select Actions next to the file you want to revise.
2. Select Move. A paste moved items icon (it looks like a clipboard with a piece of paper) will appear beside any folder to which you can move this file.
3. Find the sub-folder to which you want to move the file and select the paste moved items icon to the right of the folder.

Copy a Drop Box File:

To make an exact duplicate of a Drop Box file and place the copy in a different sub-folder:

1. On the Drop Box home page, select Actions next to the file you want to copy.
2. Select Copy. A paste copied items icon (it looks like a clipboard with a piece of paper) will appear beside any folder to which you can copy this file.
3. Find the sub-folder to which you want to copy the file and select the paste copied items icon to the right of the folder.

Move or Copy Multiple Drop Box Files:

1. To move or copy multiple Drop Box files at once, select the check box to the left of each of the files you want to move or copy.
2. Select the Move or Copy links found just above the list of files. A paste moved items /paste copied items icon will appear beside any folder to which you can move/copy this file.
3. Find the sub-folder to which you want to move or copy the file and select the paste moved items /paste copied items icon to the right of the folder.

Duplicate a Drop Box File:

Duplicating a file creates an identical copy of the original with the title Copy of… and places it in the same folder as the original.

1. On the Drop Box home page, select Actions next to the file you want to duplicate.
2. Select Duplicate. The duplicated item will appear on the Drop Box home page with the same title as the original file, preceded by the words Copy of.

Sort Drop Box Files:

You may sort Drop Box files alphabetically (Title), by creation date (Created By), last modified date (Modified), and file size (Size). To do so, select the appropriate heading. To change from ascending to descending sort order, select the heading a second time. This affects only your view of the Drop Box items.

Reordering Drop Box Files:

You can change the default order of the files in your Drop Box. The default order is the order that you and your professor will see when you enter your Drop Box.

1. On the Drop Box home page, select Actions link next to your Drop Box or a sub-folder you want to reorder.
2. Select Reorder.
3. Use the arrows on the left side to move items up one and down one. Continue to click the up or down arrows until you have the file where you want it. You may also reorder the files in the folder by using the Position column on the right hand side. Click on the drop-down arrow of the Position number beside the file you want to move. Select the desired number. The file moves to occupy that position in the list.
4. Select Save to finish or Cancel to return to the Drop Box list without saving any changes.

Add a Citation List:

You can search Google Scholar, type out a citation or import citations to create and add items to a citations list. Each citation contains a link to retrieve the full text or physical location of the information.

1. Select Add to the right of the folder or sub-folder to which you want to add a Citation List.
2. From the drop-down list, select Add Citation List.
3. You now have several options. You may use one or all of these methods to add citations to your citations list. You may add more citations at anytime.
4. Search Google Scholar
   1. Select the Search Google Scholar button.
   2. Use the Google Scholar interface to conduct a search for a citation to import into your list. For help, select the Scholar Help link beside the search box.
   3. Within the search results, find the article you wish to cite. You will see a number of links beneath the article description. To import the citation to your Citation List, select Import into Sakai.
   4. To continue importing citations from Google Scholar, select Back to Google Scholar. When you are finished adding citations from Google Scholar, select Close Window. You will be returned to the Add Citations screen.
   5. You may continue adding citations by selecting one of the buttons or if you are done, select Edit Citation List to view your list.
5. Create New Citation
   1. Select the Create New Citation button.
   2. Use the drop-down list to select the citation type.
   3. Enter information in the appropriate text boxes. To accommodate more than one Author, Note, Subject, Rights, or Links, select the appropriate Add Another link beneath the text box.
   4. Select Save Citation to save the new citation. You will see the new citation in the citations list.
6. Import Citations
   1. Citations must be in RIS format in order to import.
   2. Select the Import Citations button.
   3. Select Browse.
   4. Locate the file you want to upload from your computer and double click on it (or click once and click Open). Alternatively, you can cut and paste RIS formatted text into the text box below Import RIS Formatted Data from the Following Text.
   5. Select Import. The citations from your file will appear in the Citations list.
7. Select Add Citations to List to save the new citation(s). You will see the new citation(s) on the citations list.
8. Select Add Citations to List to continue to add citations to this citations list or, if you have finished adding citations to this list, select Finish to save and name this Citation List.
9. Enter a name for your Citation List.
10. (optional) Enter a description of the Citation List.
11. To add detailed descriptors, select Optional properties. You can then add information to any of the fields.
12. (optional) If you want an email notification sent to participants, choose from the Email Notification drop-down menu.
13. Select Finish to create the Citation List or Cancel to exit.

    Note: All citations added to this list will also be cancelled if you select Cancel.

Edit a Citation List:

1. On the Drop Box home page, select the Actions link next to the Citation List that has the citation you want to edit.
2. Select Edit Citation List.
3. Find the citation you want to edit and select the Edit link found under citation.
4. Make your changes to any of the fields.
5. Select Save Changes.

Add or Remove Citations from a Citation List:

1. On the Drop Box home page, select the Actions link next to the Citation List you want to edit.
2. Select Edit Citation List.
3. To add a citation to the list, select Add Citations to List and follow the steps in #3 in Add a Citation List. To remove a citation from the list, select the Remove link beneath the citation to be deleted. To remove all citations on your list, from the Citation Actions drop-down list, select Remove Entire List.

   Warning: Citations are immediately removed; no confirmation screen will appear.

4. Select Done Editing List when finished.

Export a Citation List:

You can export part or all of a Citation List. This will allow you to download a simple text file in the RIS format, which you can import into most reference management applications, such as EndNote, ProCite, and Reference Manager as well as other CLEW sites.

1. On the Drop Box home page, select the Actions link next to the Citation List you want to export.
2. Select Edit Citation List.
3. To export the entire list, select Export Entire List from the Citation Actions drop-down list. To export part of the list, place a check in the box(es) beside the citation(s) you want to export then select Export Selected from the Citation Actions drop-down list.
4. Save the exported file to an appropriate location on your computer.