The Sharing Control

New to sharing? Review key sharing concepts.

Finding the Sharing Control

Every item in KeepandShare has its own Sharing Control to allow custom sharing on every document, table, file, folder, album and calendar. Examples of how to access the Sharing Control:

• Click 'Customize & Share' when viewing a calendar.
• Click the blue 'Edit' next to the name of a document, file, photo album, or address.
• Click 'Share Folder' under a folder name.
• Click 'Share List' in the To Do application

The Share Status Icon

The Sharing control always displays one of these status icons:

	Sharing is Not Set	Your information is not shared with anyone else - only you can see it when you are logged in to your account.
	Sharing is Public	Your information is shared with the public, so anyone on the web can view it without logging in.
	Sharing is Private	Your information is not visible to the public, it is only visible to the users and groups listed in the Sharing Control.

Using the Sharing Control

Sharing is Not Set:  your item is completely private to your account. Only you can view the item. The Sharing control looks like this:

Sharing is Public:  your item can be viewed by the whole world-wide-web without them needing their own KeepandShare accounts or Guest Passes. Anyone can view the item. Check the 'Anyone (Public)' box . The Sharing control looks like this:

Sharing is Private:  your item can be viewed by a specific list of individuals and groups. Enter as many names as you like in the blank sharing field to build up the list. Place check marks next to names in the sharing list to grant them viewing access. The Sharing control looks like this:

In the above image, sharing is set to share with 3 individual users and also a share group named 'IAB Team'. Also note that user 'richard' has 'Allow Edit' checked, so he is allowed to edit the shared information:

You can enter 4 kinds of names into the blank sharing field:

1. A KeepandShare account name, such as 'jsmith'.
2. A KeepandShare group name, such as 'IAB Team'.
3. A person's first and last name, such as 'Jon Smith'. KeepandShare will search your Friends List for matches (if their account name is not on the Friends List, add their account name to the list).
4. An email address, such as 'john.smith@gmail.com'. A Guest Pass email is sent to this address if there is not a KeepandShare account with that email address already.

Tips

• All My Friends: is a pre-defined share group that includes all the names you have placed on your Friends List.
• Click on the 'Allow Edit' checkbox to grant that person/group edit rights.
• You can set sharing to be both Public and have a Private Sharing list at the same time. This is useful if you want the Public to be able to view an item and you also want to grant edit rights to a few others. Enter the specific individuals or groups into the Sharing list and check the Edit box next to their names.
• If you share information repeatedly with the same list of users, you can save time by creating a share group. Share groups can include unlimited number of users, and can be used again and again to share many documents, photo albums and other KeepandShare information. Click on the blue 'Groups' link to create or modify a share group.

Alert Friends

Below the Sharing control is the Alert friends check box:

When checked, everyone this document or calendar is shared with (and if it's shared public, everyone who has subscribed to you) will receive a notification in the "Fresh Shares" section of their Dashboard.

• Notifications are generated when an item is created, edited or commented.
• In your calendar, if Alert Friends is checked, every different day you edit will post as a notification to their account. If this is 'too much' for them, you can either uncheck this Alert Friends box on your calendar, or they can change their email settings to recieve email summaries less often.
• In document editing, multiple document edits notifications are combined into a single notice showing just the latest edit time.