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IT solutions: How to share files that are too large to attach to emails

Have you ever wondered if you were the only person on campus with a particular computer problem? Got a quick technology question and don’t know who to call? Contact the IT Help Desk, 785-532-7722, e-mail helpdesk@k-state.edu.


Question: I need to send out a portfolio for an internship, but the files are just too large to attach by email. How can I get this project out?

IT Help Desk: As discussed in a recent article, email attachments are a fast, simple method of sharing smaller files, but file-size limitations can complicate the process. When sharing large files, such as for projects or portfolios, consider using the “Briefcase” sharing feature of Zimbra webmail. Sharing allows you to give other users permission to view and save large files, even if they do not have a K-State account. (For external guests, the file owner must create a password to access the shared briefcase and then give the password to non-K-State users who need to view the files. They cannot make changes to files. Continue reading “IT solutions: How to share files that are too large to attach to emails”

IT solutions: Email attachment size limits, file-upload time

Have you ever wondered if you were the only person on campus with a particular computer problem? Got a quick technology question and don’t know who to call? Contact the IT Help Desk, 785-532-7722, e-mail helpdesk@k-state.edu.

Next topic:How to share files that are too large to attach to emails


Question:  I am trying to send an attachment to my email in Zimbra webmail. What is the limit on the file size?

IT Help Desk:  The limit for each email in K-State’s Zimbra system is 50MB (megabytes) including attachments.  That’s 51,200KB (kilobytes); 1 megabyte = 1,024 kilobytes. That is substantially more than most email service providers allow (typically 10-25MB).  So, when you are considering sending a large file attachment, first check the file size.

This does not take into consideration that a file attachment needs to be encoded — which typically adds roughly 30 percent to the file size.  That means the upper limit for a file attachment(s) is closer to 35MB.  It depends on the content of the attachment.

Continue reading “IT solutions: Email attachment size limits, file-upload time”

Zimbra update: New features; remaining email/calendar issues

K-State’s upgrade to Zimbra 7 on Nov. 20 resulted in many K-Staters experiencing infrequent interruptions and functionality issues with webmail, certain email clients, and mobile devices. The university continues to work with the off-site service provider to restore stability and functionality to the Zimbra system. See “Current issues and fixes being addressed” below.

UPDATE Tuesday, Dec. 6: On the evening of Dec 5, email became very unstable and K-Staters were randomly unable to access email due to a corrupt database. At the service provider’s recommendation, the system was taken down at 6:30 p.m. to work on stabilizing the system. The outage continued through the evening with intermittent access.

On a happier note, the new webpage What’s new in K-State Zimbra spotlights email and calendar enhancements from the upgrade, including these:

New email features

  • Recover deleted items from your Trash
  • Global Address List (GAL) contains contact info
  • Select and add multiple attachments
  • Find emails by searching senders or recipients

New calendar features

  • Calendar scheduling wizard
  • Multiple appointments open at same time
  • Save an appointment without sending an invitation
  • Create a copy of a meeting
  • Set your personal availability hours

Current issues and fixes being addressed

  1. Icons look funny or are incorrect using webmail in Internet Explorer. K-Staters should consider switching to a different browser such as Firefox, Chrome, or Safari for the interim. Or use Mail Classic, which may have some reduced functionality but icons will display properly. (In webmail, click Mail Classic at top right. To get this setting every time at log-in, click the Options tab, and in the General section set Login to Standard HTML.)  A trial instance of Zimbra will be available later today (Dec. 5) to test a more modern skin that should support Internet Explorer better.
  2. Global Access List (GAL) is working intermittently. K-State is working with Zimbra on a resolution.
  3. Email search function is working intermittently. K-State is working with Zimbra on a resolution.
  4. Signature is not appended to a message when an email is replied to or forwarded. From webmail, click the Options tab, and then the Signatures option at left. Highlight the desired signature and then click Save to verify it.
  5. Calendar functional issues. K-State is actively investigating reported calendar issues.

Please continue to provide feedback to the IT Help Desk (785-532-7722; helpdesk@k-state.edu, servicedesk.ksu.edu). Information Technology Services apologizes for this inconvenience, and we are working toward a permanent fix for all issues.

K-Staters seeing intermittent e-mail access from Zimbra upgrade Nov. 20

The K-State Zimbra upgrade to version 7 went smoothly in the wee hours of Sunday, Nov. 20, and central email/calendaring systems were working normally that morning. However, K-Staters began reporting intermittent access problems by 1 p.m. Sunday.  The service provider has been working to resolve the issue.  The IT Status page is the best resource for status updates.

Information Technology Services apologizes for this inconvenience.  Be assured that all email received and sent during this time is being stored; no email will be lost. Reports of access issues should be sent to the IT Help Desk, 785-532-7722, helpdesk@k-state.edu.

Dropbox vs. K-State Zimbra Briefcase debate

Last week there were more than 200 views of the Dropbox article in IT News, and five or more separate questions to the editors about suggesting Dropbox. While there are many free tools for storing and sharing of information, we chose to share information about Dropbox because of its ease of use and the ability to share files and information with individuals beyond K-State.

We also amended last week’s article to include the statement, “Internal, confidential, and proprietary data should not be shared with third-party services”.

Continue reading “Dropbox vs. K-State Zimbra Briefcase debate”

Oracle Calendar to be decommissioned on July 1

Information Technology Services transitioned to K-State Zimbra Calendar on June 28, 2010. As part of the transition, Oracle Calendar will be decommissioned on July 1 this year. K-Staters with data still in Oracle Calendar have options to archive their data; instructions are available on the Moving Oracle Calendar data to Zimbra Calendar webpage.

Continue reading “Oracle Calendar to be decommissioned on July 1”

Free file storage: “Briefcase” in K-State Zimbra webmail

“Upload and store important files in your briefcase so you can access them anywhere, anytime, from any computer” says the Zimbra help information. That’s the big value of the Briefcase free storage space, which is available to all K-State students and faculty/staff in K-State Zimbra webmail.

screenshot of Briefcase feature in K-State Zimbra webmail

Continue reading “Free file storage: “Briefcase” in K-State Zimbra webmail”

Zimbra Weekly: Setting calendar reminder options

You can set reminders in K-State Zimbra that will alert you at specified intervals before an event occurs. These notifications include playing a sound, flashing the browser title, and alerting via a pop-up notification.

How to set your calendar reminder options

  1. Sign in to K-State webmail at webmail.ksu.edu.
  2. Click the Options tab.
  3. Click Calendar in the Options list in the left navigation.
  4. In the General section, next to Show reminders, select the time at which you want the alert to occur. Continue reading “Zimbra Weekly: Setting calendar reminder options”

Zimbra Weekly: Seeing attendees’ accept/decline responses

You may want to check on attendees’ responses to event invitations to see who will be attending a meeting. By default, K-State Zimbra will notify the event organizer by e-mail of attendees’ responses to event invitations. Event organizers can also view their responses directly from the calendar.

How to view accept/decline responses from K-State Zimbra Calendar

  1. Sign in to K-State webmail at webmail.ksu.edu.
  2. Click the Calendar tab.
    Continue reading “Zimbra Weekly: Seeing attendees’ accept/decline responses”

Zimbra Weekly: Sharing and collaborating in K-State Zimbra

Sharing in K-State Zimbra gives others permission to view, edit, and/or share your items — and is useful for project collaboration, office scheduling, and more.