Information Services Division


Communicate and Collaborate FAQs

UCL Drop Box

How long do files remain in UCL Drop Box?

Files remain in UCL Drop Box for 10 days after which they are automatically deleted from the system. 

Is UCL Drop Box a secure way to send files?

Using UCL Drop box has the same security level as sending an email. Anyone who knows the Claim ID and Passcode can download the file.

If you need greater security for your files then you should password protect or encrypt your files before dropping them off.

If the data you wish to send is highly confidential, then you should not use UCL Drop Box. Find an alternative means of sending your data such as burning to a CD and giving the information to the recipient personally.

How large can the files be?

1.2GB is the limit. Above this and your browser may fail to respond.

Also keep in mind:

1. The larger the file the longer it will take to drop off the file.
2. Does the recipient have enough space to receive the file? If you are sending a large file, ensure that the recipient will have sufficient disk space to download it either on their hard drive or USB key.

How can I notify someone that I have dropped off files for them to collect?

After you have dropped off/uploaded your files, an email is automatically generated and sent to the recipient (whose email address you would have entered on the web form). The email sent contains the Claim ID and Passcode for the file you have uploaded.

Please take care to:

1. type the recipients address correctly.

2. separate multiple addresses with a comma (do not put extra spaces between addresses).

Please note: the notification email will come from UCL Drop Box - not your email address.

I never received a notification email about a file dropped off for me, what can I do?

This is likely because your email address was not entered correctly. You will need to double check with the sender that your email address was entered correctly. 

I've lost the email with the Claim ID and Passcode. Can you send it to me?

Unfortunately we cannot do this. You will need to ask the sender to resend the details to you.

I don't want my file to remain on the Drop box, how can I get it deleted?

Your uploaded files remain on the system for 10 days after which they are automatically deleted permanently from the system.

Should you need to have a file removed before the 10 days are up, then you should contact the ISD IT Services with the date your dropped off the file, name, and passcode. Please only contact the IT Services  if you are concerned about security. Your files will automatically expire after 10 days.

Can I see a list of the files that I've dropped off?

Yes. View the List files you've dropped off how to guide.

Can I send to a mailing list in Drop box?

Yes, you can send to a mailing list.

When I upload a file I receive the error 'forbidden file type' - what does this mean?

You have tried to upload a file which is not acceptable to send using UCL Drop Box. Certain file extensions which are commonly used by viruses or that are capable of misuse, for example, .bat or .exe are automatically blocked.

I am an external user. Every time I try to drop off a file I see a screen prompting me to enter a UCL user ID and password...

Please try deleting all of your temporary files, cookies, browsing history etc. from the browser that you are using. Then try using UCL Drop Box again.

Which browser should I use?

UCL Drop Box should work with most browsers. If you do have an issue using Drop Box with your default browser, it's worth trying an alternative. For example, if you usually use Internet Explorer, try Firefox. If the problem persists, contact the IT Services.

Email and Calendar

What is my email address?

When you join UCL and activate your new email account you will receive an email from Postmaster notifying you of your email address. 

You will receive this email on your start date.

What is the difference between my live login ID and my email address?

Your UCL userID@ucl.ac.uk (e.g. ucaaxxx@ucl.ac.uk) is called your Windows Live ID and is used as a username to log in to your live @ UCL email account.

The address containing your name (e.g. f.bloggs.14@ucl.ac.uk) is the email address associated to your account. This should be distributed to people you know.

Although the Windows Live ID (e.g. ucaaxxx@ucl.ac.uk) can also be used to send email to you, you should now get in the habit of distributing your actual email address instead.

If you were to experience any issues with your account, it would be easier for UCL support staff to investigate and provide assistance if the messages were coming via your actual email address: f.bloggs.14@ucl.ac.uk.

How do I change my email address to include my preferred forename?

If you wish to have an email address with a different name you will need to email Postmaster to request this who will be able to set this up for you (provided there are no clashes with existing email addresses).

If you are a student, the ".14" (or ".13" or".12" depending on when you started) will remain in your email address.