Accessing files and folders from outside school

Transcription

1 Information sheet P015 The new managed service allows school users to access files and folders stored on the school network from any Internet connection outside school. This service is called Easylink. Future developments will allow access to MIS (SIMS) from outside school. The initial setup is that Easylink remote access is enabled for all staff and disenabled for all pupils. This information sheet has three sections: 1. How to access files/folders from outside school using Easylink (all users) 2. How to allow remote access for user(s) (C2k Manager) Important notes for users of remote access from outside school: Internet Browser: Internet Explorer 5.4 or later is required but you may encounter some issues with IE7; Versions of Windows and Microsoft Office: issues may arise if you are using different versions of Windows and/or Microsoft Office in and outside school. In particular, you may get a File Association error message if your remote computer does not have Windows XP and Office XP installed. In this case you need to remember in school to save your Word and Excel files to a lower version. If your are using Microsoft Office 2007, you can convert your school files but then will need to convert them back for use in school. File Size: To maximise the speed of access to files, particularly those with images, ensure that you use appropriate compression facilities. For example, for word documents you may use the option compress images to reduce the size of a file and increase downloading speed (in Word click on any image, and select Format>picture>Compress>All pictures in document). Speed of remote location Internet connection: access is dependant on the speed of your connection and the recommended minimum broadband speed is 0.5Mb. Anything lower will make access unuseable. Accessing Learning Resources: The folder permission rights must be set to Write or Collaborate by the teacher (owner) to allow a pupil to save a completed piece of work back to a Learning Resource folder. Public Library use As public libraries do not allow files to be saved to the computer, you will have to save to either a floppy disk or a USB pen. It is important to be aware that some files may be too large to save to a floppy disk. Computer Specification your computer specification (e.g. the size of memory, hard disk and processor) will have an impact on speed of access. Failed Log On Attempts: A page error is displayed after 3 failed login attempts; the account is locked out after 5 login attempts and has to be re-enabled by your C2k Manager in school. September of 8

2 1. How to access files/folders from outside school 1.1 Access Log onto the Internet Type in address Click Services for schools Click Primary School Access The following screen will be displayed for a short time (longer on first use on your remote computer) please wait until this screen is automatically refreshed. September of 8

3 Enter your C2k Username Enter your C2k Password Note: The optional password is only for use with MIS (SIMS) and this option is not yet available. Click Sign in You will now be presented with a menu of secure options the choices here depend on your level of access for now you should choose the School Folders option Note: you can use the Preferences option to change your C2k password. September of 8

4 On selection of the option, you will be taken to the Easylink screen Home Directory Your school files and folders Learning Resources Available resources September of 8

5 1.2 Home Directory: Opening & Saving Files Method 1 when accessing from a secure personal PC To make changes : Drag and drop or Copy and Paste file from the My Folders window to the desktop and then double click on the filename on the desktop to open. Make any changes and Save To Save in the My Folders window: Drag and drop or Copy and Paste the file from the desktop to the My Folders window Click Yes to replace existing file Method 2 when accessing from a public non secure PC (e.g. Public Library) To make changes - Double click file directly from the My Folders window - you will be prompted to log on again To Save Select File>Save the direct path to file location on C2k system will be found 1.3 Learning Resources (a) To Open: Save Locally Click the desired resource file At prompt right-click file Select Save File As Click Save September of 8

6 Click Cancel Button (Library Prompt Only) Select which Drive or area to save the file to (Floppy A or F is USB in library) Click Save Click Close at Download Complete message (The resource file is now saved to your area or on your floppy or USB pen) Edit and Save the file as required (b) To Save completed work back to a resource folder 2 : Right Click Destination Folder (eg Completed Assignment) Select Add Files September of 8

7 Click Browse Search on the desktop or on a disk for the saved file which is to be uploaded to the Resource Folder Click OK Close Learning Resources 2 The folder permission rights must be set to Write or Collaborate by the teacher (owner) to enable the user to save a completed piece of work back to a Learning Resource folder. 1) Logging Out: You must ensure all browser windows are closed. Click To Log out 1 The downloading speed of files will depend on (i) connection type: PSTN 56kps, ISDN 128kps and Broadband 512kps min and (ii) the size of the file (iii) computer specification. opening and editing of files may depend on the software or version being available on the local desktop. September of 8

8 2. How to allow remote access for user(s) (C2k Manager) 2.1. Access As C2k Manager, you have the facility to control users remote access through the EasylinkX group in the RM Management Console. By default when your new service was installed, all staff and no pupils were given membership of this group. Log on as C2k Manager In the RM Management Console, click on Resources. Click Manage Groups in the right-hand pane. Double Click EasylinkX in Groups Pane 2.2 Giving remote access to individual users(s) Add user(s) to the EasyLinkX group. Click Users in the left-hand pane Click your school group to expand users Select user(s) and Click Add button to move users into the EasylinkX group 2.3. Removing access for user(s) Select user(s) as in 2.2 above, and click the Remove button. September of 8