GDC4S Dropbox User Guide

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1 GDC4S Dropbox User Guide Contents Foreword... 1 Dropbox User Guides... 1 Sign On... 2 Your Home Page... 3 Create/Send a New Message... 4 Adding a Previously Used Recipient... 4 Adding a New to You User... 5 Add Attachment(s)... 7 Download an Attachment... 8 Arrange a File Transfer from Outside GDC4S... 9 Foreword The new GDC4S Dropbox lets you safely and securely collect, store, manage, and distribute messages and files between GDC4S and external parties. The purpose of this document is to minimize the time required for you to learn its functional capabilities and the procedures for using it. This document assumes you have performed the steps presented in the GDC4S Dropbox Setup Guide. All communications using the new Dropbox must be initiated by a GDC4S user. From your web you can exchange messages and files of any size with your teammates, partners and customers over encrypted connections and using secure protocols. All files are stored securely using FIPS validated AES encryption, the U.S. and Canadian government encryption standard. Note: All GDC4S users are responsible for complying with GDC4S security policy as prescribed in OM Information Security Manual. Dropbox User Guides There are three user guides for the new GDC4S Dropbox: The Setup Guide takes GDC4S internal users through the steps required to get online with the Dropbox.

2 This User Guide presents the information and procedures for GDC4S internal users to send and receive messages and files using the Dropbox. It assumes that you have successfully completed the steps in the Setup Guide. The Exchanging Files with GDC4S guide describes the steps necessary for external users to exchange messages and files with GDC4S internal users. These guides are available at the following link: Sign On After you have completed the steps described in the GDC4S Dropbox Setup Guide, open your browser and go to Enter your GDC4S Username (badge number) and Password. Clickable keyboards are provided to help thwart keystroke loggers. If you are logging on to the Dropbox site from a public computer, it is highly recommended that you use the clickable keyboards to enter your username and password. To access the keyboard, click on the keyboard icon next to the username text field; to close the keyboard, click Close.

3 Click the Sign On button. Your Home Page Upon successful sign on, the Dropbox opens to your personal Home page. Announcements Account Options Sign Out Navigation Links Mailboxes Send Message

4 Announcements display messages posted by the Dropbox Administrator. Mailboxes lists your mailboxes and their contents. Send Message allows you to create and Send a New Message. The Navigation Links appear at the upper left of most pages. Home takes you to your Home page. Folders takes you to your home folder Messages link takes you to the Secure Messages mailboxes. Logs link takes you to the Logs page. The Need Help? links open the comprehensive MOVEit DMZ Online Manual, access the Technical Support page, and Open up the Setup Guides Create/Send a New Message Begin by selecting the Send a New Message link on your Home Page. There are three steps required to send a message with an attached file: 1. Add GDC4S and/or external recipient(s); 2. Add any attachment(s); and 3. Send. The steps for adding a recipient differs depending on whether or not you have sent to the recipient in the past. Adding a Previously Used Recipient Click on the To Button Your Address book should Load:

5 This list consists of all the people you have sent to in the past and who have also sent to you. You can scroll through the list either by using your mouse s scroll wheel or resizing the window to get the scroll bars to load. Or you can enter in past of the users name in the Search field. Your address book will only show users who meet your search criteria. When you find the user(s) you will be sending to click on the checkbox next to their name and select the OK button. At any point you can select the To button to add more users to your recipient list. Adding a New to You User In the text field next to the To button: Enter in the part or all of the users first name, last name, or address and click on the Check Recipients button. If there is only one person which meets the criteria you will receive a success message at the top of the page:

6 If there were multiple users which met the criteria you will receive a list of users. You will then have to select the checkbox next to the user you want and click the OK button. If there are no active users who meet your criteria you will get an error message: If this is the case please check your spelling and try again. If it fails a second time either the user you are trying to send to is locked or the user is not in the system. If the user is not in the system enter in the users full address into the to field, compose your message, and hit send. By sending a message to a user not on the system a new account will be created for them. If you try the above and you are still receiving an error message. Please contact the GDC4S Service desk as the user account you are trying to send to may be locked.

7 Add Attachment(s) In your message under the Files section you will need to click on the hyperlink to laungh the Upload/Download Wizard. If you do not see this link then the wizard is not installed and you should refer to the GDC4S Dropbox Setup Guide When the Upload Wizard message box opens, click Add File. Navigate to the file you want to attach and click Open. The file is added to the list. To add another file to the list, click Add File again; repeat until all files have been added, and click Next.

8 The Choose Upload Options box displays. Select whether you want to upload the files individually, or to zip them into a single file. Note that you can zip a single file. If desired, enter any Notes, select any other option(s), and click Next. A message box displays the upload progress; upon completion, the Transfer Complete message displays, with information about the transfer. Click OK. The Transfer Report displays, showing that the file uploaded successfully. Download an Attachment There are several ways to download files from the Dropbox through the web interface. The general rule is to click the Download link next to or under the file you wish to download.

9 If installed, the Download Wizard will also provide a Download All button when multiple files were sent to you. Arrange a File Transfer from Outside GDC4S To arrange for an outside party to send files to GDC4S securely:. Send the document Exchanging Files with GDC4S to your outside contact by conventional (e.g., Outlook): From the Dropbox, send your contact a secure message; the Dropbox will them separate messages with a unique user name in one and their temporary password in another. Using their User ID and temporary password, they must change their password before they can access your message. They can then access and create a reply to your message, attach one or more files, and transmit it securely.