Staff Guide for using the LSBU Virtual Private Network A Virtual Private Network Tool (VPN) provided by ICT (Information Communication Technology Department)
London South Bank University 2 Table of contents Introduction... 3 First time use setting up LSBU Virtual Private Network access on a PC... 4 Step by step... 4 The LSBU Virtual Private Network home page... 5 Downloading and Uploading... 6 Zipping and Unzipping files and folders... 7 Bookmarking Network Share Folders... 8 Example... 8 Bookmarking other Shared Folders... 9 Example... 9 Web Bookmarks... 10 Example... 10 Logging Out... 11 LSBU-VPN-StaffGuide-V1.doc Page 2 12-April-2011
Introduction LSBU Virtual Private Network, known at the VPN, is a web based application that allows you to: Access files in your I: drive from any PC with an internet connection, on or off campus Access any shared drives that you have set up on the Hawk server from any PC with an internet connection, on or off campus Create links to other local shared folders that you have so that you can access them from any PC with an internet connection, on or off campus Link to LSBU resources (Outlook, Blackboard, Staff Gateway, etc.) with a single sign on Create a list of Favourite web site links that you can use from any PC Access LSBU firewalled web sites LSBU-VPN-StaffGuide-V1.doc Page 3 12-April-2011
First time use setting up LSBU Virtual Private Network access on a PC The first time that you use the LSBU VPN on a PC, certain files are downloaded and installed automatically. You do not need administrator access to do this. Step by step http://secure.lsbu.ac.uk/ Open a Web Browser (Internet Explorer for example) and go to the URL http://secure.lsbu.ac.uk/ You will be presented with a log on screen. Use your standard LSBU Windows Username and Password. Leave the realm as Staff. Click on the Sign In button. If it is the first time that you have used LSBU VPN on this computer, you will be asked for permission to continue and run an application. Choose Yes and Run or Always and Always depending on the dialogue boxes you see. After a few seconds the LSBU VPN screen will appear. Future logging in on this PC will not bring up the dialogue boxes. Depending on how your PC is set up, you will see either these messages or these messages LSBU-VPN-StaffGuide-V1.doc Page 4 12-April-2011
The LSBU Virtual Private Network home page These are the main areas of the LSBU VPN home page. Link to your I: drive. The I: drive is an area that you can copy files and folders to and access them from anywhere. The Network Share area contains all the shared folders on the Hawk server. You can see the names of all of them but you will only get access to ones that you have been given permission for. Setting up and changing the access permissions on the Hawk shared folders is administered by the ICT department. Contact ictshare@lsbu.ac.uk for further information. You can add your own bookmark shortcuts to folders within the I: drive, to shared folders and to folders on your LSBU PC. When set up, they appear here, just under the main links. The Web Bookmarks section allows you to open a range of LSBU resources. Using the [+] button, you can add your own bookmark shortcuts to any URLs that you choose. This area shows who you are logged into VPN as (this may appear above Web Bookmarks). This Meetings section allows you to set up a secure meeting where you can show applications on your desk top (a PowerPoint presentation, for example) to others. A meeting number and a password are generated which you send to other people. They open a web browser; go to secure.lsbu.ac.uk/meetings/ and type in the meeting number and a password. LSBU-VPN-StaffGuide-V1.doc Page 5 12-April-2011
Downloading and Uploading You can download and upload files and folders from your I: Drive and any Shared Network folders to which you have access to your local internet connected PC, wherever it is. The I: drive is a network drive that all LSBU staff members have. Shared Faculty or Department work folders are set up on the Hawk server by the ICT department for particular staff members. This example shows using the I: drive, but it is the same principle for Hawk share drive folders. See next page for more information on Zipping To get to the I: drive or Network Share, click on the link. Selecting a folder (clicking in the small box will put in a tick) then choosing Bookmark Selected will add the folder to the File Share list on the Home page. You can t bookmark files, only folders. Selecting folders or files then choosing Delete will remove them. Take care! You cannot undo a deletion. Selecting folders or files then choosing Download lets you download a copy of the file to your local computer. If you download a folder it will be downloaded as a ZIP file that will need to be unzipped to get at the files within it. You can upload files and folders using this button. If you upload a folder, it must have been previously zipped into a single file. The folder will be unzipped as you upload it. New folders can be created here. This Home button takes you back to the LSBU VPN home page. You can also download files by right clicking on a filename and choosing Save Target As Important To edit files, you should always download the file to your local PC, edit and save it locally, then upload it back to the I: drive or shared network drive. If you double click on a file name to access it, always SAVE the file on to the local PC - do not OPEN it otherwise any edits you do may be lost. LSBU-VPN-StaffGuide-V1.doc Page 6 12-April-2011
Zipping and Unzipping files and folders When uploading and downloading folders and groups of files to LSBU VPN, you have to be able to zip and unzip them. Zipping a folder just means converting it (and all the files inside it) to a single compressed file, unzipping is converting a compressed zipped file back to the folder / group of files that it contains. Windows XP allows you to zip and unzip files and folders. Zipping files and folders Zipping files and folders in Windows XP can be done by selecting the files/ folders to zip, right clicking and choosing 7-Zip>Add to archive. In the dialogue box that appears, choose Zip as the archive format, and then click OK. Unzipping files and folders Unzipping in Windows XP can be done by right clicking on a Zipped file and choosing Extract All LSBU-VPN-StaffGuide-V1.doc Page 7 12-April-2011
Bookmarking Network Share Folders When first used, LSBU VPN lists your I: drive and all of the shared drives on the Hawk server. It is a good idea to create Bookmarks (shortcuts) to any commonly used shared network folders and folders in your I: drive. Example Here we are going to bookmark a shared network folder We will choose the Network Share link. These are the shared folders on the Hawk server. We will scroll down and click on a Network Share folder that we have access to. We can now either bookmark the shared folder that we are in (in this example the ICTUG folder) by clicking on the Bookmark Current Folder link or We can select a subfolder by putting a tick in the box next to it and then clicking on the Bookmark Selected button. You can then create a name and a description for the bookmark and then click on the Add Bookmark button. The bookmark will be added at the bottom of the Files list on the LSBU VPN home page. LSBU-VPN-StaffGuide-V1.doc Page 8 12-April-2011
Bookmarking other Shared Folders You can add Bookmarks (shortcuts) to other folders that you share In order for these links to work the PC or server that hold the folders / files that you are accessing need to be switched on. Example To Bookmark a shared folder not on the Hawk server (a folder shared with you on another PC in your office for example) put the name of the shared PC in this box and click the Browse button. For example \\Wo12345678\ (back slashes are important!) VPN will show the folders that are shared with you on that PC, click on one. You can now either click on the Bookmark Current Folder. or Select an item within the folder and click the Bookmark Selected button. Add some details then click on the Add Bookmark button. The Bookmark is listed here. You can now access the folder, via LSBU VPN from any PC with an internet connection. LSBU-VPN-StaffGuide-V1.doc Page 9 12-April-2011
Web Bookmarks VPN comes with links to commonly used LSBU web resources (Blackboard, Staff Gateway, Outlook Web Access, Etc.). You can add your own links to your commonly used web sites which will be available every time you log into V Example To add your own Web Bookmarks, click on the + symbol. Enter a name and a description for the Bookmark. Enter the full URL. Choose if the site will launch in a new window, and if it does if you want there to be an address line, menu and toolbar in the new browser window. Click on the Add Bookmark button. The new Web Bookmark will appear under the built in bookmarks. LSBU-VPN-StaffGuide-V1.doc 10
Logging Out When finished, please remember to logout otherwise the next time you login you will be faced with the following message. LSBU-VPN-StaffGuide-V1.doc 11