How to Access Files from Remote Locations

This page describes how you can reach files stored on the College of Business Cob-Storage file server from remote locations.

You can use two methods to access files from offsite. Both methods require you to download and configure software on the remote computer. Both methods use this special software to encrypt transmissions so you can trust other people will not be able to eavesdrop on your work.

• Secure File Transfer Protocol (SFTP) -- This method allows you to use a Windows Explorer-like user interface to drag-and-drop files between your computer and the college's Cob-Storage file server.
  • Pros:
    • Fairly easy to set up
    • Allows you upload and download files from your College of Business Cob-Storage areas.
    • Supported by the College of Business Help Desk
  • Cons:
    • Only allows you to reach the college's Cob-Storage file server.
    • Assume you want to edit a document on the Cob-Storage file server. With SFTP the best approach would be to begin by making a local copy of the file. Then you could edit the file on your local computer. Finally, you would move the local copy back to the Cob-Storage file server. This approach involves more steps than using a VPN network connection.
• Virtual Private Network (VPN) -- This method builds virtual network connection or tunnel between your computer and the campus network.
  • Pros:
    • Allows your computer to interact with programs and file servers just as if it was plugged directly into the campus local area network.
    • Supported by the university's Network Engineering area.
  • Cons:
    • Not easy to set up.
    • Not supported by the college's Help Desk.

Secure File Transfer Protocol (SFTP)

This section describes how to set up and begin using SFTP to move files between your computer and the college's Cob-Storage file server.

Just as you can drive with a Ford or Toyota, you can use any of several different SFTP clients to interact with the college's Cob-Storage file server. The college's Help Desk recommends using WinSCP, and our descriptions below will primarily explain how to use it. Advanced users might want to experiment with other SFTP clients, so we will briefly describe SSH Secure Shell at the end of this section.

How to use WinSCP

WinSCP is an open source program, so it is being developed in a cooperative manner and is hosted on SourceForge, the world's largest open source development website. Open source software has several advantages over proprietary software:

• It costs nothing to download and use, so you do not need to worry about licensing.
• Development cycles tend to be quite rapid, so you can easily check for updates and download the latest version for free.
• Anyone can look directly at how the program works and recommend improvements. Thus, open source software tends to be more reliable and less prone to viruses than proprietary software.

Your first step should be to go to the WinSCP portion of the SourceForge website, available at http://winscp.sourceforge.net/eng/. Read a bit about WinSCP, then download and install the program on your computer.

• As you install the program, you will need to choose which User Interface Style to use.

  

  • Explorer-like Interface (recommended): The college's Help Desk recommends selecting the Explorer-like interface.  The Explorer-like interface works much like Windows Explorer (surprise!); that is, it opens one window showing your remote directory on the Cob-Storage file server. To move files between your computer and the Cob-Storage file server, you drag and drop files in and out of the WinSCP window just as if you were using Windows Explorer.
  • Norton Commander Interface (workable, but not recommended):  If you select the Norton Commander interface, then when you use the program, you will see two panels showing files: the left-hand panel will show files on your local computer and the right-hand panel will show files on the college's Cob-Storage file server. By dragging files between the two panels, you will move files between the two computers.

   

• Once you have downloaded and installed WinSCP on your computer, open the program and it will show you a WinSCP Login dialog box as shown below:

   

• This dialog box allows you to create a Session; that is, a bunch of configuration information that teaches WinSCP how to find the college's Cob-Storage file server. You can save this session information, so you should only have to enter this information once. This lets you save time later by recalling a Stored Session instead of entering all the configuration information again. To create a Session, enter the following data:
  • Host name -- from off-campus, the college's Cob-Storage file server is known as: cobsftp.bus.oregonstate.edu
  • User name -- enter your Business College Username. Thus, the Username for Joe Student is likely to be something like STUJ123.
  • Password:
    • If you are using a secure computer, such as a computer in your home office, then you might enter your Business College password at this point. This will save the password on your computer and make it easy to use WinSCP later without having to re-enter your password.
    • If you are using a public computer, such as a computer in a fraternity lounge, then leave the password field blank. You will be prompted to enter your password at a later step.
  • Port number -- don't change the port number.
  • Protocol -- don't change this either.

• Either click "Save..." to save your session for future use, or click Login to begin using WinSCP.
• The first time you log on you will see this security screen:

• Click "Yes"
• Your Remote folder will open after a couple of seconds, and you will be able to access your files as though they were in any other Windows Explorer window.

How to use SSH Secure Shell

SSH Secure Shell provides an alternative method of linking with the college's Cob-Storage file server. This method has received an explicit recommendation from the university -- it is distributed on the OSUware 2005 CDROM, and the Central Information Systems group supports this method.

You can learn more about SSH Secure Shell by visiting the SSH Communications Security Corp download page.

Virtual Private Network (VPN)

If you want a truly industrial-strength method of connecting to the campus network, and you are willing to put a bunch more work into configuring your computer, then you may want to explore creating a VPN connection with the campus. Remember, this method is not supported by the college's Help Desk.

To connect to the campus network from home using the VPN software, begin by going to this OSU Network Engineering web page. Next, in the "VPN Client Software" section, click on the hyperlink for your operating system. For reasons the college's Help Desk does not understand, you will be forced to enter your ONID and password before you can read more about using VPN.

This image shows what the VPN software looks like on Dave Sullivan's home computer when his computer is disconnected. To establish a VPN connection to campus, he needs to double-click the OSUSDS+ORST_VPN3K entry in this window and enter his ONID UserID and Password in a resulting dialog box.

If everything goes well, and you have installed the VPN software and it is running, you should see a small yellow padlock in the lower-left corner of your windows desktop. This padlock indicates that you have successfully established a VPN connection to campus. That means any interactions you have with servers or other computers on campus will occur through an encrypted private channel, and so those computers will interact with you as if you were sitting inside the campus firewall.

Here are two things you can do with your new VPN connection: use drag-and-drop techniques to exchange files with file servers, and use Remote Desktop to take control of a computer on campus.

Exchanging files with a file server

To do this, give a Start - Run command by clicking on Start and selecting Run. Then, enter a fully qualified name of a folder on a server on campus that you would like to use. In the example below, Dave Sullivan entered \\cob-storage.bus.oregonstate.edu\studentpdata\sullivan\public\ba271.

Once you push OK, you will be asked to enter a User name / Password combination. If you are attaching to a College of Business server (as shown above), enter your email address as the User name, and your College of Business password as the password. Do not use your ONID User name or password at this step because you are asking to use a College of Business service. Thus, Joe Student would enter a User name similar to Stuj123@bus.oregonstate.edu.

If everything goes well, you should see a file management window appear similar to the following one. You can use this window to move files between your home computer and campus by dragging and dropping files or folders.

Using Remote Desktop

By using Remote Desktop, you can have your home computer take control of a computer on campus. Once this happens, any mouse movements or commands you give on the screen of your home computer are sent directly to the campus computer to execute. The campus computer sends screen images back to your home computer. The result of this process is that it appears just as if your home computer's keyboard, mouse, and screen are directly connected to the campus computer -- except that the screen doesn't update quite as fast. This lets you run software on a computer in your office on campus while you work from home.

This approach will work for faculty who have a computer in their office. Since students do not have their own dedicated computer on campus, this approach won't work for them.

To use Remote Desktop to mount another computer, you have to take several steps of advance planning. For example, to use your office computer from home, you need to configure your office computer by going to its Control Panel and adjusting its System Properties to allow users to connect remotely, as shown below.

Next, you need to leave your office computer turned on. You cannot establish a Remote Desktop connection to a computer that is turned off.

Next, you need to go home and give a Start -- Programs -- Accessories -- Communications -- Remote Desktop Connection command. That will cause the following dialog box to appear:

Fill in this dialog box with the name of your office computer and push Connect. You will be prompted for your User name and password. Once the connection has been made, you will be able to use your office computer from home just as if you were actually sitting in your office.