Advice on Transferring Work Between Home and the BSO
This leaflet explains the way in which files may be transferred between the Computer Network at the BSO and PC or Mac computers (e.g. home computers) with or without Microsoft Office software.
It contains advice about transferring work between sites via:
Portable USB Devices
FirstClass Client
Google Docs
Remote Access to your H: Drive
It also refers to using:
Apple Mac Computers
Applications other than Microsoft Office 2003
Introduction
All BSO computers are connected to a Network. This enables them to share a fast connection to the internet and also allows files to be saved on to file server space. The latter is backed up daily and so provides a safe place to save work.
However, you will often need to transfer work between the BSO Network and other Computers (e.g. your Home Computer).
Methods of transferring files vary according to the type of computer and the software packages being used.
This leaflet is based on the PCs at the BSO currently using Windows XP and Microsoft Office 2003. It explains the processes required when moving files to and from both PC and Apple Mac computers as well as between Microsoft Office 2003 and other Applications such as Microsoft Office 2007, Open Office, Works and iWork.
Source Computer refers to the computer that files are being transferred from and Destination Computer refers to the computer that files are being transferred to.
Transfer Files Via a Portable USB Device
A Portable USB Device allows you to temporarily transport a file from one place to another.
Transfer your Microsoft Office File onto a Portable USB Device on Source Computer
- Insert a Portable USB Device into USB Port of Source Computer
- Open My Computer
- Browse to locate required file on Source Computer e.g. Test Document.doc on H: Drive
- Select file and then Right-click on it and choose the Copy option from the menu OR select Edit, Copy (or Ctrl+C) to Copy file to ClipBoard
- Locate Portable USB Device on Source Computer e.g. Removable Disc (E:) and Double Click to open it
- Right-click and choose Paste option from menu OR select Edit, Paste (or Ctrl+V) to Paste file from ClipBoard onto Portable USB Device
Remove the Portable USB Device Safely
Files take longer to write to a USB device than to a hard drive; if you remove a USB device before the file has closed properly you may lose all of the work on it. To avoid this danger:
- Click on icon that appears in System Tray on far right end of Task Bar
- If it is safe to remove the USB Device a message similar to the following will be displayed:
- Click on above message to see a message similar to the one below before removing the USB:
 Transfer your Microsoft Office File from a USB Device to Destination Computer
- Insert a Portable USB Device into USB Port of Destination Computer
- Select Open folder to view files from Dialog Box that appears
- Click on OK and Open appropriate file
Important Note: Portable USB Devices should be used for short-term backup (and transfer of files) only as they are prone to being unreliable. Copies of the files on them should always exist elsewhere. The best way to prevent losing data from a USB Device is to invest in a good quality device, unplug it when not in direct use, keep it in a safe, cool, dry place and always eject it properly through the operating system.
DO NOT EDIT files while they are on a USB Device; first copy the file to a local hard disk then open it and edit it from the hard disk (e.g. C: Drive at home or H: Drive on BSO Network). When you are finished editing, copy it back to the USB Device. Consider using Version Numbers in names of important files eg Dissertation Vn1.doc, Dissertation Vn2.doc etc.
If, when you attempt to remove the USB Device safely, you get a message saying that it is still in use, you may need to fully close the application you were using (e.g. Word) before it will produce a message stating it is Safe to Remove Hardware.
Transfer Files Via FirstClass Client
The File Storage area of FirstClass allows you to store files for access from another location.
Transfer your Microsoft Office File to FirstClass on Source Computer
- Save required file in Microsoft Office on Source Computer
- Open FirstClass Client on Source Computer and view your Desktop
- Open My Computer and Browse to locate the saved file (and then Reduce the Window)
- Drag and Drop required file into File Storage Folder on your FirstClass Desktop
Transfer your Microsoft Office File from FirstClass to Destination Computer
- Open FirstClass Client on Destination Computer
- Open File Storage Folder on FirstClass Desktop
- Open required file in appropriate Application
- Save file to another medium on Destination Computer before use (e.g. C: Drive at home or H: Drive on BSO Network)
Transfer Files Via Google Docs
Google Docs - http://docs.google.com, gives secure access to files by allowing them to be stored on the Web. First Create an account and Sign In.
- Source Computer: Select Upload. Browse for file to be transported. Click on Upload File and then Save & Close.
- Destination Computer: Double Click to open file. Select File, Download File As, select File Type and Save to a local hard disk before editing.
Remote Access to your H: Drive
(Not available for a Mac)
Downloading a piece of software called Ranger Outpost will enable you to retrieve files from your H: Drive at home, and also to place files from home onto your H: Drive.
RangerOutpost does not enable you to run or edit any file directly; you must copy the file to your home PC, work on it and then copy it (drag and drop) back to the special pseudo - H: Drive location.
Files created on Apple Mac Computers
Files created on a Mac must be Saved (or Exported) with names containing an appropriate extension if they are to be transferred to a PC using Windows and Microsoft Office 2003. For example:
- Word filename.doc
- Excel filename.xls
- PowerPoint filename.ppt
File Compatibility with Office 2003
Office 2003 files should automatically open in Office 2007, Open Office, Works or iWork.
To transfer such files back to Office 2003 (with Microsoft Office Compatibility Pack installed to convert Office 2007 files) they must first be saved, within the Application Package being used, as appropriate types with required extension (see above). This is usually done by selecting File, Save As and then selecting Office 2003 as File Type.
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