Working with documents on your desktop while away from campus

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Before we begin, here are a few important points to be aware of.

	Your data is your responsibility. iSoutions provides the platforms to try and make your data as safe as possible through backups, but regardless of if you are on or off site, you are responsible for making sure your data is safe. We always recommend keeping copies of data across different services.
	Backups will need some extra diligence from yourself. You should be alert of the location of your files, to try and help you understand if there is anything extra to make sure these files are safe.
	Copying your data locally. If you copy data to the local computer rather than one of our recommended platforms, you need to make sure you copy them back to the network regularly while working, and again when you have finished. Documents not backed up on our Filestore stand VERY little chance of being recovered should they be lost.

Please select the type of system you have, or will be taking away from campus.

Windows
Mac
Linux

Windows

Your Desktop and My Documents

It's likely when you sign into your computer you won't see all the icons you normally would. Don't panic, this is quite normal!

This is because you are away from the network.

in this Working With Documents article, we are going to highlight some of the ways you can continue to work with your files.

Using Global Protect / VPN to access your files.

If you wish to access your filestore when away from campus on your desktop, the best way of doing so is to connect to Global Protect and then installing our 'MapDrives' application which can be installed from the Software Download site.

When you open this app, confirm the VPN status say's connected, enter your university username and select Authenticate.

Enter your password when prompted, and select OK.

From here, select the areas you want to access, such as MyDesktop or MyDocuments, and select the Map Drive option next to them.

Once you click the option, wait a few moments and once you see the screen update, you can access your files by opening the mapped drive from the This PC section of your file explorer.

Important Points

	This will only be accessible while the VPN is connected. If you have a slow or unreliable internet connection we would recommend if you are using this option, perhaps to consider placing the item locally on your computer, and then copying it back when it's complete.
	Save regularly. It's best to save frequently so if there is an issue with your document, it will minimise the amount of work that could get lost.
	Check VPN and Drive Status. If you are unsure if you are connected to VPN, or if your drives are still mapped, just open the MapDrives tool again.

Move your documents and files to OneDrive

If you would rather not rely on being able to connect to the VPN/Global Protect, you could transfer the files you are going to need whilst offsite to your University OneDrive.

This is installed on all university computers, and integrated very well from within Office application which makes accessing and saving your documents faster as well as easier.

It's also a good way of sharing documents that you need to work on with others.

More information on OneDrive can be found here, with more detailed training information found here.

To get started using OneDrive:

Open OneDrive from your Start Menu
Sign in with your university username if requested (i.e ta1g20@soton.ac.uk) and follow the screens.
Choose the Work or School option as shown below.

OneDrive should now be installed and Syncing - Now just copy or save the files you need from your university filestore to your OneDrive.

Southampton's Virtual Environment (SVE)

Of course if you would rather, you can still access your university files and folders by logging into the SVE service (Southampton Virtual Environment).

This will give you access to a whole host of software, and of course your university files as if you were on campus.

For more information, please see our SVE pages.

MAC

Using Global Protect / VPN to access your files.

If you need to access your university filestore whilst away from campus on your MAC, connect to Global Protect and follow the steps indicated at the 'How do i access my filestore using my own computer' knowledge article.

You can also review how to connect to the Resource (J) drive knowledge article.

Move your documents and files to OneDrive

You will have OneDrive installed on your MAC, which can be used to store and save your documents. You can move items from your University filestore into your OneDrive space to allow for access without a requirement to use the VPN.

Southampton's Virtual Environment (SVE)

Of course if you would rather, you can still access your university files and folders by logging into the SVE service (Southampton Virtual Environment).

This will give you access to a whole host of software, and of course your university files as if you were on campus.

For more information, please see our SVE pages.

Linux

If you are using a Linux System, we recommend getting in touch with us prior to removing your desktop so we can provide the best tailored advice for your specific situation and distribution.

Attached files:

OneDrive Sign In.jpg

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