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In this session, we'll cover opening and saving files on your personal storage - like your local hard drive, flash drives, or to your mobile device.
We'll also discuss using the server "cloud" storage provided with All Access.
The benefits of using the server storage is that you'll have access to it regardless of what device you are using.
This storage is supported by secure, redundant systems. However, we don't currently provide restore options for student data.
So, we recommend you regularly back up files you put there, as the College provides this only on a best effort basis.
Topics: Windows Client: 0:40 - 3:45 Mac OS X Client: 3:45 - 7:15
Virtual Desktop: 7:15 - 8:28 iPad: 8:28 - 10:28
Let's get started. The most common way to access your files is from inside the application you want to use.
Let's use Word 2010 as an example.
We'll launch Word, and then open a file on a flash drive.
After Word is open, we'll select File, then Open
From here, you can see the different locations available to you. The default location will be your document library on the college servers.
You may receive a prompt at this point to allow access to your files.
I recommend to "Permit all access", but select what works for you.
If you scroll down you will see the local disk on your computer.
To get to your Documents folder, go under "Users" in Windows 7 or "Documents and Settings" in XP.
Then just browse into the folders for your user on your computer.
I want to open a file on a Flash drive, so I'll select the "Computer" icon.
At this point I haven't plugged the flash drive into my local computer, so I only see the C: and D: drives.
I'll plug in the flash drive, and it should appear automatically. Normally they are labeled something like "Removable Disk"
Right click and select "refresh" if a drive doesn't automatically show up.
Now that the drive is available, browse to the file I want to open.
I want to show you the second method of opening files in All Access.
We'll go back to the "Main" section of applications and look for a program called "My File Explorer"
This is opens Windows Explorer on the server.
This gives me a list of the drives I have available, like the flash drive I just inserted into the computer.
I can then open the flash drive, and select the file I want to open.
I can also open other file types, and since I'm already logged into the server, it should open instantaneously.
I'll select "Computer" again to get to a list of my files.
Look for the "H:\" drive in the "Network Location" section.
In the "H:\" drive, you can see there are several folders, the most important is the "My Documents" folder
As you can see, the documents folder is currently empty.
I'm now going to open Word, create a new file and and save that file to the default "documents" folder.
As I save this, you'll see I select the "Documents" library along the left to get back to the default server folder.
Let's go back to "My File Explorer" so you can see where files are saved when you put them in the "documents" folder.
Now you can see that the "My Documents" folder on the "H:\" drive is no longer empty and the file we saved is listed here.
Let's switch to Mac OS X
We'll get started by opening Microsoft Word
To access your files, Select "File" then "Open" and it will automatically go to the My Documents folder located on the servers.
You can see that the file we were working with on the PC is available here as well.
I will scroll down to the "Computer" section of the file browser.
Once you select it, you may get a prompt requesting access to the files on your Mac.
Read & Write access is recommended.
Now you can see the list of the folders on my Mac. You can select to open any files from the folders here.
However, I'm going to open a file on a flash drive on my Mac.
I'll insert the drive, and you should see the icon show up on the desktop.
Because I added the flash drive after logging in, I have to go to the "Citrix Viewer" menu to enable it.
In the "Drives" section, select to enable the drive in the "Removable Storage (A:\)" menu item.
The USB drive will now be available as the "A:\" drive and you can open files on it.
Let's go back and open a file from the server storage in All Access.
Go the the File menu and select "Open"
Select the "Documents" library, and you will be taken to your space on the College servers and I'll open that test document again.
I'll minimize Word. If you haven't seen the tutorial on minimizing login time, this keeps my session open so I don't have to login again.
Now, I'll launch the "My File Explorer" application. This opens a Windows Explorer window from the server with a list of all my files.
We've already attached the local Flash disk into the "A:\" drive so we can open that if we want.
You can see the Word file we opened before , however I'll open this Excel spreadsheet
Let's do one final example on the Mac. In this one I'll save a file directly to the local hard drive.
I'll bring up Microsoft Word and create a new document.
Now, to save this document back to our local computer, we'll select save then browse to the "Local Disk" on our Mac
Then we'll select the "Documents" folder and save the file.
You may recieve the prompt about saving the file in the new .DOCX file format. Click OK to this to continue.
Now we'll go to the Documents icon on the Dock and I'll just open it in the Finder.
Now you can see that this file is saved here locally on the Mac.
Let's look at accessing files inside a virtual desktop.
First, I'll scroll down and start a Windows 7 virtual machine.
The system will now log me in and set up my profile on the virtual computer.
I'll click the Windows Logo Button, then select "Computer" from the list
This will open Windows Explorer and I can see what files I have access to.
You can see the "H:\" drive and in the "My Documents" folder, you can see the files we've been using up to this point.
If I go back to the "Computer" you can also see the files from my computer here in the "Other" section.
I'll insert the the flash drive. As usual, it's listed as a "Removable Disk." Right-click and select to "refresh" the display if needed.
You may receive a prompt to allow the virtual machine to access your flash drive. Read/write access is recommended.
Now you can select to open your files as needed.
For the last part of the session I'll cover accessing files from an iPad.
The experience for other mobile devices is pretty similar so I'll only cover the one.
First, I'll open Word
Now, I'll select to Open a file
To get to the storage available in All Access, select the "Documents" library here.
To get a full list of all the storage locations available you can select the "Computer" icon.
You can see your H:\ drive as well as the storage on the mobile device
I'll open this test document and then we'll save it back to the device with a "2" at the end of the file name.
If you haven't looked at the "Gestures" in the Help settings for your device you should.
If you see here, I use three fingers to automatically bring up the keyboard.
I'll add the "2" to the end of the filename and click "return" to save
Now, to verify the file is there, I'll select to open a file.
Now, you can see the new file is also listed on my local device.
You can also select to save things to the "My Documents" folder inside your H:\ drive as well.
One last thing about using files on your mobile devices.
Normally, you can't do a lot with files saved on these mobile devices. But you can copy them to your computer using something like iTunes.
You can see here in the "Apps" section, under Citrix, you can copy local files back to your computer if needed.
In summary, there are a lot of ways you can access files from inside the system.
You can access files on your local computer/mobile device, flash drive, or in the allocated storage space on the college servers.
The benefit of using the server storage is that you can access it from any device you attach from.
However, always make sure you regularly make a backup somewhere else.
The server storage is limited to a few hundred Megabytes, so make sure you don't fill it up.
Call the SLCC Technology Help Desk if you still have questions at 801-957-5555
Thanks for Watching!