Charles Sturt University
Charles Sturt University

Large File Sending (Cloudstor)

Our Large File Sending service (called Cloudstor) is provided by AARNet. Cloudstor provides you with a secure way to share large files with anyone. Files can be accessed by recipients from anywhere they have an Internet connection.

Once the file is uploaded each recipient is emailed a link so they can download it. The file remains available for 20 days.

When a recipient downloads the file an email notification is sent to you (as the sender) and to the recipient.

This service can also be used by non CSU staff to send you a file. You can grant them access by creating and sending them a Guest Voucher.

The Large File Sending service provides a quick and easy solution for all of the following problems

The file you need to share

  • exceeds the CSU email send size limit
  • exceeds the external recipients email receive size limit
  • exceeds the amount of storage space left in the recipient's mailbox
  • is on the S: drive but needs to be shared with external colleague(s)

The file an external colleague needs to share with you

  • exceeds their email send size limit
  • exceeds the CSU email receive size limit
  • exceeds the amount of storage space left in your mailbox
  • is stored in a location on their network which you cannot access

Benefits of using Large File Sending service include

  • no more bounced emails and time wasted trying to reduce the file below our send limit or their receive limit and vice versa
  • external colleagues and consultants can access large CSU files quickly and easily
  • external colleagues and consultants can provide large files quickly and easily to CSU staff
  • file is accessible online at anytime within the 20 day period
  • file is available from any location that has Internet connectivity using a web browser (no FTP software or additional accounts required). There is no download limit for recipients
  • reduces the load on our email servers (time taken to send and receive large files) and frees up space in your mailbox

To share large files with CSU colleagues

If internal access is all that is required the file should not be sent using this service but instead saved to the S: drive. Staff can then use the Windows Explorer address bar to copy and paste the files location into an email and send it to other CSU staff. Remember to ensure the S: drive location can be accessed by all staff that the link is sent to. If it isn't you will need to discuss the access requirements with your Share Administrator or save it in the Common folder where there are no staff access restrictions.

File types

Any type of file can be uploaded with the proviso that it does not breach the Use of University Computing and Communications Facilities Policy.

File size limits

The size of the file you can upload depends on the browser and version you are using. HTML 5 compatible browsers enable you to upload a maximum of 100 GB whereas non HTML 5 compatible browsers only provide the ability for up to 2 GB.

Non HTML 5 browsers require a minimum version of Adobe Flash Player 10. You can find out which version of Flash Player you have by visiting the version check page. If you are using a CSU owned Windows based computer you can upgrade by going to Install Software.

Internet Explorer, Firefox, Chrome and Safari are available for installation on all CSU Windows and MAC computers.

Browser version Detected as HTML 5 compatible browser Maximum file size upload Resume interrupted or cancelled uploads
Internet Explorer 11 Yes 100 GB Yes
Firefox 22.0 and above Yes 100 GB Yes
Chrome 28.0 and above Yes 100 GB Yes
Safari 6.03 and above Yes 100 GB Yes

To log on to Cloudstor

  1. Go to https://cloudstor.aarnet.edu.au/ and click Logon
  2. Click the down arrow and scroll right down to Charles Sturt University (CSU) then click to select it
  3. Click in the box next to Remember my choice and then click the Select button.
  4. Enter your username and password and login
  5. Click Confirm

To send a file

  1. Enter the recipient email address(es)
  2. Enter a subject
  3. Enter a message.
  4. Files are available for a maximum of 20 days. If you would like to reduce this time click in the Expiry date field and select another date from the Calendar
  5. Click Browse and select the location of the file you wish to upload and then click Open
  6. Click Send, and an upload progress bar will appear to show the percentage complete. Once it has finished the popup will disappear and a confirmation message will be displayed

You can only send one file at a time. If you have multiple files to send you can use 7-Zip to do this. See sending multiple files below for more information.

To send to more than one address

You can send a file to a maximum of 100 recipients at a time.

If you need to send to more than one email address you must ensure you separate each address with a semicolon e.g. person1@internationaluniversityname.edu ; person2@Australianuniversityname.edu.au ; person3@externalorganisation.com

To view information about current files

  1. Click My Files and all details will be listed in a table

To create a guest voucher

  1. Click Guest Voucher
  2. Enter the email address of the person of the person who needs to send you the large file
  3. Files are available for a maximum of 20 days. If you would like to reduce this time click in the Expiry date field and select another date from the Calendar
  4. Click Send Voucher

An email will be sent to the recipient with a link to use the voucher.

To resume an interrupted or cancelled upload

If you are using a HTML 5 compatible browser you can resume your upload by sending it again. The file must have the same name as before for Cloudstor to recognise it. When the upload starts again the progress bar will jump to where the uploaded was halted previously and continue from there.

Sending multiple files

Is there a quick and easy way to send multiple files?

Yes. If you have more than one file to share with the same recipients you can put them all in one folder, zip the folder and then send it as one file.

What is zipping?

Zipping is a term used to describe the process of compressing (reducing) the size of a file. Smaller files take less time to send and download and take up less storage space on a computer. Zipping can also be used to put multiple files inside of one file. A zip file can be easily recognised because it's file extension is zip. A file extension refers to the characters after the dot at the end of a filename e.g. myfile.zip. The file extension is how the computer determines what program should be used to open the file.

Zipping is also known as archiving, it is important to be aware of both terms as they refer to the same thing.

What software do I need to zip files?

The ability to zip and unzip files is built into Windows and MAC (OS X and above). There is also software available that can provide higher compression resulting in smaller file sizes. Some examples include 7-Zip, WinZip and WinRAR.

The built in Windows zipping software and 7-Zip uses this icon to represent zip files Icon that Windows & 7zip assigns to zip files WinZip uses this icon Icon that Winzip assigns to zip files and WinRAR uses this one Icon that Winrar assigns to zip files. File compression tools can be downloaded from Ninite

How do I zip a file?

Once a file compression tool is installed you can quickly and easily zip files using the right click menu.

To zip a file using 7-Zip:

  • Right click on the file or folder you need to compress (zip) and put your mouse on 7-Zip to open it's menu (see below)
  • Click on Add to "<filename>.zip" (see below)

The name of the file you have selected will appear between the quotes. In the example below the file is called File to compress.

Right click 7zip menu

The first time you zip a file from inside of the program you will need to change the archive format setting from .7z to zip.

How do I zip multiple files into one file?

The first step is to place all of the files you need to send into one folder, once you have done this you are ready to zip the folder.

To zip a folder

  • Right click on the folder containing the files and click Send To, click Compressed (zipped) Folder and a zip file will appear in the current location with the same name as the folder

To rename a zip file

  • Right click on the zip file, click rename and type the new name (make sure only the file name is selected and not the .zip it needs to stay at the end of the file name)
  • Press ENTER to save the new name or click outside of the file name area

Are there differences between the file compression programs?

Yes - when using special file compression/archiving software, you need to be aware of this. It is important to know what kind of files your specific file compression software can open and what it's default settings are for compressing files. e.g. 7-Zip has it's own file type of .7z so if you compress a file without changing the archive format setting to zip you will end up with a .7z file (e.g. myfile.7z instead of myfile.zip) Those without additional file compression software such as WinZip, WinRAR or 7-Zip will be unable to open that file unless they install one of the abovementioned programs. This problem can be avoided by always using zip files as Windows and Mac can open them without the need for additional software making them accessible to everyone.

The good news is that most file compression programs integrate with Windows once installed meaning you don't have to worry about changing settings if you don't require the additional features provided by opening up the program. You can just right click on the file/folder and select the zip option.

Can I password protect my file?

Yes you can password protect your file but you must do it before you send it. All common file compression tools have the ability to set a password. The most common file compression tools are WinZip, WinRAR and 7-Zip.

7-Zip is available for installation on your CSU computer from the Install Software icon, by default 7-Zip uses it's own file format for zipping which is .7z you should change this to zip the first time you use it.

How do I password protect my file?

You will need to select a different option which will open 7-Zip and allow you to specify a password which recipients must enter to open the file. The first time you zip a file from inside of the program you will need to change the archive format setting from .7z to zip. When specifying a password you can choose to show the characters so you can see the password you have entered and ensure it is correct or you can enter it twice and it will only be shown as stars.

To password protect a file or folder:

  • Right click on the file or folder and click on Add to Archive
  • Click the down arrow next to archive format and select Zip
  • In the Encryption area select your password preference (tick Show Password to only enter it once and see what you are typing or leave it unticked to not display it and enter it twice)
  • After you have entered the password click OK and the file will be zipped and password protected

When password protecting a file remember to provide the password to recipients. Recipients will be unable to open the file inside the zip file unless they have the password, file compression tools will open the zip file and show the file inside but when they try to extract it or open it they will be prompted for the password and won't be able to get any further without the password.

Support

If you have further questions or need technical assistance after checking the online resources contact the IT Service Desk

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