Large File Sending
The Large File Sending service allows you to quickly and easily share files which are too large to email. It provides the ability to upload (send) a file to a temporary location where it can be stored for a maximum of 14 days. A CSU webpage address (URL) which contains a link to the file's location is automatically generated and sent by the service to the recipient(s) so they can view or download the file from anywhere they have an Internet connection. Files can be shared with both CSU staff and external colleagues. CSU staff must enter their username and password, once authenticated they can send (share) files with CSU staff and external colleagues at the same time. External colleagues can use this service to view files sent by CSU staff and to send (share) files with CSU staff (email addresses ending in @csu.edu.au). All files are stored on CSU web servers.
After you send the file an email containing a link to the file's location is automatically sent by the service to all of the nominated recipients. Any type of file up to 250mb can be sent with the proviso that it does not breach the Use of University Computing and Communications Facilities Policy.
Although anyone can access the file location they must know the exact address to do so. The address of a file contains a special alphanumeric ID which is unique and is only generated when the file is sent. If you would like to restrict access to the file you can use a file compression program to password protect it. The software called 7-Zip enables you to do this and is available for free from Install Software on all CSU owned computers. See Can I password protect my file? for more information.
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.
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 hosted by CSU (not an external organisation) and is accessible online at anytime within the 14 day period
- file is available from any location that has Internet connectivity using a web browser (no FTP software or additional accounts required)
- reduces the load on our email servers (time taken to send and receive large files) and frees up space in your mailbox
How does it work?
You visit the Large File Sending page (using a web browser), provide the email addresses of the people who need the file, provide the file's location (just like you do when attaching a file to an email), the file is uploaded to a CSU web server (instead of being sent through our email system). A link to the file is published on a CSU webpage and then the link to that page (URL) is automatically emailed to all recipients so they can view and/or download the file.
File names
- Filenames should start with a letter (a-z) or a number (0-9) only, do not use special characters
- Filenames should be between 4 and 20 characters, shorter file names are preferred (keep it simple)
How do I send to more than one email address?
If you need to send to more than one email address you must ensure you separate each address with a semicolon eg
person1@internationaluniversityname.edu ; person2@Australianuniversityname.edu.au ; person3@externalorganisation.com
How does a non CSU staff member use this service to send a file to CSU staff?
- Go to the Large File Sending service page
- Select I am not a CSU staff member and press the Next button, only the first part of the CSU staff members email address needs to be entered
- Enter your email address in the From field. Once all necessary information has been provided, press Send button and file will be uploaded and an email notification will be sent to the provided address
Can I remove access to a file before it expires?
Yes a shared file can be removed at any time by the CSU staff member who sent it.
To remove a file sent by a CSU staff member
- Go to the Large File Sending service page, click the I am a CSU staff member radio button (if you arent already logged in you will be prompted for your username and password), click Next
- Click the Manage tab, locate the file you need to remove and click its remove link, click Yes to confirm
If a non CSU staff member needs a file removed before the expiration date it will have to be requested from the IT Service Desk, a CSU staff member will have to do this on behalf of the external sender. The link to the file will need to be provided when making the request.
Sending multiple files
Is there a quick and easy way to send multiple files?
Yes there is a quick and easy way to send multiple files. 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 eg 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 (XP and above) and Macintosh (OS X and above) but you can achieve much better compression ratios using software that was created for this purpose. Better compression rations mean much smaller file sizes. The specialty file compression software provided by the University is 7Zip. 7Zip is available from the Install Software icon on your desktop.
How do I zip a file using 7-Zip?
Once 7-Zip 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.
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. If you wish to use 7Zip follow the instructions above for zipping a file. If you dont yet have 7Zip you can use the built in tool as outlined below.
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
Why does the same zip file look different on other computers?
You may notice that the icon used to represent a zip file on your computer is different to how it looks on someone else's computer. On your computer the zip file icon may have a folder with a zipper but on a colleagues computer that same file may be represented by an icon with three different coloured books. This is nothing to worry about and just means your computer uses a different program than theirs does to open zip files.
The built in Windows zipping software and 7-Zip (available from Install Software) use this icon to represent zip files 
Winzip uses this icon 
and Winrar uses this one 
Are there differences between the file compression programs?
Yes and those using special file compression/archiving software 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. eg 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 (eg 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