File Server Information

Using LSS Servers:

What is a file server?
Why should I use the file server?
How do I log on?
In Windows
In Mac OS X
How do I save/retrieve my files?
In Windows
In Mac OS X
How do I log off?
In Windows
In Mac OS X

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What is a file server?

A file server is a special kind of computer whose sole purpose is to store files. It is different from your own personal computer you may have in your office in that it allows many people to use it at one time. Your personal computer allows only one person to use it at one time. This person must be physically at the computer, operating the keyboard and mouse. There are two things that allow the file server to be used by many people simultaneously. One is the network. Rather than having to be physically at the file server, people who are using it can connect to it through their own personal computer via the KU network. The second component to making the file server work is an account. An analogous situation is when dealing with a bank. You may have an account at your bank, and this account usually has a number associated with it. Additionally, you may have a Personal Identification Number (PIN) that allows you to access your account. The file server is very similar. Instead of an account number, you have an account user name, and your password is analogous to the PIN. It is with this information that you access the file server through your personal computer in your office.

Each person with an account on the file server has their own personal storage space for their files. Files in this storage space are not accessible through other people's accounts on the file server. This allows you to store your own private files and keep them secure as if they were on your own personal computer.

The file server also keeps track of groups of users. For example, the English department may include a number of faculty, graduate students, and support staff, each with their own individual accounts with the file server, but it still can be viewed as a single department. The department also has storage space on the file server. This storage space is a shared area where anybody in the department can save and retrieve files. For a more complete description of these different kinds of storage, see Why should I use the file server.

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Why should I use the file server?

Making use of a central file server has many benefits:

• A single, central location for all stored files eliminates the possibility of having files spread over many computers.
• Shared file storage allows multiple users to access the same files, easing information sharing and project collaboration.
• Files on the server are regularly backed up to avoid loss of data.

There are two storage options on the LSS fileserver.

• U:/ Drive (User): Your Novell username and password gives you a private portion of the file server's hard drive for your personal use. Only you have access to your personal user folder or U:\ drive.
  • Keep files of sensitive nature
    • Personnel actions
    • Financial records
  • Save files of special projects - keep all related files together
    • Personal course materials you teach from
    • Educational program information
    • Workshops or seminar brochures
  • Keep duplicate copy of files (backup files)
  • Outlook Personal Folder files, as well as archived files
  • Additional storage space for application programs and files when your hard drive is full


• G:/ Drive (Group): Your Novell username and password gives you access to a portion of the file server's hard drive for use by everyone in your department. Only staff in your office has access to the departmental G:\ drive. Anyone in your office can create, add to, or delete files that are stored on the G:\ drive.
  • Files of yearly projects
  • Minutes from department staff meetings
  • Draft of a document to share with staff for feedback
  • Draft of a document to be formatted by secretary
  • Clip art

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How do I log on?

Logging in with your Windows machine

1. Turn your computer on.
2. At the Novell login prompt, type your username in the Username: field.
3. Type your password in the Password: field.
4. Click OK. You remain logged in to the network until you log out or turn your computer off.

Logging in with your Mac OS X machine

1. Turn your computer on.
2. Enter your name in the Name field.
3. Enter your password for your computer in the Password field.
4. Click Log In. You remain logged in to the network until you log out or turn your computer off.

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How do I save/retrieve my files?

Saving files to the File Server in Windows

1. Click on the File menu and select Save As in the program you are using.
2. To change the drive where the file will be saved to, click on the Save in: field. (For Windows 95/98/2000 users, the field is titled Look in:.) If necessary, double-click on a specific directory on that drive that you want to save to.
3. Click in the File name: field and type a name for the file.


4. Click Save

Opening files stored on the File Server in Windows

1. Click the File menu and select Open in the program you are using.
2. Click on the Look in: field and select the drive you want to retrieve a file from. If necessary, double-click on a specific directory on that drive that you want to retrieve a file from.
3. Click on the file you want to open and click Open or double-click the filename to open it.

Saving files to the File Server in Mac OS X

1. Choose Save As from the File menu of the application you are using.
2. Type a name for the document in the Save as field. Note: Always use standard filename extensions, and DO NOT end the names of files with punctuation characters. For example, a MS word document should be saved with a .doc extension. Extensions that would not be allowed is ".txt." or "." as both end the file name with a punctuation character. This is necessary to ensure compatibility with the server's backup software, and with other user's systems (for shared files).
3. Choose a place to save it to from the Where pop-up menu. Your user and group folders on Mae appear under Favorite Places. To select a specific subfolder to save the file in, click the down arrow button.


4. Click Save.

Opening files stored on the File Server in Mac OS X

1. Choose Open from the File menu of the application you are using.
2. Choose the location in which the file resides in the From pop-up menu or select a volume or folder in the column view to locate the document. Your user and group folders on Max appear under Favorite Places.
3. Double-click the document to open it.

Accessing the file server from the Finder in Mac OS

To access your user and group folders from the Finder, choose Favorites from the Go menu, then choose the folder, or click the Favorites button in a Finder window toolbar.

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How do I log off?

Logging off in Windows

It is important that you always shut down Windows properly. Failing to do so may damage files or leave files on the server inaccessible.

1. First exit any running applications and return to the Windows desktop.
2. Click the Start menu and select Shut Down. The Shut Down Windows dialog box appears.
3. Be sure that either Shut Down or Log off username (where username is your own username) is selected and click OK.

Logging off in Mac OS X

It is important that you always shut down Windows properly. Failing to do so may damage files or leave files on the server inaccessible.

1. Choose Shut Down or Log Out from the Apple menu.
2. Click Shut Down or Log Out.