Office of Academic Computing Services

Guide to File Transfer Protocol (FTP)

Version 1.0 September 2007

FTP: What is it?1

FTP or File Transfer Protocol is used to transfer data from one computer to another over the Internet, or through a network. Specifically, FTP is a commonly used protocol for exchanging files over any network that supports the TCP/IP protocol (such as the Internet or an intranet). There are two computers involved in an FTP transfer: a server and a client. The FTP server, running FTP server software, listens on the network for connection requests from other computers. The client computer, running FTP client software, initiates a connection to the server. Once connected, the client can do a number of file manipulation operations such as uploading files to the server, download files from the server, rename or delete files on the server and so on. The biggest benefit FTP provides is that it allows you to send very large files to colleagues without using the email system. Many email administrators are imposing limits on the size of file attachments in order to maintain stable email system operation. Since FTP bypasses the email system, you are free to send files of almost any size. This principle also applies if you have a set of documents destined for a large group of people. Instead of composing an email with several attachments and numerous recipients, you can just post the appropriate documents to the FTP server and send a short email with FTP server login instructions to document recipients.

Uploading (putting) a file to the OACS FTP Server

1. Determine the sensitivity of the document(s)2: If the document(s) contain(s) sensitive information, it is strongly recommended that you not only apply password protection, but encryption as well. Encryption creates a very strong barrier to prying eyes that lurk in the dark corners of the Internet. If the documents are of a non-sensitive nature, go to Step 3. 2. Create the password protected / encrypted Zip file3 4. a. Using Windows Explorer, navigate do the directory that contains the document you want to zip (compress) and secure. b. Right-click the document and select WinZip/Add to [filename].zip c. Once the zipping process has completed, right click the zip file and select WinZip/Encrypt. (see screenshot on the next page)

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Adapted from http://en.wikipedia.org/wiki/File_Transfer_Protocol OIT plans to issue sensitivity guidelines that will stipulate the level of security needed for a specific file transmission.

These instructions are for WinZip 11.1. To acquire a licensed version of this software, please contact OACS.
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WinZip offers several methods to zip a file. One method is presented here.

d. If you get a Caution dialog box, just click through it. e. You will then see the Encrypt dialog box (see screenshot below).

f. Enter a password to protect the file.5 Be sure the Mask password checkbox is checked. g. Select 256-bit AES encryption and click OK. h. WinZip will encrypt the file. i. The file is now ready to post to the FTP server.

To take full advantage of Winzips encryption feature, it is suggested that you use a strong password. Please refer to http://www.helpdesk.umd.edu/topics/passwords/recommendations/2817/ for guidance.

NOTE: WinZip allows you to zip multiple documents into one archive. To learn about all the features of WinZip, consult the Quick Start and Tutorials section in the WinZip help file. NOTE: The Zip file format extension used by WinZip to store AES-encrypted files is not supported by earlier versions of WinZip and is not yet supported by most other Zip file utilities. Because the technical specification for WinZip's AES format extension is available on the WinZip web site, we anticipate that other Zip file utilities will add support for this format extension. 3. Connect to the FTP server using your preferred FTP program6. a. Connect to transfer.bsos.umd.edu b. If your FTP program does not save logins/passwords after an initial login, enter the upload login and password sent to you by OACS. 4. Select file to upload. a. At this point, most FTP programs display two columns: one showing files residing on your local PC and accessible network drives, and one showing the file dump area on the FTP server. b. Using the column that shows your local PC / network drives, navigate to the file you want to upload. 5. Upload the file a. Most FTP programs then allow you to drag and drop the file to the column showing the file dump area. b. Once the file transfer is complete, disconnect from the FTP server and close the FTP transfer program. NOTE: Most FTP programs allow you to create directories on the FTP server. Although you can group several documents into one zip archive, if you require several zip documents to be posted, it might be easier to group everything in one folder. As with archive names, it is recommended that you do not make folder names too descriptive. NOTE: If you uploaded an encrypted file, youll need to convey the password to open the file to your recipient. It is strongly recommended that you communicate this password via phone.

Downloading (getting) a file from the OACS FTP server

1. 2. 3. 4.
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Open an Internet browser window. Navigate to http://transfer.bsos.umd.edu Read the FTP Use Notices Enter the download login and password sent to you by OACS.

Instructions for installing the FTP program FileZilla are presented in the Appendix.

5. Click on the file you want to download, or click on the folder that contains the file and then click on the file you want to download. 6. Depending on the browser being used, you will either be asked to save the file or the file will open in a separate window. 7. Once the file is downloaded, you may close your browser. NOTE: If the file in encrypted, you should have received the file password from the file sender.

Appendix: Installing and Using FileZilla

Installation Instructions 1. Go to http://filezilla.sourceforge.net 2. Click on Download 3. Click on the green Download button of the FileZilla package (NOT the beta or server version). 4. Download the FileZilla_2_2_32_setup.exe file and save to your desktop. 5. Double-click the downloaded file and click Run 6. Click Next or OK to the configuration screens. 7. At the last configuration screen, youll see an Install button. Click it. 8. Once installation is complete, you may delete the installation file.

Using FileZilla 1. Double-click the FileZilla icon. 2. To connect to the OACS FTP server, type in transfer.bsos.umd.edu in the Address field. 3. Type in the login provided by OACS into the User field. 4. Type in the password provided by OACS into the Password field and hit the Enter key. 5. Dont worry about the Port field. 6. If you typed everything correctly, you should see a status of connected in the event log window. NOTE: The column on the left shows files residing on your PC. The column on the right shows the FTP server posting area.

The FileZilla Application Window

Server address

Login

Password

Connection history

Event log window

Directory listing of either your local PC or a network drive you have selected.

Directory listing of the FTP server file dump area Listing of contents within a selected folder