4. Material stored in your IT Services accounts

It is your responsibility to secure any material before your card expires and accounts are disabled.

You may wish to preserve email messages or other files stored in your Oxford University accounts. Possible alternative methods are listed below. This needs to be done before your card expiry date.

If you have your own personal computer, files can be saved direct to your hard disk. Otherwise, you can copy to external media. The size limit per disk is approximately 650Mb for CD and 4.5Gb for DVD. Alternatively, a USB memory stick or hard disk can be used.

In the case of CD or DVD on Windows, you will need to complete the copying process using the Write these files task when you have dealt with all the relevant files. Before relying on the saved copy, you should check the disk by opening it via My Computer.

For help on use of the basic file copying facilities in this section, please contact your local IT support staff, or the IT Services Help Centre if local staff are not available.

4.1. Saving email

4.1.1. Using an Email client on your own computer

Use an IMAP email client (e.g. Thunderbird or Mac Mail) to transfer or copy folders from Nexus to local folders on your client system. If you are setting up a client for the first time, configuration information is available at http://www.oucs.ox.ac.uk/nexus/email/clients.xml. Check that the folders are still accessible when your computer is not connected to the network.

Note that in Microsoft Outlook, local folders are created under the 'Personal Folders' heading of your folder list.

The local folders will only be accessible using the same email client program, but you could also use it to load them back to a new IMAP server elsewhere so that they can be accessed by any client.

This method is also applicable to non-IT Services systems which use IMAP.

4.2. Web space

There are three possible ways of copying your web pages:

  • For a small simple site, browse your web pages and save copies of pages and images using your browser's Save As facility.
  • Use a standard secure FTP client to transfer folders from the server to your client system. Windows-oriented programs such as WS_FTP will usually allow you to transfer the entire site in a single operation. For maximum portability, HTML files should be copied as ASCII, and images (.jpg, .gif, etc) as binary.
  • Web space is accessible from your Linux account and can be copied using the methods recommended for Linux files.

4.3. Linux files

  • Files can be copied using a secure FTP client such as SSH.
  • If you have network access to another secure system, the scp (secure copy) command can be used. This has facilities for copying multiple files or directory trees in a single command.

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