Archive for the ‘File Management’ Category

Panopto “My Folder” Update

Friday, August 19th, 2016

Panopto is Loyola University Chicago’s lecture capture software. Panopto allows users to create sessions using a combination of audio, video, slides, and screen capture. As of August 1st, all Loyola faculty, staff, and students now have access to a “My Folder” in Panopto. This will allow users to create, edit, share, and store sessions within Panopto. Additionally, users can use Panopto as a repository for pre-existing audio and video files they have created.

Users still have the capability of adding Panopto to a Sakai course or project site, as well as the ability to access Panopto through a Sakai site. To login to Panopto outside of Sakai, please click here. Instructional Technology & Research Support (ITRS) offers more information, step-by-step instructions, tutorial videos, and training sessions. You can visit our website here.

For further questions regarding Panopto at Loyola University Chicago, please contact the ITRS by emailing

Back up your Files Online with

Friday, October 21st, 2011

If you are constantly emailing yourself documents or always carrying around your USB drive for backup, you may want to try an online service for file storage.  Drop Box is an easy backup system that enables users to share files between their computers and mobile devices. With a free account you get 2GB of space to store your files; you can also upgrade to a 100GB, 200GB, or 500GB account with a monthly paid plan.

Password Protect Word 2007 Documents

Friday, December 17th, 2010

1X1If you have a Microsoft Word 2007 document that you would like to make read-only or if you would like to add password protection, Word offers a few options to secure your file. Here are a few security features offered in Word:

Encrypt Document: Adding encryption to your document will require that a password be entered to open the document. To encrypt your document, click on the Microsoft Icon > Prepare > Encrypt Document. A dialog box will prompt you to set a password.


Read-only Document: You can set your document to be read-only and additionally set a password to open or modify the document. To access these options, click on the Microsoft Icon > Save As, then in the bottom left corner, click on Tools > General Options.


A dialog box will open and you can choose to make the document read-only and to add a password to open and/or a password to modify. Click OK once you have made changes.


When the file is opened, a dialog box will prompt users to enter the password. Keep in mind that if users open the file as a read-only document, they will be able to edit and save as a new document.

Mark as Final: If you want your file to be read-only, you can also mark the document as final. This will disable editing and typing tools. To do this click on the Microsoft Icon > Prepare > Mark as Final. If you decide to open it later for editing, you can select Mark as Final again to set the document to the normal mode.


Note: If you lose or forget any passwords, they cannot be recovered.

Backing up your Firefox Profile

Thursday, March 11th, 2010

1X1If you have personal settings, bookmarks and extensions added on to your Firefox Web browser, it is helpful to know how to back-up your profile folder that contains all of this information.   If you are backing up your computer system or you would like to add your Firefox profile to another computer, follow these instructions to locate and restore your profile:

Locating your Firefox Profile Folder

Windows and Mac: Firefox 3.6

(For older versions of Firefox, click here for instructions)

  • 1.  Click on the Help menu at the top of the Firefox browser and select Troubleshooting Information….


  • 2.  Under Application Basics, click Open Containing Folder. This will open your profile folder in a new window.

Backing up your Profile

  • 1. Locate your profile as noted above.
  • 2. Close the Firefox browser but leave the profile window open.
  • 3. Go one level above your profile folder.


  • 4. For a PC, right-click on the folder and select Copy.
    For a Mac, control-click on the folder and select Copy.
  • 5. Paste the folder to the appropriate location where you store  your back-up files, such as a USB stick, external harddrive or CD/DVD.Restoring your Profile


  • 1. Locate your profile as noted above.
  • 2. Close the Firefox browser but leave the profile window open.
  • 3. If your existing profile folder and profile backup folder have the same name, simply replace the existing profile folder with the profile backup, then start up Firefox.
    Note: The file names must match exactly for this to work. If they have a different name or you are saving to a different location, you can find additional instructions here.

Google Wave

Friday, January 29th, 2010

Google Wave is a new online tool that provides a platform for real-time collaboration and communication. Google has combined features of instant messaging, wikis, email and word processing so that users can work together to create and edit documents called “waves.”  These waves allow any participant to edit any part of the document and there is an option to add pictures, maps or graphics to the document. This tool could be useful for collaborating on group projects, brainstorming, class notes or even planning an event.

Initially Google Wave only released in a limited preview to a select number of participants, but now you can follow this  link to request an invite from Google. It still may take a few days to get a confirmation email though. For more information about Google Wave visit their website or watch a short video from some of the Google developers.

As of August 2010, Google Wave has been shut down.

Online Access to your Files on the Loyola Network

Thursday, October 29th, 2009

Loyola faculty and staff are able to store files on Loyola’s network; users have access to a private (U:) drive and some departments may have a shared directory.  You can get to the network from any campus computer; however what if you are off-campus and need to access your files?  With DocXchanger, Loyola users can simply and securely access their files located on Loyola’s network, from any Internet location.  DocXchanger may be accessed via a Web interface or by downloading a Windows client. With this service, users also have the capability to share their files with external (non-Loyola) affiliates.

Note: You will need to have your Loyola user ID set‐up to work with this application; please refer to the DocXchanger Access Instructions or contact the IT HelpDesk for more information.

Keep in mind that DocXchanger only provides access to files stored on Loyola’s network.  If you need remote access to any files or applications on your Loyola desktop computer, you will need to request access to Loyola’s Virtual Private Network (VPN).

Resize Photos Fast

Thursday, May 14th, 2009

1X1With Picture Resizer, you can resize your photos quickly, without even opening a program!  Picture Resizer is a free application for Windows that allows you to drag and drop a JPG image or a whole folder with JPG images to resize.  Whether you need to resize images to post to a Web page, blog, PowerPoint or Blackboard course, this tool is incredibly helpful and simple to use.

  1. Download the PhotoResize400.exe application to your desktop.
  2. Drag and drop JPG files or a whole folder with JPG images onto the PhotoResize.400.exe icon on your desktop.photo_resize.jpg
  3. Your JPG images will be resized and copies will be saved next to the original.  The names will be the same as the originals and will contain a suffix indicating their sizes.  By default, 400 is the size of output pictures.  To change the size of output pictures rename the PhotoResize400.exe application by replacing the 400 with a different number.

Send Files to Your Cell Phone

Thursday, November 20th, 2008

Emailing attachments is a quick easy way to share files between computers; but what about transferring files from your PC to your cell phone?  Getting email attachments on your phone may not be easy depending on the file size and format — or your phone may not be configured for email. Usually you’ll need a special cable or a Bluetooth configuration to get files from your PC onto your phone. 

Let’s say you want to quickly send a document to a colleague’s cell phone or you want to send a video, picture, or song to your mobile device. is a free Web-based service that allows you to easily send image, music, video and document files from your computer to your cell phone.  When you upload your file it will be automatically converted to a cell phone compatible format, then Beam-it-up-Scotty will send a link to download the file via SMS/text message to the number of the mobile device you specify. 

How it Works

With Beam-it-up-Scotty, you can send a file of almost any type to your phone in three simple steps.  On the website, you’ll need to first locate and upload the file you would like to transfer to your cell phone.  Next, you will choose how you would like to compress the file; you may reduce the size of your audio files and optimize video files for your type of mobile phone.   Last you will need to provide a cell phone number to transfer the file to – did we mention that you can send your files to anyone! 

Take note that in order download the file you send to your mobile device, your phone will need to be configured for Internet access. Additionally, your cell phone has to support .3gp format for video playback and the .mp3 format for audio playback. Also, be aware that your cell phone provider may charge you for file transfer; which should be specified in your contract. Contact your cell phone provider if you have any questions about your phone’s capabilities or service charges. 


Beam-it-up-Scotty,” FAQ”

Beam-it-up-Scotty, “Send Files to Mobile”

Sharing Files between Mac and PC

Friday, August 15th, 2008

1X1If you’re a Mac user and you share Microsoft Office documents with PC users then you need to make sure that the file extension is included when you a save a file. A file extension is typically a three letter code that appears at the end of a file name and is used by the Windows operating system to identify which program should open a file (i.e., .doc for Word, .ppt for PowerPoint). With Microsoft Office for Mac OSX, appending a file extension is optional; if you’re using a Mac you should check to see if your Word document or PowerPoint presentation includes an extension before posting it to Blackboard or emailing it to your colleague.  For example, a Word document would contain the file name followed by the extension as in “MyDocument.doc.”

When a PC user tries to open file with a missing extension, he or she will usually encounter a message stating that Windows cannot open the file.  Mac users can prevent this problem by verifying that the Append file extension box is checked in Microsoft Office programs (Word, PowerPoint, and Excel).

Append File Extension in Microsoft Office  

When you save your document, File < Save As, check the Append file extension box, if it is unchecked.  Once you check the box, the file extension will be automatically appended each time you save.


Tip for PC users  

If you receive a file without an extension and you know which program was used to create the file, then you can try opening the file from the program.  For a Word document, you would open Word then select the File menu and click Open.  In the pull down menu next to Files of Type, make sure that All Files (*.*) is selected from the pull-down menu.  Select the file from its saved location and click Open.