File storage

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Where to store files

• Classroom PCs

  Choose one of the following file storage options so that IT Services can assist if you need additional space, lose a file or need advice.

  OneDrive or personal files

  If you're planning to access your document on any device, share or co-author, pick OneDrive for Business.

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  Teams for shared files

  Use Microsoft Teams if you want to co-author and share documents with a group of people.

  Microsoft Teams allows you to set up a space which includes a shared document library. You can add and delete people who are internal or external to the University. This is well suited to short-term group work and for student societies.

• Staff desktops

  Choose one of the following file storage options so that IT Services can assist if you need additional space, lose a file or need advice.

  For personal files

  Always pick OneDrive for Business or your home drive.

  Home drive

  Unlike your home drive, areas on your device like My Desktop, My Documents, My Pictures and Downloads aren't backed up by a server. This means you can't recover the files if your laptop is lost, stolen or damaged.

  OneDrive

  If you're planning to access your document on any device, share or co-author, pick OneDrive for Business. Sync your most used folders to your laptop for quick access.

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  For shared files

  Use your shared drives or Microsoft Teams when your documents need to be accessed by other people. 

  Shared drives

  Shared drives are used within some Schools and professional service units. Store departmental documents that do not require live collaboration in your shared drive, such as handbooks and procedures.

  Microsoft Teams

  Set up a Microsoft Team with anyone internal or external to the University. A Team is more suited to projects and dynamic teamwork.

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  For research files

  If you have any specific requirements, like performance, archival or capacity that the storage options above don't meet, contact the IT Service Desk (itservicedesk@st-andrews.ac.uk).

• Microsoft 365 storage

  Store files on both OneDrive for Business and Teams.

  OneDrive for Business

  • Sign in to OneDrive
  • Learn how to use OneDrive

  Teams

  • Sign in to Teams
  • Learn how to use Teams

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Connect to network drives

• Connect to a shared drive

  You can connect to your shared drives from personal devices. Classroom PCs and University-owned PCs and laptops will include access your shared drives already. If you're having issues, contact the IT Service Desk. 

  To connect to your shared drive:

  • On campus, make sure you're connected to eduroam or a University wired network.
  • Off campus, connect to the VPN (virtual private network) first. This allows staff and students to create a secure connection to the University network and gain access to resources.

  Windows PC

  1. Right-click My Computer/This PC and select Map Network Drive
  2. Select a drive (it doesn't matter which letter, IT Services normally picks X:)
  3. Paste the address of the shared drive in the Folder Path box (\\cfs.st-andrews.ac.uk\shared\your shared drive name). For example, \\cfs.st-andrews.ac.uk\shared\itservices.
  4. If you're connecting your drive for the first time, you'll be asked to enter your username and password.

  Mac

  1. Open Finder and select the Go menu.
  2. Click Connect To Server
  3. Paste the address of the shared drive in the Folder Path box (smb://cfs.st-andrews.ac.uk/shared/your shared drive name). For example, smb://cfs.st-andrews.ac.uk/shared/itservices.
  4. If you're connecting your drive for the first time, you'll be asked to enter your username and password.

• Connect to a home drive over eduroam or VPN

  You can map your home drive on your personal devices. Classroom PCs and University-owned PCs and laptops will map your home drive automatically. If you're having issues, contact the IT Service Desk. 

  Windows PC

  1. Right-click My Computer/This PC and select Map Network Drive.
  2. Select a drive (it doesn't matter which letter, IT Services normally picks X:)
  3. Paste the address of the shared drive in the Folder Path box (\\cfs.st-andrews.ac.uk\users\your username). For example, \\cfs.st-andrews.ac.uk\users\abc123.
  4. If you're mapping your drive for the first time, you'll be asked to enter your username and password.

  Mac

  1. Open Finder and select the Go menu.
  2. Click Connect To Server.
  3. Paste the address of the shared drive in the Folder Path box (smb://cfs.st-andrews.ac.uk/users/your username). For example, smb://cfs.st-andrews.ac.uk/users/abc123.
  4. If you're mapping your drive for the first time, you'll be asked to enter your username and password.

• Connect to a home drive without the VPN

  Students can access their home drives while they're away from University, without requiring VPN. Once you've connected to your home drive, copy the files you need to your OneDrive. Afterwards, disconnect so that other students can use the service too.

  1. Install WinSCP from Apps Anywhere
  2. Once you have launched the app, use the following settings:
     • File protocol: FTP
     • Encryption: TLS/SSL encryption
     • Hostname: ftp.st-andrews.ac.uk
     • Port: 21
     • Username:  your St Andrews username (not full email address)
     • Password:  Your St Andrews account password
  3. Click login to begin. 

  Your home drive folder should display once connected.

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Request a service

• Request a new shared drive

  Set up a new shared drive to allow a defined group of University staff access to shared folders.

  If the work is short-term, it will be easier if you set up a Microsoft Team and manage access yourself. This way you can access files anywhere and add external guests.

  To request a new shared drive:

  1. Contact the IT Service Desk.
  2. Let them know:
     • School or professional service unit name
     • name of the group administrator (who will be responsible for the new group)
     • suggestion for the group name (if this differs from the School or unit name)
     • list of authorised users (usernames only)
     • name, purpose and authorised user list for any sub-groups required.
  3. IT Services may follow up with your School or professional service unit or named responsible person for confirmation.

• Request additional space for your home drive

  Your home drive gives your 5GB of network storage. You can request additional space by contacting the IT Service Desk.

  As an alternative, you can use OneDrive. This means you'll have access to 1TB of highly secure cloud-based file storage and be able to access your files on any device.

• Request research data storage

  Researchers at the University are able to request 0.5TB of secure and centrally managed research data storage. To request research data storage or discuss options for larger storage, submit the research data storage request form.

• Request access to GitLab

  GitLab allows staff and researchers to store source code in a secure backed-up environment, and hosts a suite of collaboration tools and plugins. To request access:

  1. Contact the IT Service Desk.
  2. Let them know if you want to be added to any existing projects in GitLab.
  3. Wait for confirmation that you've been granted access.
  4. Sign in to GitLab with your University username and password.

  More information

  • Get started with GitLab
  • User documentation 
  • Email researchcomputing@st-andrews.ac.uk to enquire about training workshops.