File Transfer Protocol is a network that helps transfer files between a client and a server using the web. It helps in website maintenance, business file exchange, and automated data transfers. 

Modern businesses and professionals prioritise secure and efficient web transfer of files. Since the 1970s, File Transfer Protocol has been one of the most preferred means of web transferring files between computers, servers, and websites.

FTP revolves around stringent security features and automation, which still makes it a trusted solution for file transfers. FTP offers an organised and scalable method of file management. Let us learn what FTP stands for and how you can utilise it effectively!

FTP – Defined and Explained

FTP processes file transfers connecting a client and a remote server over TCP/IP. Today, there are several FTP alternatives like cloud storage; however, FTP continues to be an important resource. It works through two main channels:

  • Control Connection – Port 21 for sending commands and replies.
  • Data Connection – Port 20 for transferring files.

Types of FTP

FTP can be classified into many types depending on connection modes and security features:

  1. Active FTP Connection – The server actively connects to a port that is opened and listened to by the client.
  2. Passive FTP Connection – The server listens and exposes a port, to which the client connects. It is useful when clients are sitting behind firewalls.
  3. Anonymous FTP – Enables users to access files without a username and password and is best used for public distributions of files.
  4. Vanilla FTP – Refers to unencrypted, regular FTP.
  5. FTP Plain – Unencrypted FTP.
  6. FTPS – FTP Secure; applies SSL/TLS encryption to FTP for increased security.
  7. FTPES – FTP Explicit SSL/TLS; the client asks for security explicitly from the server on the normal FTP port.

How to Use FTP – Step-by-Step Process to Transfer Files

Following are the step-by-step instructions on how to use FTP effectively.

Step 1 – FTP Client Selection

Select an FTP client to connect to an FTP server. This software facilitates simple file transfers. Download the FTP client from its official website and follow the instructions to install the software.

Step 2 – Obtain FTP Credentials

Get unique login credentials from your hosting organisation or IT team to access the FTP server. You need:

  • Hostname or FTP Server Address
  • Username
  • Password
  • Port Number – for example, 21 for FTP, 990 for FTPS, 22 for SFTP

Step 3 – Connect to the FTP Server

Run your FTP client using the above-mentioned supplied credentials in the connection fields. Then:

  • Select the appropriate port number
  • Specify the type of connection – FTP, FTPS, or SFTP.
  • Click Connect to form a connection.
Pro Tip – If the login credentials are appropriate, the remote server will be successfully connected with the FTP client, showing the directory structure.

Step 4 – Browse the FTP Directory Structure

Browse the FTP remote directory to find the destination folder where you need to store files. After connecting, the FTP client will show two windows:

  • Local Site (Left Window) – Folders and files on your local machine.
  • Remote Site (Right Window) – Files and folders on the FTP server.

Step 5 – Transfer Files

To start transferring files from your local machine to the FTP server:

  • Find the file on the Local Site.
  • Drag and drop the file into the destination folder in the Remote Site.
  • Allow the upload to finish.
  • Check that the file is on the remote server.

Step 6 – Download Files from the FTP Server

To download files from the FTP server to your local computer:

  • Go to the Remote Site for the file.
  • Drag and drop the file into your Local Site or a local directory.
  • Allow the download process to run to completion.
  • Check that files are downloaded successfully.

Step 7 – Rename or Delete Files on the FTP Server

Should you have the authority, you can:

  • Rename files by right-clicking and rename.
  • Delete files by right-clicking and delete.
  • Drag-and-drop files between folders.
Pro Tip – Be careful while editing or removing files, particularly on a live site or production server.

Step 8 – Unplug from the FTP Server

After making file transfers:

  • Select disconnect or simply exit the FTP client.
  • Logging off keeps unauthorised users away from the FTP server.

Step 9 – Secure Your FTP Transfers

For added security:

  • Utilise FTPS or SFTP in place of regular FTP.
  • Enable strong authentication and utilise complex passwords and multi-factor authentication if supported.
  • Configure file and folder permissions properly to avoid unauthorised entry.
  • Keep your FTP client software updated to protect against vulnerabilities.
Also Read: How to Set up an FTP Connection

FTP Best Practises

For security and efficiency, companies need to follow best practises while using FTP:

1. Limit FTP Use to Small Files through Web Services

Big files slow down performance and create bandwidth problems. Utilising web services for large files minimises FTP load without compromising efficiency.

2. Configure Guest User Accounts

Establish guest user accounts with limited permissions for one-time file transfers or temporary users. This restricts access to sensitive parts of the server and blocks unauthorised changes.

3. Monitor for Invalid Passwords and User IDs regularly

Perform regular audits to detect unauthorised logins and insecure passwords. Utilise account lockout policies against attacks.

4. Implement Passive FTP Connections

Passive FTP is firewall-friendly as it enables clients to connect without the server being required to do so. It increases security, especially in enterprises.

5. Install FTP Servers in a Demilitarised Zone

Placing FTP servers within a DMZ isolates them from the primary internal network and mitigates the probability of cyberattacks on other essential systems.

6. Deploy Managed File Transfer Technologies

MFT technologies offer better security, automation, and compliance compared to standard FTP. They offer end-to-end encryption, audit logging, and workflow automation.

7. Enforce Account Management Policies

Improve security by applying:

  • Multi-factor authentication (MFA) on FTP accounts
  • Role-based access control (RBAC) to restrict permissions
  • Regular password changing with complexity demands

8. Choose an FTP Vendor with Established Expertise

Selecting a reputable FTP provider guarantees improved security, uptime, and customer service. Choose hosting solutions with high-level encryption and managed file transfer solutions.

Also Read: How to Upload Files Using FTP

Conclusion

FTP is a capable file transfer process for businesses and professionals as it allows effective sharing of data, supports automation, and makes it easy for B2B exchange. It is best to protect FTP using encryption, access controls, and modern best practises.

If you are looking for a secure, scalable, managed FTP solution, contact the experts at Crazy Domains and get enhanced FTP hosting with disaster recovery, encryption, and advanced support. Keep your company’s data transfers consistent and secure with Crazy Domains today!