We all seem to have multiple computers these days, and its becoming worse now that phones also receive emails and have stores of pictures, written documents, and so on. So, which computer did I leave the file on, and if I made a copy to take with me on CD or memory stick, which is the latest version, the one at home, or the one on the office computer?
Synchronising everything on these computers isn’t the answer since you may want to segregate home and office files. Carrying the files about on a memory stick works, except for phones, and you have to remember to update the files.
But there is a case for having a folder of files that is identical on each computer, laptop, phone or iPad that you use.
DropBox is such a service, and its free.
This software will download and run on Macs, Windows, and several phone types.
It puts a folder on each device, and whatever you put in that folder, whether it be a picture, text file, or address book, is automatically backed up to your account on a secure server somewhere in The Cloud. This is an immediate safeguard, a remote backup device for anything with an internet connection.
Phones and laptops don’t usually have a backup device, so this is already a good idea.
But there is more.
The identical folder of information will appear on each of your computers. And you can add files from those computers too so you end up with a pool of important files from all your computers, all backed up and all accessible from every device.
So what happens when you change a file?
Dropbox checks automatically, and if it suspects a modification has been made, or files have been added or removed, it copies the changes to the server, and then down to each of the other computers that you have the software on. So it synchronises all your devices, but only for the files that you choose to put in the DropBox folder. The computers don’t need to be switched on, DropBox will update them as soon as they are online, and works unobtrusively in the background.
Even better, it tracks changes, so you can go back to an earlier version of a modified file. And you can do that from any of the computers. It also allows files to be shared with others, so if you have a collaborative project underway, this might help. You can even log-in via any computer, and view the files from there, subject to the username and password restraints.
DropBox is quick, secure, and free for 2 gbytes of storage, which should be enough for most people. They charge for larger storage if needed.
Dropbox Features
File Sync
Dropbox allows you to sync your files online and across your computers automatically.
- 2GB of online storage for free, with up to 100GB available to paying customers.
- Sync files of any size or type.
- Sync Windows, Mac and Linux computers.
- Automatically syncs when new files or changes are detected.
- Work on files in your Dropbox even if you’re offline. Your changes sync once your computer has an Internet connection again.
- Dropbox transfers will correctly resume where they left off if the connection drops.
- Efficient sync – only the pieces of a file that changed (not the whole file) are synced. This saves you time.
- Doesn’t hog your Internet connection. You can manually set bandwidth limits.
File Sharing
Sharing files is simple and can be done with only a few clicks.
- Shared folders allow several people to collaborate on a set of files.
- You can see other people’s changes instantly.
- A “Public” folder that lets you link directly to files in your Dropbox.
- Control who is able to access shared folders (including ability to kick people out and remove the shared files from their computers).
- Automatically create shareable online photo galleries from folders of photos in your Dropbox.
Online Backup
Dropbox backs up your files online without you having to think about it.
- Automatic backup of your files.
- Undelete files and folders.
- Restore previous versions of your files.
- 30 days of undo history, with unlimited undo available as a paid option.
