Automatic file syncing is one of the most time-saving computer tricks I’ve ever learned. Back when I was in school and early in my writing career, I dealt with a lot of Word documents and excel spreadsheets. It was always a pain to transfer these documents from one computer to the other.
For example, if I went on vacation or wanted to stretch out on the laptop, I would have to either e-mail the document to myself or stick it on a USB drive. Then when I returned to my main work computer, I had to reconcile all these different file versions by hand. It was not an optimal solution.
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A few years ago, I decided to give online file syncing a try. There was this new “Dropbox” service that nobody had heard of and it promised to keep computer files synced between all my computers. I tried it and it was awesome. Every time I saved a Word document on one computer, that document automatically showed up on every other computer. With file syncing, I can now switch computers at will and always have the most current version of every document available.
If you haven’t give file syncing a try yet, it’s very worthwhile. You can try these services for free before you pay anything. To be frank, I’ve been using file sync for a number of years now and still haven’t had to pay anything.
Online File Storage Companies
Dropbox is no longer the only player in the storage game. There are now several major companies that offer free storage space and automatic file syncing. A few of the most popular include the following:
Getting started is a simple process of visiting a company’s website and signing up for a free storage account. From there, you can download the software and install it on your computer. You are then free to specify a folder on your local machine to act as the sync folder. Next, you download the same software onto every other computer that you own. Log in with your account information and your computers will all be linked to the same cloud.
Online file storage companies are the easiest way to get started with file syncing. They are free to try and the software works automatically in the background. You can also work on files while offline and then when you reconnect to the internet, your files will be updated automatically.
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Remote Access File Syncing
There are a number of remote access tools that allow you to share and sync files between two or more computers that you own. These tools use your own storage space and the internet to create a secure link between two of your own computers. This allows you to share and store files without having to pay for a third-party cloud company.
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Here are two popular remote access tools:
- Pogoplug PC
- iTwin
Pogoplug uses computer software to connect two or more of your computers via the internet. You install the software on each computer and then you can link those computers together via the internet. The iTwin uses a USB flash drive that you connect to both computers for online file sharing.
The advantage to using these services is that you only pay a one-time fee and then you are no longer bound by contracts or storage limitations. The downside is that both computers have to be connected to the internet at the same time for file sharing to work. This is a major disadvantage, so keep it in mind when you make your choice between remote access and online file storage.
I personally prefer online file storage because of the “always-on” file syncing. It’s nice not having to worry about which computer is on and trying to connect both of them to the internet. I can leave my laptop offline for months at a time and then turn it on once to sync everything back up to date. So if you’re stuck between choices, my recommendation is to go with one of the three companies listed at the top of this page.
Hi Wes, great article on the benefits of file syncing – I have been using drop box for a few years now and it seems to work great.
I don’t use it to sync files between computers – instead I use it to keep files current with a professional service that I use. This way we can both have access to files that are years old. It’s great for this kind of setup.
If I really am going to use two different computers for my files, which is very rare, then I do use a USB drive. I don’t find it to be burdensome.
But, on the other hand, I am not dealing with tons of files that I have to insure are updated between computers.
Thanks for the info and your experience.
Hi Dave,
I used to carry a USB drive around but it got pretty bad after a while. I would spend 2 weeks on the road writing and saving everything onto the USB drive then come home and have to get everything “synced” by hand. It was just too much for me after a while.
Then again, I do deal with a ton of files. Lots of Word documents, tax documents, spreadsheets, website files, half-edited images and so on. The good news is anyone can try file syncing for free to see if it’s worthwhile. That’s how I got started.
Yeah you are right Wes. I also faced too many problem when i read on class 4 or 5 😉
Every time i also used Email or Pen Drive Or Floppy 😀
But not now, Now technology has changed , Currently i switched from Dropbox to Google Drive.
Thanks for sharing this article.
Amit,
I am still undecided on Google Drive. You’ll have to let us know what you think. I know Google Drive is already popular but their privacy issues have me a little leery still.
It seems like these cloud based things are becoming more popular and new cloud companies keep popping up. I hear Dropbox mention very often. I am still a little uneasy about the whole cloud thing. Call me old school, paranoid, or what have you. It just freaks me out a little. I have briefly looked at Microsoft Skydrive, Google Drive, 4Shared, Dropbox, and maybe a few others. They all seem to have slightly different features or limits. Mostly what I have been looking at is the max file upload size. Not that I would be uploading too many huge files, but I would like to know that I can if need be. Some of them are not so clear or they have changed the limitations and I can’t figure out what they are anymore. I already have more Google in my life (services) than I probably should, and Google’s privacy policy does concern me.
Hi Ray,
I don’t think you’re paranoid at all. No matter what security measures a storage company offers, you are still placing your data on someone else’s servers. I use services like Dropbox to host my Word documents and mundane business spreadsheets. I don’t story anything important online only.. I always keep backups on my hard drive. I also make it a point not to store extremely sensitive information online.
I have been using Dropbox for more than a year already and I find it a very good tool, especially for collaboration work.
Yes, Dropbox works well for collaboration. I have a shared folder that me and a business partner use to store, update and share documents. It’s easy for both of us to work on files and keep them updated across both computers.
wonderful article, online storage has become more popular these days and is very useful for firms. I use the service from mypdv.com site as its secure and provides more space for free. thanks you for sharing this article.
I’ve used Drop Box before and must say that it’s really useful for online storage!
For me online storage like Dropbox works better than syncing two computers. That is really the hassle with the latter, because you would still need to make sure that the other computer is online as well, whereas with online storage, you don’t have to literally wait for the other computer to share files. You can just “drop” them at anytime.
I agree with the powerful functionality of file synchronization. We have it in the office and I pretty like it when it do its job…
I am using BackupCow.com to backup and sync files between multiple computers. It is working fine.
The sync process is obviously an intelligent way to ensure that your tons of data is always up to date in every computer you use- be its your good old home PC, office desktop or notebook you take to your work…i use third party software to keep files current with a professional service that I use. This way we can both have access to files that are years old. It’s great for this kind of setup….gs richcopy 360 enterprise is a great tool for file sync.