Take files wherever you go

Online file sharing

The easiest way to make sure your data is available wherever you need it is to save it online. Simply surf to the following sites in your Internet browser to retrieve files anytime, anywhere.

• Windows Live SkyDrive – Is a free service that offers up to 25GB of password-protected online file storage, enough to warehouse thousands of documents, pictures, videos and songs. A customizable file system also allows you to configure public and private folders, and share important information with peers, whose ability to retrieve and edit files is yours to control. It’s fully compatible with services such as Windows Live Spaces too, so visitors to your personal website can painlessly download and enjoy family snapshots or home videos.

  
  

• YouSendIt – This handy service allows you to login using your Web browser or desktop and send attachments to friends and coworkers of up to 2GB in size apiece. Preventing messages from bouncing back because of email recipients’ file delivery size restrictions, it’s free to send attachments that are 100MB or smaller. A variety of plug-ins further let the service work hand-in-hand with popular programs like Outlook and Office.

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• Box.net – Archive and edit home budgets, party invites, spreadsheets and more online. Comments and version history tracking let you keep tabs on projects as they evolve.

• Drop.io – Upload and share data via Twitter, Facebook, phone, fax, email or web.

• Dropbox – Synchronize files between home PCs and online storehouses, with changes made to shared folders reflected on every connected computer, making collaborative efforts more manageable.

Removable and USB storage

One of the most common methods of making files portable involves the use of removable media (i.e. CDs and DVDs), or universal serial bus (USB) storage devices, which plug into your PC’s USB port. Options include:

• External hard drives – Several manufacturers including Seagate, Western Digital and Iomega make external portable hard drives that are compatible with Windows 7, Windows Vista, and Windows XP. Physical dimensions generally range from the size of a notepad to hardback book, while storage space typically runs between 100GB (around US $90) and 1TB (about US $175). Certain models may require you to read initial setup instructions and install driver software before using the device. But nearly all are automatically detected once plugged in via USB cable (note that some also support FireWire and eSATA connections), with step-by-step instructions displayed on-screen, making installation and access a breeze.

  Hint – Only purchase the space you need. Unless working with huge files like high-definition video or 3D images, 100GB is more than enough room, capable of holding thousands of photos, songs, standard-definition videos and documents. Prices are constantly falling, so always compare options online before buying as well.

• USB flash drives – Sometimes referred to as “USB keys” or “USB thumb drives,” these storage options, about the size of a stick of gum, are the easiest portable file transfer solution . Small and rugged, models offer less storage space than external hard drives – think 2GB (US $10) to 64GB (US $150) of room on average – but are much simpler to transport. Built-in connectors further let them attach to a PC’s USB port without cables, providing immediate access to your data. As such, they quickly replaced floppy discs as the most popular medium for handheld file storage and transportation today.

  Hint – Like external hard drives, it pays to shop around and not go overboard on storage space. (8GB will prove more than enough for most everyday users.) You can even install applications or boot your PC off the drives , making them a portable office or handy data recovery tool in case of disk failure. Since the technology’s so inexpensive and small in size, style-conscious buyers can even find USB flash drives hidden inside watches, pens and miniature rubber ducks as well. But this small size has its disadvantages , too.

• CDs and DVDs – If you own a recordable drive, it’s also possible to transport data by burning files to a CD or DVD using Windows 7, Windows Vista, and Windows XP’s similar functionality.

  Hint – Because recordable CDs/DVDs must be purchased separately, and most can only be written to once, it’s better to invest in a USB flash drive, which also reduces file transfer time and provides better physical protection.

Portable devices and e-mail attachments

Other easy options for getting data to go include emailing files to yourself as message attachments, or copying and synchronizing files with portable devices including digital music players and cellular phones.

• Mobile phones, PDAs, and music players – Looking for a way to synchronize data (ensure the same files, contacts or calendar appointments appear in multiple locations or on multiple devices) between your PC, PDA, cellular phone or digital music player? Windows Vista’s Sync Center makes it simple. Everything you need to know is right here.

• E-mail attachments – Both Microsoft Outlook 2007 and Microsoft Outlook 2003 owners have the option of attaching one or more files to an e-mail. So can users of the free Windows Live Hotmail service. Total attachment sizes should be kept under 3MB to 5MB to ensure successful delivery. But using this process, you can easily email yourself or colleagues files, then quickly retrieve data from and save it to any remote PC with Internet access. See the above links for step-by-step instructions, and this helpful article for how to safeguard yourself from potential virus threats.

Hints and tips

1. Before taking it with you, always back up crucial data on your PC or using online services, with even the sturdiest portable solutions prone to wear and tear. But don’t overdo it: One duplicate in a secure location will suffice.

2. Keep tabs on changes made to your data. It’s wise to rename files, by right-clicking the file name and typing the new name (i.e. changing “Wedding Plans” to “Wedding Plans – Dec 11 Update”), or use Microsoft Word’s track changes feature to ensure you don’t accidentally overwrite important information while on the move.

3. When working on collaborative projects, inserting comments or signing file names with your initials (e.g. “Work Presentation – MQP”) can help minimize confusion.

4. Be careful whom you grant permission to view your files. Sensitive data should be clearly separated from publicly accessible folders and closely guarded. If working with shared information, password protection should always be applied too, and passwords never given out via instant messenger or email.

5. For multimedia enthusiasts, handheld digital media players like the Zune also make great tagalongs. Units are capable of acting as one-stop hubs for storing and enjoying music, photos, TV shows, films, audiobooks and more.