Synchronizing Your PC

Transcription

1 Synchronizing Your PC A Guide to -- North Texas PC Users Group November 18, 2017 AN INTERNATIONAL ASSOCIATION OF TECHNOLOGY AND COMPUTER USER GROUPS 1

2 Introduction There are numerous ways to sync desktops, laptops, tablets and phones. From the complex to the relative simple solutions: We can share a folder over the network Use a Network-attached storage (NAS) Set-up a local file sync program using software 2

3 Introduction Setting up a local area network can be tricky for the uninitiated. The simplest solution is the one that avoids the LAN altogether and syncs over the Internet. Services like Dropbox, Apple's icloud, Microsoft s OneDrive, and Google Drive keep folders in sync even if the devices are on different continents. Cloud services allow data sync over multiple devices and platforms: Windows ios Android 3

4 Data Sync Using the cloud as your central storage allows all devices to access and share the same data making it accessible from any device. It is by far the easiest way to access your or share your data files across devices. The downside it requires an internet connection. Some solutions offer off-line access. 4

5 Setting up Cloud Storage The Cloud refers to places on the Internet where you can save your photos, videos, music and other document types. Store every photo and video you take, making them accessible from all your devices. You can easily access your information by signing in to your account from your phone, tablet, or computer. Your data is available at any time from any location. 5

6 Setting up Cloud Storage The key to accessing a cloud server is to use a common User ID and Password on all devices. Make sure the password is strong; use a Passphrase. Download the app (Dropbox, OneDrive, Google Drive, icloud or other) to all your devices. 6

7 Setting up Cloud Storage Create an account. Set up folders i.e. documents, photos, videos and music. Save your data to those appropriate folders in the same manner as you would save data to a physical drive. Internet access is required to access your data. However, you can save your data where it is also available off-line should you not have access to the Internet. 7

8 Accessing Files Off-Line Online storage and syncing services such as Google Drive, icloud, Dropbox, and OneDrive offer a convenient way to make sure you can access your files from any computer or mobile device. However, you might not be able to view those files on your tablet or smartphone when you don't have an internet connection--unless you enable offline access beforehand, when you still have a data connection. 8

9 Accessing Files Off-Line Offline access gives you access to files while you're without an internet connection. It's incredibly important for anyone who works on the road and even in many everyday situations. This comes in handy when you have to review files while you're on an airplane, if you have a Wi-Fi-only ipad or Android tablet, or your mobile data connection is spotty. 9

10 Accessing Files Off-Line You might expect that the mobile apps for cloud storage services such as Google Drive, OneDrive, Dropbox, icloud and others would automatically store your files for anytime access, but that's not actually the case. Most cloud services have means of accessing your data files offline. Familiarize yourself with the necessary steps required to do this. 10

11 Accessing Files Off-Line 1) On your computer, open Google Docs, Sheets, or Slides home screen 2) In the top left, click Menu 3) Click Settings 4) Turn Offline on 5) When you turn on offline access for Docs, Sheets, Slides, or Drive, it will be turned on for the others, too. 11

12 Accessing Files Off-Line Introducing OneDrive Files On-Demand and other features making it easy to access files, OneDrive team. Instructions for Android, ipad, iphone, Windows tablet. 12

13 Accessing Files Off-Line Of course, Apple doesn t make it easy to find anything looked and looked on how to access files on icloud with I-net access. 13

14 Accessing Files Off-Line View & Share Files, Online or Off. Securely share files with your team, customers or external agencies on any device with the Box Mobile App. View files in 120+ formats and save files for offline access. 14

15 Alternative Solutions SYNCHRONIZING YOUR PC 15

16 File and Printer Sharing File and printer sharing is the ability for a computer running Windows to share a folder or attached printer with other computers on a network. File sharing allows you to make files and folders in a shared folder accessible to others on the network to view, copy, or modify. 16

17 File and Printer Sharing Sharing password protected files or folders with Windows 10 will be secured by the login details of the computer they re stored on. Anyone who wants to open a shared file or folder will need to know the password of the sharing computer. It s possible to let anyone access the files you share by editing permissions. 17

18 File and Printer Sharing If you are the only person who uses your network, and you just want to be able to access your files and folders on different devices, you can change the setting to turn off password protected sharing. This means that anyone connected to your network can open any files or folders you ve shared. This is recommended if you are the only person using the network. 18

19 File and Printer Sharing 1) Go to Control Panel > Network and Sharing Center > Change advanced sharing settings. 2) Click All Networks > Password-protected sharing. 3) Click the option that says Turn off password-protected sharing, click Save Changes. Printer sharing allows you to make an attached printer available to other computer users on the network. If you are connected to a public network location (ex: café or library), then you may wish to turn off file and printer sharing until you are connected to a private network location (ex: home or work). 19

20 Share a File or Folder Maybe you just want to share just a file or folder. Here s how to share files or folders with other users on your network. Created by Photoroyalty - Freepik.com 20

21 Share a File or Folder 1) Find the file or folder you want to share (Windows key + E is a shortcut to your files). 2) Right-click on the File or Folder. Click Properties. 3) Click the Sharing tab at the top of the pop-up menu. 4) Click Advanced Settings 5) Click the box next to Share this folder to let other people see it. 6) By default, they will have read-only access, they will be able to read and copy the information, but not edit or delete it. You can change this by clicking Permissions. 21

22 Sharing Editing Permissions If you want to let anyone who can see your files, edit or delete them, you can change the settings in the Advanced Sharing menu. 1) Right-click the folder you want to edit. 2) Go to Properties > Sharing > Advanced Sharing > Permissions. 3) With Everyone highlighted, click the Allow box next to the Change option. 4) Click OK. 22

23 Share Files Using Windows HomeGroup HomeGroup lets you share files easily and securely with other PCs on your home network running Windows 7 or later. You won t be able to share files to a computer using an older version of windows, or a different operating system. HomeGroups are password protected. You are in control of what s shared and who can get to it. You can also control whether users can edit your files, or just view them. 23

24 Set up or Join a HomeGroup 1) Right-click on the Windows icon at the bottom of the screen. 2) Click Control Panel. 3) To find the HomeGroup settings, you might need to change the view click the View by the drop down menu, and choose Large icons. 4) Click HomeGroup. 5) If there s already a HomeGroup on your network, you ll see an option to join it. To set up a new one, click Create a homegroup. 24

25 Set up or Join a HomeGroup 6) You ll see some information about the security features that you get with HomeGroup, click Next. 7) This is where you can choose what you d like to share. Choose either Shared or Not shared for each of the folders, click Next. 8) You ll see a password and you ll need to make a note of it. Other users will need to use this password when they join your HomeGroup. Click Finish when you ve made a note of it. 25

26 Sharing to Your HomeGroup When your PC is connected to a HomeGroup, it s easy to share files and folders to it. 1) Open File Explorer. 2) Find the file or folder you want to share; right-click it and move the cursor over Share with. 3) You have 2 options view, and view and edit. View lets others view your files and folders, but not change them, and view and edit lets them make changes or delete them. 26

27 Sync Settings on Windows 10 When sync is turned on, Windows keeps track of the settings you have selected and sets them for you on all your Windows 10 devices. You can choose to sync such things as web browser settings, passwords, and color themes. If you turn on Other Windows settings, Windows syncs some device settings (for things like printers and mouse options), File Explorer settings, and notification preferences. For syncing to work, you need to sign in to Windows 10 with your Microsoft account (or link your Microsoft account to your work or school account) on any device you want to keep in sync. 27

28 Creating a Microsoft Account If you use an address and password to sign in to a Microsoft service such as Hotmail, Outlook, Messenger, or Xbox Live, you already have a Microsoft account. You can use it to sign in to any Microsoft service. If you don't have a Microsoft account, you can easily create one by visiting the Create an account ( page and following the instructions. You can use any address you already use regularly, or Microsoft will help you create a address. 28

29 Sync Across Devices If you use webmail like Gmail or Hotmail, there's really no syncing needed to keep your coordinated across multiple computers Open up your web browser on any computer and everything is just as you left it. Use IMAP If your account can use the IMAP protocol, this is the easiest way to have your synced; IMAP syncs even your sent with the server. 29

30 Sync Across Devices Those of you who prefer or are required to use a desktop program like Microsoft Outlook or Thunderbird. You will have to work a little harder to get your s, contacts, calendar events, and tasks synchronized across multiple devices. Here is a tip: Move your Outlook PST files or Thunderbird profile to Dropbox so that all of your settings are automatically synced between your computers. Another reason to go the Dropbox route is to sync your settings and other items, such as tasks, in your Outlook or Thunderbird program across all your computers. 30

31 Sync Across Devices There are a few caveats to this approach: You'll need to close out of the Outlook program on the first computer before opening the PST file on the second one. This is very important! Dropbox is pretty good at creating duplicate, "conflicted" copies of the PST files if necessary, but constant syncing attempts of an open PST file can lead to corruption. So close out of Outlook and let Dropbox do its syncing before you open Outlook on the next computer. Keep in mind that if your Outlook file is very big, you could run out of space in your Dropbox account. You may want to upgrade your account or carefully monitor your boxes. 31

32 Sync Across Devices If you're using the cross-platform Thunderbird client, you could move your profile to an external drive (like a USB thumb drive), but that requires carrying around that USB stick and bringing it to each computer you need to access. The better option is to move your profile to a new shared location either a shared network folder or your Dropbox folder. The Lifehacker website has all the details how to do this: 32

33 Cortana Pick-up Where You Left Off If you are running Windows 10 Fall Creators Update (Version 1709), Cortana comes with a "Pick up where I left off" feature. When enabled, it allows some of the apps you were running during the previous session to be restored automatically. When you switch between computers, Cortana can show quick links in the Action Center in order to help you reopen web sites and online documents that you were working on previously. 33

34 Pick Up Where You Left Off Requirements Cortana "Pick up where I left off" Requirements: You will need to sign in to Cortana with your Microsoft account on this PC and any other device you want to be able to pick up where you left off. Turn on notifications, and turn on notifications for Cortana on this PC and any other device you want to be able to pick up where you left off. Turn on Send notifications and information between devices for Cortana on this PC and any other device you want to be able to pick up where you left off. Currently only available with United States: English set as Cortana language. 34

35 Syncing Your Calendar Most User s use Google Calendar. With the arrival of Windows 10, there is a revamped Calendar app. Getting your Google Calendar synced and configured on your Windows login is both simple and highly customizable. You can link your Google account information in the Windows 10 Calendar app. 35

36 Syncing Your Calendar Link you Google Account in Windows Mail with Add account. Choose the Google option, following the prompts you can configure or customize your Calendar to your liking. Lastly, if you want to after how often your Calendar communicates with Google s servers for new appointments or notification update you have that option. Keep in mind, once you add your Google account to the Calendar. Windows will automatically sync your attached . This behavior can be turned on or off. 36

37 Sync Your idevice SYNCHRONIZING YOUR PC 37

38 Sync Files from Computer to ipad/iphone Apple s ipad and iphone are very versatile devices The versatility they feature comes from their ability to open and play a number of different files. You can get these files on your device in many different ways The majority of your media files, such as music, videos and images, will likely be synced to your Apple tablet and phone through itunes. 38

39 Sync Files from Computer to ipad/iphone itunes is the media managing application that interfaces with your ios devices; it can be downloaded freely from Apple s website: The program is updated constantly to provide you with the most current and improved methods for getting your files from your computer to your devices. itunes works on Windows devices, but not Android devices. 39

40 Syncing itunes With Android Devices If you have itunes, and you don t have an iphone but an Android phone or tablet instead, syncing itunes to these devices can be frustrating. The basic way of transferring music is by manually copying your itunes music files into a temporary folder on your PC. Then, connect your Android phone or tablet to the computer using a USB cable and open your phone s music folder. From there, you can then transfer your music files from the computer to your phone s music folder. 40

41 Syncing itunes With Android Devices Hooray! There are third party software solutions that can be downloaded such as isyncr 41

42 Syncing itunes With Android Devices isyncr.. itunes to Android Offers a complete solution for syncing your itunes media to Android. Really user friendly and super fast. Program allows you to sync playlists or only checked songs rather than the entire library. Also transfers album art. Paid and free versions are available in the Android Play Store 42

43 Syncing itunes With Android Devices Apple Music is available for Android devices There is not a compatible app for Windows that allows an Android device to interface with. 43

44 Microsoft Groove Music App What is the Microsoft Groove Music app? Microsoft Groove Music is brand new for Windows 10. It plays your music collection and lets you make and listen to playlists. Add your MP3s to OneDrive and you can use the Groove Music app to play your songs on other devices, too PCs, tablets, Windows Phone, and Xbox for free. Microsoft rebranded its Xbox Music service to Groove Music with the release of Windows 10. Microsoft has been rebranding and rolling out its music service across mobile device platforms, and this week, the last major mobile platform has been added, ios and includes the iphone, ipad, and ipod touch. Microsoft Groove Music syncs across platforms, utilizes OneDrive as cloud storage. 44

45 Remote Desktop SYNCHRONIZING YOUR PC 45

46 Remote Desktop Connection Remote Desktop included in Windows 10 is not a syncing App. It is really a simple and easily applied app that allows you to use your Windows PC or your Windows, Android, or ios device to connect to another PC. 46

47 Remote Desktop Connection First, set up the remote PC to allow remote connections. 1) On the remote PC, open Settings (Gear-shaped icon) and select System > About. Note the PC name. You'll need this later. Then, under Related settings, select System info. 2) In the left pane of the System window, select Advanced system settings. 47

48 Remote Desktop Connection 3) On the Remote tab of the System Properties dialog box, under Remote Desktop, select Allow remote connections to this computer, and then select OK. 4) Next, in Settings icon, select System > Power & sleep and check to make sure Sleep is set to Never. 48

49 Remote Desktop Connection 5) Do one of the following: On your local Windows 10 PC: In the search box on the taskbar, type Remote Desktop Connection, and then select Remote Desktop Connection. In Remote Desktop Connection, type the full name of the remote PC, and select Connect. On your Windows, Android, or ios device: Open the Remote Desktop app (available for free from the Windows Store, Google Play, or the Mac App Store), and add your remote PC. Select the remote PC, and then wait for the connection to complete. 49

50 Setting up a local area network can be tricky for the uninitiated. The simplest solution is the one that avoids the LAN altogether and syncs over the Internet. Sync relies on an active Internet connection. Look for an off-line solution. It also requires the use of the same User ID and Password. Summary Services like Dropbox, Apple's icloud, Google Drive, and Microsoft s OneDrive keep folders in sync even if the PCs are on different continents. You must manually copy files from itunes to Android devices. Use Microsoft Groove as an alternative to sync Music across platforms and devices. 50

51 Summary Some alternate solutions: Share individual files and folders with File Sharing. Setup and share with a HomeGroup. itunes syncs files and folders to PC. 3 rd party software available in the Play store to simply copying files. Sync Your using webmail: gmail, Hotmail. Using IMAP simplifies syncing to multiple devices. Syncing Google Calendar with the Windows Mail app. Windows Remote Desktop built in Windows 10 connects with any device. 51

52 Q & A Bill James, APCUG Region 8 Advisor Vice President, Operations Computer Club of Oklahoma City wjames (at) apcug.org 52