throw out that flash drive

THROW OUT THAT FLASH DRIVEBy Marc Long

Overview• After this presentation you will:

• Understand the benefits of using cloud storage• Have a basic understanding of how cloud storage works• Explore the different types of cloud storage• Use cloud storage to synchronize your files

Benefits of Cloud Storage• Cloud storage …

• Allows sharing documents, photos, files of any kind • Transfers large files (i.e. video) that can not be sent through

email because of size limitations• Files are synchronized to all of your devices• Makes your files available wherever you go• Keeps track of file modifications and updates • Provides backup for important files

How Cloud Storage Works• What do you mean by

“Sync”?• Synchronizing a “cloud”

file occurs in two steps:1. The file is pushed

to the cloud storage2. The cloud storage

pushes it to each of your cloud devices

Magic of the Cloud Synching happens entirely in the background.

One or more files are being

synched.

Files in this folder are

synchronized.

If one of your devices is turned off, the next time you use it -- new and updated files saved to the cloud (i.e. Dropbox) storage folder will be saved to the device that was off.

Just Another Folder

• You can treat the Dropbox folder just like any other folder on your computer to:• create subfolders, • add files, • delete files, etc.

C:\Users\UserName\Dropbox

HD/Users/UserName/Dropbox

http://w

ww.dropbox.com

Will Cloud Storage Slow Me Down• Cloud storage syncs with each device you install the cloud

storage software on• Most transfer are in the background• If you have not booted a device for weeks, you may get a

slight delay.

Cost of Cloud Storage• Most cloud storage accounts come with some free

storage space. • 2 GB (Dropbox)• 5 GB (Google Drive)

• Power users needing more space (25 GB – unlimited) will pay around $100/year.

Additional Cloud Features To Consider

• File Versioning• File Sharing• Automatic Backup• Compression and Encryption Used• Works with other products (i.e. Google Drive – Google

Docs)• Scan image to text• File Preview (Google Drive)• Collaborative Work Environments (Box)

http://www.thetop10bestonlinebackup.com/?count=30&count=all&filter-storage=all&filter-price=all

Cloud Companies• Choose a cloud

company that has the features you need.

• Dropbox was one of the first cloud storage companies.

Cloud Storage Industry Review

One-way sync

Installing Dropbox• Go to www.dropbox.com or Apps Store for mobile devices• Create an account

• Initial account 2 GB + up to 3 GB (500 MB of camera uploads)• The Dropbox web interface lets you access your files from

anywhere.• Dropbox creates a new folder on your hard drive,

conveniently called “Dropbox.”• Launch Dropbox from the system tray

Sharing An Invitation• There are two ways to share a Dropbox folder

• Sharing a Link• This will allow you to create somewhat of a READ-ONLY environment .

At least it will allow you to protect your files from someone inadvertently deleting your files.

• Sharing a Folder• This will allow you to create a READ-WRITE environment allowing

others to update files, delete files, and folders within your shared folder.• This requires some collaborations between those you share with.

Sharing A Link

• Open Dropbox (website or local computer)• Local – Right click on

the folder and Share Dropbox link• Enter an email address• Enter a message

• Dropbox Website -- from the main folders view right click on the folder and Share link.

Accepting A Link Invitation• Open your email• Click the email link to accept the Dropbox Link invitation• If you want to add the files to your local Dropbox, you will need to

select “Add to my Dropbox from the Download button in the upper right corner.

• NOTE: You will not be able to upload files to the owner from a LINK invitation.

Rules for Sharing a Link• Link

• This method protects the original owner’s files and folder.

• This environment is more like a read-only environment with a few exceptions.

• Exceptions• The person you share with may add files to the folder, but the

owner who initiated the link will not see the files.• The person you share with may delete files they add. • The person you share with may delete the original folder (not

sub folders). At this point, you will no longer be able to see the linked files. This will not delete the folder or files on the original owner’s folder.

How do I know if I am sharing a LINK with someone?

You will see a link icon to the right of the folder.DropboxWebsite

Inviting Someone to Share a Folder• The person sharing a folder can do it either via the

Dropbox web site or from their local computer.• Local computer method – right click and find the Dropbox share

folder• Website method – Select the folder to share and click the options

button to the right.

Add an email address and enter a message to the recipient(s)

Accepting An Invite• The person receiving the invite will need to:

• Check their email and accept the invite before it will appear in their Dropbox

• Or accept the notificationin the system tray

• You may be asked to log in to the Dropbox web site.• Once you are connected to Dropbox click ACCEPT

Folder Sharing Rules• Remember you are working in a collaborative

environment.• If you add a file, everyone will receive the file.• If you modify the file, everyone in the group will have the modified

file synchronized to their Dropbox.• If you delete a file, it will be deleted in everyone’s Dropbox.

Sounds scary! Just be sure you want to delete the file.• If you delete a sub folder, it deletes from everyone’s computer!• If you delete the invite folder, you will be removed from the

collaboration process. You will not be deleting others work. Just be sure you are at the top level invite folder!

Remove Collaborators From a Share• The owner of a shared folder can remove a collaborator

from the folder.

Changing Ownership of a Folder• Sign into the Dropbox

website• Select Sharing tab from

the sidebar on the left• Click the Options link to

the right of the shared folder

• Select the desired Member in the resulting window

• Click the arrow to the right of the member you'd like to make owner and select Make owner from the drop-down menu

Restore a Deleted FileEvents has a list of current activities

Click the file to Restore

File Synchronization• Every computer you install Dropbox “on” will synchronize

the files between your computer and the cloud.• You can selectively specify the

folders you want to synchronize.

LAN Synchronization• Enable LAN sync will enable

syncs with network drives.• This saves downloading

from the cloud each time you move to another computer in your LAN.

Sharing Conflicts• If you see a second FILE with the same name (e.g.

mydoc.doc and mydoc conflicted copy.doc), this occurs when two people accessing the file at the same time. Hopefully, this does not occur very often.

Special Folders• Local Computer

• Camera Upload• Wireless• Connected to

a PC

• Dropbox.com• Photos

• Diplays allphotos andvideos inall Dropboxfolders

Trouble Shooting Invitation Issues• If you accidently shared a link and later share the folder,

the user will have two folders in Dropbox (e.g. myStuff and myStuff(1))• Solutions

• Delete both folders • Ask the owner to remove your invite• Ask the owner to resend a SHARE FOLDER invite

Trouble Shooting File Syncs • If you put a file into Dropbox and it does not seem to

upload to your web dropbox, check to see if the file had any special characters in the filename.

• Mac OS will allow filenames with some of the following characters (<, >, ?, /, :, “, *, \ ) • Dropbox does not synchronize files with these names to a PC. • RENAME them without the special characters.

• Linux users normally may distinguish files by upper and lower case. Dropbox does not.

• https://www.dropbox.com/help/145/en

Checking for Synch Errors• The following Dropbox link will check for errors.

https://www.dropbox.com/bad_files_check

Retrieving A Deleted File• Click the trash can icon at the top right of the Dropbox

website.

• Open the deleted folder and select the file to recover.

Ways to Get More Space• Earn up to 18 GB of free space• Invite your friends to Dropbox

• If they accept your invitation and install Dropbox, you will receive more space.

• If you use Camera Uploads to dropbox you will receive 3 GB• Watch a video or take a tour• Send Dropbox feedback• Other special invites will get you more space.

• Check your bonus space• https://www.dropbox.com/account#bonus

• Space is important for Video and Photo projects.

Dropbox Alternatives (Google Drive)

http://lifehacker.com/5818908/dropbox-vs-the-alternatives-which-online-syncing-service-is-right-for-you