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Mobile Computing March 2002 • Vol.8 Issue 3 Page(s) 112-113 in print issue |
Move Freely 11 Tips For Transferring Files To & From Your Notebook | ||
 As notebook computers become more powerful and less expensive, their popularity among business travelers is increasing dramatically. To maximize the benefits of mobile computing, you must be able to upload, download, and synchronize files between your notebook and your desktop computer or office file server. Here are some tips to help get you going. Share Information There are three basic ways to transfer information between computers: by using the Internet, a network, or removable media. Each method has its pros and cons, and the method you choose should depend on the particular task that needs to be accomplished. 1. Removable media. Physical transfers make use of removable media, such as diskettes, Zip disks, and CD-RWs (CD-rewriteables). Unfortunately, the drive most computers have in common is the floppy diskette drive. Diskettes are usually too small to hold much information. 2. Copy rather than move. If your notebook is not your primary computer, copy data files from their primary location rather than moving them; this way you always have a backup copy on your file server or desktop computer. You may have to compare modified dates on the two versions to determine which is most current, but at least you won't put the file at risk by storing the only copy on the higher-risk notebook. 3. Back up frequently. The mobility of a notebook computer makes it a powerful tool, but that same mobility makes it a poor long-term storage facility. Notebooks typically take more punishment than stationary desktop computers, and they sometimes disappear; therefore, critical files should never be located only on your notebook. If your notebook is your primary computer, you should make frequent backups of all files. If you don't have access to an external tape backup device, you can use one of the file transfer methods described above. Use A Direct Connection It may be possible to connect your computers together using existing, standard I/O (input/output) ports. This method is appropriate for exchanges with desktop PCs but not for connections to an office file server. 4. LapLink. You can use file transfer programs, such as LapLink Gold (http://www.laplink.com/products/llgold/overview.asp), to copy files between computers using their USB (Universal Serial Bus), parallel, serial, or infrared ports. Special cables are included with the software to connect the ports, and the program uses a split-screen format so you can browse the folders and files on both systems from a single window. I/O port transfers are slower than network connections. USB port transfers operate at 5Mbps (megabits per second), with parallel (0.7Mbps) and serial (0.4Mbps) lagging behind. At $179.95 for the retail boxed version, LapLink Gold is more expensive than two network cards, two cables, and a hub, but it is much simpler to install and operate, especially if you're not a hardware person. Use A Network If your computers don't have compatible removable media devices large enough to transfer files, you might be able to use a network connection. Compared to direct connections, network transfers are typically much faster, taking place at either 10Mbps or 100Mbps. 5. Network your computers. If both your notebook and desktop computers are connected to the same LAN (local-area network), you are ready to transfer. If both computers have network cards installed but are not connected to a LAN, you can create a simple, two-computer network by connecting the computers together with a special crossover cable. Crossover cables are special CAT5 network cables that have the wires reversed on one end. You can verify your network connection by double-clicking My Network Places (in Windows Me/2000/XP) or Network Neighborhood (Windows 9x/NT) on your notebook. If the name of the computer you wish to exchange files with is displayed, you're all set. If you can't see the other computer, it may be turned off or it may not have file sharing enabled.
Just because you give someone access to a folder on a network doesn't mean that person has carte blanche over the folder. When sharing folders, you can limit the access a person has to files in the folder. If you want, assign a password for certain files or use different passwords for read-only and full access. Don't forget to disable file sharing when you're finished transferring files. Having file sharing turned on makes your computer a tempting target for crackers, especially if the machine is sometimes linked to the Internet via any sort of high-speed connection. 7. Move files with the Briefcase. A common mobile computing practice is to copy files from the office network to a notebook prior to a business trip. During the course of the travel, some or all the files may get updated. When the traveler returns to his office, the guessing game begins. Which files did he modify? Is the copy on the server more current than the copy on the notebook? The answer to these questions is file synchronization. Microsoft Briefcase is a utility that comes with Windows. If there isn't an icon for it on your Desktop, right-click the Desktop, point to New, and select Briefcase. The Briefcase folder has some special characteristics to help you manage your portable files. Before you use Briefcase, you should move your critical data files to locations on a file server or networked desktop computer and delete all other copies of these files. The relocated critical files now become the master copies that will control the synchronization process later. Double-click the Briefcase icon to open the folder. Notice that it has some unusual column headings, such as Sync Copy In and Status. The Briefcase folder (and any folder you create within it) is where you will store copies of the master files when you leave the office. Once you have copied (always copy, never move) files into the Briefcase, the Sync Copy In column will reflect the location of the master copy, which may be different for every file. For example, it may read \\SERVER 1\MY DOCS\ if you copied a file from the MyDocs folder on a network file server named Server 1. The Status column is updated every time you open the Briefcase folder and indicates whether the file is up-to-date or needs updating. To refresh the status at any time, press F5. Briefcase will update your critical files, if necessary, when you return from your travels and reconnect to your network. Simply open the Briefcase folder, click the Briefcase menu, and click Update All. The program will automatically synchronize the two computers by copying updated files on your notebook back to their original location on the network. If the original location isn't available (for example, if the server is down), Briefcase will notify you and take no action. If the file has been modified in both locations, Briefcase will ask you which copy to keep and which to update. You will also have the option to skip synchronization and leave both copies unchanged. 8. One-time transfers. The easiest and quickest way to copy or move files from one computer to another is to simply copy and paste them. If the files are to be moved from your notebook, double-click My Computer, browse to the desired folder, and select the files to be moved. Click the Edit menu and click Copy. Next, select My Network Places (WinMe/2000/XP) or Network Neighborhood (Win9x/NT) and browse to the folder where you want the files to go. Open the folder, click the Edit menu, and click Paste to drop the files into the open folder. If the files are being moved to the notebook, simply reverse the above source and destination locations. Select the files from folders in My Network Places (or Network Neighborhood) and paste them into folders in My Computer. Use The Internet You can also use the Internet to transfer files between computers if your connection speed is adequate or if the total size of the transfer isn't too large. When using the methods in this next section, keep in mind that the Internet is a public network and that others may have access to your files while they are in route or in storage. 9. FTP server. If both computers can connect to the Internet, you may be able to use an FTP (File Transfer Protocol) server as an intermediary. FTP services run on most Web servers, and if your company maintains its own Web site, your system administrator may be able to set up a secure area for you. From the source computer, upload the files to the FTP server. Later, you can download the files to the destination computer. This type of transfer requires the use of an FTP client, but a number of shareware and freeware utilities are available from Tucows ( http://www.tucows.com). 10. Web storage service. There are a number of companies that provide file storage on their managed servers. This process of moving files to a temporary (Internet) location is similar to the FTP server connection described above except that transfers can be completed using a Web browser. Web storage is available from a number of providers, including StreamLoad (http://www.streamload.com) and Officeware Corporation (http://www.filesanywhere.com). The disadvantage of Web storage services is that your files are in the possession of an unknown third party, and even though they claim to provide strict privacy, there is always the possibility of compromise or data loss. 11. E-mail transfers. In a pinch, and if the combined size of the files isn't too large, you can use e-mail to accomplish a transfer. Each computer should have a unique e-mail address and an e-mail program capable of handling multiple attachments in a single message. From the source computer, create and send a message addressed to the destination computer and attach the desired files. When the message arrives at the destination computer, click each attachment, click Save As, and select the folder where you want the file stored.  Pick The Best Method. Select the file transfer method that best fits your immediate need. If you want to move a single, small file, a diskette might be your best choice, even if you have a high-speed connection available. On the other hand, a 100Mbps network connection can handle virtually unlimited transfer sizes and it can move data much faster than any removable media.  by Dick Archer |
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