Archive for Cloud Computing

6 Tech Mistakes Every Growing Business Should Avoid

We count down some all-too-common tech mistakes – the kind that can damage a growing business, and even stunt its growth for good.

Buying tech for your business is pretty exciting. It’s a chance to drive faster growth and innovation. To do more, in cooler, smarter ways.

That said, it’s also absolutely terrifying. There’s the purchase cost, the hassle of implementation, the new security concerns – and the knowledge that if you make one big mistake, it could have a devastating effect on your bottom line.

So, be forewarned and forearmed.

Here are 7 tech mistakes too many growing businesses make…

1. Not taking security seriously.

These days, every business is a potential target. So, make sure your firewalls are in place, your antivirus is up to date, your data and files are in a secure location and you’ve the power to shut down compromised devices at any time.

A security breach could bring your business to a halt, stunting your growth And even more damaging, if customer data is compromised, it could irreparably harm the relationships and reputation you’re working so hard to build.

When talking IT in the cloud, there’s a common misperception that it’s not secure because you can’t physically see where your data being stored. Don’t be fooled. One of the biggest benefits of cloud IT is that companies (think Google and Microsoft) can use world-class security experts (the kind only companies like this can hire) to protect their apps and servers.

2. Not keeping backups.

A burglary, a fire, a computer crash… any one of these is a headache for your business – but if you lose data that’s not backed up, it’s a potential catastrophe.

Whatever your size, it pays to pay attention to disaster recovery. Work out an efficient way of backing up your critical data before you need it. Better yet, consider cloud storage to make your data available on any device and ensure it will still be there if a disaster happens. Servers usually don’t survive floods or fires.

3. Not planning for the future.

Your set of Excel spreadsheets might seem like a fine way of tracking customers now, but what about in a year’s time when your customer base soars?

For the smaller business, not thinking about scalability is a big mistake. Whether it’s your business voice service, productivity apps, customer relationship management tools, wireless plans – whatever – you need to know your tech will grow with you, simply, quickly and without harsh penalties or capital investment.

4. Not doing your research.

There’s speed, and there’s carelessness. However agile your business aspires to be, research is a crucial stage in any tech investment.

Spend a little time analyzing exactly what you need, and exactly what each competing product or service will deliver – you’ll almost certainly save yourself a lot more time (and money) somewhere further down the line.

When budgets are tight, tech upgrades can be the first casualty. Witness the number of businesses still on Windows XP – which retained an 11% market share in 2015, despite Microsoft dropping support for the operating system a year before, leaving it unpatched and vulnerable to new security threats.

5. Not upgrading when you should.

Upgrading your tech may be a hassle, but it’s a whole lot easier than dealing with the fallout of a security breach. And that’s just one example. Eking more life out of any aging software and infrastructure than it’s designed for is a fast track to inefficiency and cost.

6. Trying to go it alone.

As you try to deliver the tech your growing business needs, it’s easy to grow a whole new department – which needs to be housed, equipped and paid.

But today – thanks to the cloud and managed services – there’s another option. You can outsource some or all of your tech burden to an expert partner, helping you keep your own business lean, even as its revenues swell.

How to avoid the mistakes – a handy recap…

1. Think Cloud and as-a-Service.

2. Take security seriously.

3. Backup. Backup. Backup.

4. Plan to scale.

5. Don’t skimp on the research.

6. Upgrade when you should.

7. Ask for help.

That’s it.

Watch out for these mistakes, and equipping your business with the technology it needs should at least be a little less scary – but no less exciting.

Have questions? Not a problem. We are happy to help!

We can have one of our professional engineers meet with you to strategize and execute the best solution to suit your business needs. Email us at or give us a call at 732-780-8615 to get more information, or to schedule an appointment with one of our trained professionals today!

Posted in: Cloud Computing, Computer Maintenance, Disaster Recovery, IT Support, Security, Tech Tips for Business Owners

Leave a Comment (0) →

Top 5 benefits of the OneDrive Mobile App

In an era of rapid digital transformation, how we work is changing. Work does not solely revolve around an office space. Tech-savvy millennial and information workers expect to be productive even when they are working remotely- be it at a client’s location, a cafe, their home (on the porch in the sun preferably 😉), or while traveling. This means that they need to stay connected, updated and access and share their corporate content especially when beyond the walls of the office.

Install for iOS and Android and try each benefit as you read.

Let us look at the 5 key benefits of the OneDrive mobile app – especially when on the go:

1. All your files at your fingertips

Stay connected to all your files from anywhere and any device, with the OneDrive mobile app. You can upload, preview, edit and co-author in native Office apps, share, delete and recover files directly from your mobile devices.  You can even mark files and folders for offline access to make them available when you do not have an internet connection; when you are on a flight and need to work on your files on your iPad or Android tablet.

The OneDrive mobile app serves as an interface to access your individual work files and team files across Office 365. You can also keep tabs on file activities and manage multiple accounts in the same app – be it for work (business) and life (consumer).

Finally, with automatic camera backup, OneDrive ensures that critical business media captured on a mobile device stays backed up and secured within your organization.


Stay connected to all your files from any device. Edit, share, access photos and take files offline while on the go.

2. Scan to boost your productivity and capture 
A major “wow factor” of the app is undoubtedly the built-in scanning capabilities that allow you to digitize content, while on the go. The power of Microsoft Office Lens is built right in to assist with dynamic image correction for whiteboards, documents and business cards along with converting them to easy-to-read PDF format. This enhanced capture experience with multi-page scan capabilities allows you to crop, add filters and annotations directly to the image.

Scan multiple pages with OneDrive mobile app.

Real life usage scenarios could include scanning and sharing interesting print articles or marketing research at trade shows or resumes at recruiting events and job fairs as well as capturing business cards and expense receipts when traveling to customer conferences. It’s fast, clean and if associated with a meeting, you’ll be prompted to share the scan with all or select attendees.

In the words of Cox Automotive , “Someone from the marketing team was out at an event and used the scan feature in the OneDrive mobile app to quickly upload photos direct to the right folder for the event. Team members back in Atlanta, GA, were able to grab those pictures in real time and use them to create content immediately.”- Lynee Willison, Senior Manager, Cox Automotive

Also, if you save a scanned document or image to a shared library in SharePoint, you can choose metadata properties as you upload. An example being, a Firstline worker can photograph a piece of equipment while on field inspection, enter the condition, equipment id, and other important attributes – all from their phone.

2 new.PNG

Capture metadata for the scanned image.

3. Collaborate and share on the go with OneDrive + Office

Need to collaborate on files while travelling to work or to a client’s location or flying to another city for a conference? Don’t worry! The OneDrive app has your back.

You can easily create, annotate, edit and co-author documents in real-time with your colleagues. You can also securely share these files with your peers, across departments or an external vendor outside your organization – directly from the app, with a seamless in experience with respect to web or desktop.

Note: To edit and co-auth, simply use the Office Mobile apps; the file remains in OneDrive so you are working with others on the single source of truth.


Share within or outside your organization. Edit, annotate and co-author directly from your mobile.

To quote Chevron ,“I can have 10 people distributed around the world, all working on mobile devices, editing a PowerPoint presentation in real time, without worrying about losing data. When you show people how easy it is to collaborate and share from anywhere, including their trusted mobile devices, and they ask, ‘Where has this been all my life?’ it’s very fulfilling.”- Jeff Jones, Productivity Champion, Chevron Corporation.

4. Save time “intelligently”

Like the main Web interface in Office 365, Microsoft Graph powers the OneDrive app to help you to find files that matter the most to you. Be it, discovering personalized recommended content in “Discover” view or surfacing files that you have recently accessed or shared.

This intelligence also improves the overall search experience within the OneDrive app. Machine learning automatically categorizes and indexes images unlocking additional content “inside” the pictures. So, whether you have scanned and uploaded a bill for a client dinner to expense or a business card, you need not remember their file name and location for future access. All you need to do is search with the text in the images- say “latte” or the information on the business card.


Intelligent search with OneDrive.

With a recent update to the app, now when you take a photo during a meeting, maybe a scan of notes you wrote down or a snap of a whiteboard where you brainstormed project plans with your colleagues, the OneDrive app will automatically prompt you to share the image with the meeting attendees, based on your Outlook calendar.

Automatic promo to share captured notes during the meeting.

5. Protect and manage, by policy, with ease
Admins, this one is for you! We understand how important data governance is to you- which is why you will have the peace of mind with Microsoft’s trustworthy enterprise grade security and compliance. OneDrive encrypts all data, not just on the device and in the cloud but also the data in transit. Also, from the OneDrive admin center, you have the ability to control all aspects of all employees’ OneDrive from storage quotas, to internal and external sharing, to device access.

Admin controls on device access in the OneDrive admin center.If your organization has Intune, you can enforce further controls to manage the app and its respective data.


Mobile application management with Intune and OneDrive.

To summarize, the OneDrive app lets you easily work with your personal and work files when you’re on the go – without compromise to productivity or data security and privacy. Our goal is to make your experience ubiquitous no matter what platform – from Mac and Windows to iOS and Android.
One experience to rule them all! 😊

Pro Tip:

1. For iOS devices, a long-press on the app prompts options like share, scan and access recent files. OneDrive for iOS also supports scan centric Siri shortcuts.

Note: Siri shortcuts only show up after you’ve used the scan feature once.


OneDrive shortcuts for iOS. Scan or take a photo with Siri.

2. OneDrive is natively integrated with the Files app on iOS allowing you to access, upload, edit, and save your content to OneDrive or SharePoint Libraries from apps that support Files app integration. You can also tag and favorite your OneDrive and SharePoint files from within the Files app.

Files App ODB integration.png

OneDrive integration with iOS Files App

Kirti, Ankita. “Top 5 Benefits of teh OneDrive Mobile App” Microsoft Support, April 24, 2019

Posted in: Cloud Computing, Mobile Computing, Tech Tips for Business Owners

Leave a Comment (0) →

OneDrive vs Google Photos: What’s Best for Backing Up Photos

Losing Pictures and videos due to hardware failure hurts you the most.  Hence, it’s of paramount importance that your library of photos and videos is appropriately backed up, especially to decent cloud storage.  It’s easier said than done – high resolutions associated with smartphone cameras combined with miserly storage offerings mean that you are bound to run out of space sooner rather than later.

OneDrive and Google Photos are two cloud storage services that provide top-notch sync capabilities when it comes to backing up multimedia content.  Yet among certain aspects, they differ quite significantly in the functionality that they offer.  So, how do they stack against each other on the major mobile platforms?  Let’s find out.


OneDrive, while giving off the impression of being a cloud storage for all file types in general, also doubles up as a photo backup service. It’s available on both iOS and Android, and works quite well, thanks to Microsoft’s uncanny flair for developing high-quality mobile apps. You can grab it either from the App Store or the Play Store.

On the other hand, Google Photos focuses solely on images and videos, leaving other file types to Google Drive — this minimizes confusion over what the app actually does. Google Photos comes pre-installed by default on most Android devices, but you can download it from the Play Store in case you had it removed at some point. For iOS devices, the App Store is the place to get it.

Backing Up Images

Both OneDrive and Google Photos allow for seamless uploading of images and videos to the cloud. On iOS and Android, install the OneDrive app, enable Camera Upload from within the Settings panel, and you are good to go. Google Photos does the same once you provide it with the appropriate permissions required upon installation — the app automatically prompts you once you attempt to set it up.

Let’s get into the nitty-gritty of both apps. OneDrive’s upload management capabilities feel rather limited. On Android, you can manage certain preferences such as enabling video backups, specifying Wi-Fi-only uploads, and selecting individual media folders for taking a backup. The iOS version has a set of additional features such as background uploads, image organization by month or year, and automatic conversions of HEIC images to JPG. But that’s about it.

Google Photos, on the other hand, provides a greater range of options that include modifying upload preferences for both photos and videos, grouping images by face, customizing Assistant cards, etc. Also included are many settings that let you easily add contacts with whom to share your photo library with, as well as multiple ways to determine the items you want them to see or have access to.

But perhaps the most useful feature is the ability to free up massive amounts of space locally. To do that, tap the Free Up Space option, and any backed up photos and videos are automatically deleted. This feature is pretty useful for devices running low on storage.

Available Free Storage

Available free storage is where the seams really start to show in-between both services. OneDrive offers 5GB of storage for your photos, but since the quota is shared with any other files that you may upload, expect it to fill up pretty fast. Google Photos, however, gives a generous 15GB of free storage, which is three times that of OneDrive’s — it’s also shared with Google Drive, but that isn’t the end of the story.

Google Photos features two modes to take a backup of your photos with — High Quality and Original. They confusingly look quite similar at first glance. However, the mode you select can have a direct impact on how Google Photos consumes your storage. Original works just like one would expect — Google uploads the photos in their original resolution and thereby consumes a lot of storage.

High Quality, on the other hand, compresses your files, though not drastically — photos and videos are re-encoded to a maximum of 16MP and 1080p respectively, which is more than enough for normal usage. But what makes this mode a favorite is that it doesn’t require any storage at all. That’s right. Upload thousands of images and videos, and you’ll still have your 15GB of storage left for other purposes.

View Uploaded Photos

OneDrive and Google Photos, albeit for some minor differences, work quite similarly on both Android and iOS. On the OneDrive app, tapping Photos shifts the user interface into a photo-viewing mode. Tabs labeled All Photos, Albums, and Tags appear, letting you conveniently view uploaded photos from all of your devices regardless of platform.

The Albums tab on OneDrive, in particular, is quite useful — while you can create your own albums from scratch, also expect to find automatically generated albums that display freshly uploaded picture-sets or past images in the form of memories. Same goes for the Tags tab, which scans photos and categorizes them with tags — person, animal, city, etc.

Google Photos takes things a notch higher. Thanks to advanced machine learning algorithms at work, expect all of your images to be intelligently analyzed and grouped by person, geographical landmark, location, object type, etc. While OneDrive’s pre-set tags are meant to bring forward the same concept, Google Photos drills down to the most minute of aspects — for example, OneDrive categorizes all photos with people under the broad #person tag, while Google Photos uses facial recognition technologies to group people individually.

Expect all of your images to be intelligently analyzed and grouped by person, geographical landmark, location, object type, etc.

And then there’s the Assistant feature which provides you with the ability to easily create your own albums, movies, and animations from scratch. Want to splice together a few video clips to make a movie? Or do you want to drum up a cool collage using a mix of images? Not a problem!

Further, you also gain access to a range of one-tap touch-up options and basic editing tools. Any changes made can be re-uploaded to the cloud or shared with others immediately.

Compared with OneDrive, Google Photos is significantly better in terms of the image management tools available at your disposal.

Pricing Tiers

The 5GB of OneDrive cloud storage is bound to run out in no time. And even with Google Photos’ 15GB offering, you would fill up your quota pretty quick if you start uploading photos and videos at the Original quality. When it’s time to upgrade your storage, here’s how the paid plans work for both.

OneDrive’s immediate upgrade tier lies in at 50GB and costs $1.99 per month. Compare that to Google Photos, which provides twice the storage (100GB) at the same price, and you’ve got a clear winner.

The situation becomes a tad muddled with the upper tiers, with Google Photos providing 200GB and 2TB for $2.99 and $9.99 per month respectively in contrast to OneDrive’s monthly fee of $6.99 (or $69.99/year) for 1TB of storage. In the end, Google Photos still comes on top in terms of value per GB.

However, OneDrive provides a sort of middle-ground with its 1TB storage plan, not to mention that the tier also carries a free subscription to Office 365. There’s also another plan at 6TB, though that’s something shared equally among six users.

At the end of the day, you’d never have to consider paying for storage if you plan to use Google Photos’ High Quality mode. But with OneDrive, an upgrade is a nagging reality right from the get-go.

On Desktop

It’s always better to be able to check out your media library easily on a larger screen, but regardless of what cloud storage you opt for, that’s something that you don’t have to worry about. Both OneDrive and Google Photos feature support for PCs and Macs, with dedicated desktop apps that sync photos locally in real time. OneDrive uses the OneDrive sync client (pre-installed by default on Windows 10), while Google Photos require that you have the Backup and Sync client installed.

Once synced onto a desktop, OneDrive groups uploaded photos within the Camera Roll folder by year (or month), while Backup & Sync categorizes them under a folder labeled Google Photos.

The desktop versions of both OneDrive and Google Photos also offer the ability to automatically detect and take a backup of images and videos stored locally, as well as copy over images from connected SD cards, cameras, and USB devices to the cloud.

Aside from the fact that you can also upload images to Google Photos using High Quality mode, there are no other remarkable differences between the desktop versions of the two cloud storages.

So, What’s Best

Google Photos is most definitely the better pick out of the two — there’s simply no way that OneDrive can beat its High Quality offering with unlimited image and video backups. Even if you want to upgrade at some point, things are still skewed toward Google Photos with its cheaper tiers and better image management features.

Unless you’ve got a solid reason to stick to OneDrive (perhaps due to its tight integration with Windows 10 and Office 365), then there really is no reason why you shouldn’t use Google Photos as your primary multimedia storage medium.

Senevirathne, Dilum. “One Drive vs Google Photos: What’s Best for Backing Up Photos” Guiding Tech Dec 2018

Posted in: Cloud Computing, Mobile Computing, Tech Tips for Business Owners

Leave a Comment (0) →

Dropbox’s Big, Bad, Belated Breach Notification

69 Million Dropbox Passwords Compromised; Reportedly dropboBreached in 2012

To the annals of super-bad historical mega breaches that no one knew about, add a new entry: file-hosting service Dropbox. Separately, music service also was reportedly breached badly in 2012, although that has yet to be independently confirmed.

On Aug. 27, Dropbox began alerting customers that if they had signed up to the service before mid-2012 but not changed their passwords since mid-2012, then they would be required to do so.

Dropbox_Alert_Aug2016“We recently learned about an old set of Dropbox user credentials (email addresses plus hashed and salted passwords) that we believe were obtained in 2012,” Dropbox says on its website, indicating it first heard related rumors in mid-August. Resetting the passwords that it believes may have been exposed “ensures that even if these passwords are cracked, they can’t be used to access Dropbox accounts,” the alert notes.

Dropbox first learned about that breach in 2012 and issued an alert to users in July of that year, saying it had traced the breach to an employee reusing their corporate password across multiple sites. The company said it added new security features designed to protect against such breaches. But at the time, Dropbox evidently failed to comprehend the true magnitude of the breach and forced relatively few password resets.

What’s belatedly come to light, however, is that as a result of that 2012 breach, details for almost 69 million user accounts – including email addresses and hashed passwords – were stolen. The information reportedly began circulating recently on underground forums.

More Historical Mega Breaches

This year has seen a spate of mega breaches belatedly coming to light. Four announced in May came from MySpace – the date of its breach remains unclear, though it’s obviously not recent; LinkedIn, which disclosed that its 2012 breach resulted in 165 million passwords being compromised; Tumblr, which warned that 65 million accounts were breached in 2013, prior to its acquisition by Yahoo; and “adult social network” Fling, which said that 41 million accounts were breached in 2011.

On Sept. 1, paid data breach site Leaked Source described yet another old, alleged breach, this one hitting music service Leaked Source claims that the service was hacked in March 2012 and data on 43.6 million users – including usernames, email addresses and passwords – was stolen. While that breach has yet to be independently verified, Leaked Source says that it successfully cracked 96 percent of the site’s unsalted passwords, which had been hashed with MD5. didn’t immediately respond to a request for comment on that report.

Dropbox Breach: Worse than Believed

Dropbox’s Aug. 27 breach alert arrived just a few months after several identity theft services misreported that user data from the site had been leaked (see Dropbox Confident Amidst Breaches).

It turns out, however, that the 2012 Dropbox breach appears to have been much worse than originally believed. Indeed, sometime after Dropbox was hacked in mid-2012, “a large volume of data totaling more than 68 million records was subsequently traded online and included email addresses and salted hashes of passwords, half of them SHA-1, half of them bcrypt,” says Troy Hunt, who runs the free Have I Been Pwned? website.

Security experts laud bcrypt as an excellent, purpose-built password-hashing algorithm, but warn that SHA-1 – as well as MD5 – are deprecated and shouldn’t be used. Dropbox, to its credit, in recent years appears to have phased out SHA-1 in favor of bcrypt.

Technology news site Motherboard reports that it obtained a sample of the data that hackers allegedly stole from Dropbox, and that it contains details relating to 68.7 million accounts, including email addresses and hashed passwords. It says that an unnamed, senior Dropbox employee confirmed that the information was legitimate.

Dropbox couldn’t be immediately reached for comment on that report.

But Hunt says he independently reviewed the data and found it to be authentic. He acknowledges that it contains old passwords set by him and his wife.

 Schwartz, Matthew J. Data Breach Today, “Dropbox’s Big, Bad, Belated Breach Notification” September 2016

Posted in: Cloud Computing, Security

Leave a Comment (0) →

Tips for getting more from Dropbox cloud storage

Although there are many good cloud-storage services to choose from, I continue to mostly use Dropbox, primarily for its flexibility and level of cross-platform support.

dropboxHere are some tricks and tips for getting the most out of the service.

Using selective synching to manage local storage

I have a paid 1TB Dropbox account that I mostly use so store over 600MB of digital photos. The service lets me view, edit, and otherwise manage those images on a desktop PC, notebook, tablet, and even my smartphone. But only the desktop has sufficient storage for the entire collection of images. I keep subsets of the images on the other devices.

For example, I keep only recent photos on my notebook, where I can do an initial cut and also process them in Adobe Lightroom (site).

About six months to a year after an image is created, I move it to an “Archives” folder, which shows up only on the desktop system.

I use Dropbox’s Selective sync feature to create and manage what’s stored locally on each device. (I keep a small subset of “favorite” images on my tablet and phone.) Unfortunately, Dropbox doesn’t make accessing Selective sync especially easy. To do so, you must right-click the Dropbox icon in the taskbar and select the gear icon in the upper-right corner of the status box. Next, click Preferences/Account/Selective Sync.

The Selective sync dialog box will display a list of all folders in your Dropbox account. (You can’t selectively synch individual files.) On each device, you put a checkmark next to the folders that you want on both the local Dropbox folder and in the cloud, as shown in Figure 1.

Dropbox article figure 1

Figure 1. Dropbox’s Selective Sync tool lets you control which files are stored locally on various devices.

(Note: Microsoft’s OneDrive also supports selective synching. Right-click the OneDrive folder in Explorer and click “Choose OneDrive folder to sync.”)

The quirks of selective synching is changing and/or moving a locally synched subfolder to cloud only. Unchecking a folder in the Selective sync manager deletes the folder and its contents from the local drive but not from the cloud or other devices. But on my notebook, to move a subfolder of images from the local “Recent” to the unsynched “Archives,” I must do so either online or on the desktop, which contains all my Dropbox files. (Perhaps I need to reconsider my image-organization thinking.) Fortunately, Dropbox is working on a fix for that problem; more on that below.)

Tip: Use Dropbox and Selective Sync to easily share and manage a collection of favorite background images across multiple devices.

Add a Dropbox icon to your Gmail account

If you’re a Chrome and Gmail user, install the Dropbox for Gmail add-on (site); it’ll place a Dropbox icon at the bottom of the message-entry box. When you create, forward, or reply to an email, clicking the Dropbox icon (Figure 2) opens the online version of the service. You can then attach a file stored either locally or in the cloud.

Dropbox article figure 2

Figure 2. The Dropbox add-on for Gmail and Chrome

So far as I know, there are not equivalent add-ons for or other email systems. There are, however, third-party helper apps for Dropbox, many of them email and sharing related. An online search will turn up dozens.

Double-up your Dropbox sign-in security

If you maintain sensitive information in your Dropbox account, you can improve its safety with two-step sign-in verification. To set it up, open your Dropbox account online and click your name in the upper-right corner of the window. Click Settings/Security and then look for the “Two-step verification” section. Select the “click to enable” link and follow the prompts (see Figure 3).

Dropbox article figure 3

Figure 3. Keep others out of your Dropbox account with two-step sign-in verification.

To add additional protection to the cloud-stored data, download and install an encryption app such as BoxCryptor (site), which also supports Box, Google Drive, and OneDrive. A limited version is free; if you want to protect multiple devices and cloud-storage services, BoxCryptor starts at U.S. $48 per year. For a quick review of the app, see the Feb. 18 On Security story, “Encrypted backup kicks ransomware to the curb.”

And for other ways to encrypt files stored in the cloud, see the Dec. 12 Top Story, “Pre-encryption makes cloud-based storage safer.”

Recover previous versions of a file

I use a number of templates to produce articles. But I have a bad habit of not saving the template under another name before I add text and make changes. So about once or twice a week, I use Dropbox to recover the original “clean” copy of a file.

The process is quite easy; simply right click a file in the local Dropbox folder and select “View previous version.” That will open the online version of the service in a browser with a list of recent versions. On personal accounts, previous versions are saved for up to 30 days.

Also keep in mind that the online version of Dropbox can also restore deleted files, which, again, are retained for up to 30 days. Note that deleting a shared folder removes it from your account, but it remains on other shared accounts. (Tip: According to a Dropbox Help Center page, you might also find lost files in the local Dropbox cache file. Look for the section titled “Restoring a missing file from cache.”)

Manage your Office-file collaboration

If you’ve recently opened an Office document stored in Dropbox, you might have tripped over the Dropbox Badge. It appears on the right border of the open document. Clicking the badge gives you quick access to sharing options and the file’s version history.

I find the badge annoying because I rarely share my Office-based docs. Fortunately, there’s a way to manage or disable this feature. Click the badge icon and select the Preferences link. That will open your Dropbox preferences dialog box. In the General section, look for the Dropbox Badge drop-down menu. Your options are ”Always show” (the default, naturally), “If others present,” and “Never show.”

Future Dropbox: Paper and Project Infinite

It’s hard to know where Dropbox is going with its beta Paper (Figure 4) — and extremely simple text editor that lives within the online version of the service. You can use it to create quick notes or paste images and simple text. You can’t, on the other hand, drag and drop formatted files such as a Word document. But you can clip and paste information from open documents and websites. For more on Paper, check out the YouTube video “Welcome to Dropbox Paper”.

Dropbox article figure 4

Figure 4. Dropbox Paper lets you create simple documents using any browser and your Dropbox account.

This past April 26, a DropboxBusiness Blog post announced its Project Infinite initiative. The concept is one Microsoft put into OneDrive — and then removed. The new Dropbox technology allows for virtual files and folders on digital devices. In essence, it lets you see all data stored on Dropbox, but keep only a selected set of physical files locally.

Think of this as an extension of selective synching. With the new feature, you could apply selective synching to specific folders and still see the files stored in the cloud in your local Windows/File Explorer. Clicking a virtual file should take you online, where you can view and open the file as needed.

Given the current limitations with selective synching, I’m eagerly waiting for Project Infinite to go live. Where is it Dropbox? Also, the original post is in the DropboxBusiness blog. If the new feature is not included with personal accounts, I’ll be extremely disappointed.

Capen, Tracey. Windows Secrets, “Tips for getting more from Dropbox cloud storageJuly 2016

Posted in: Cloud Computing, Mobile Computing, Tech Tips for Business Owners

Leave a Comment (0) →

How to Free up Space on Your Smartphone

Many of us have come face to face with that frustrsmartphoneating alert, and it usually happens at the worst possible time — baby’s first step, a celebrity sighting, hilarious pet antics. So, follow our simple steps to keep ensure you always have room for that next important shot.

Rise to the Cloud
If you don’t have the time or patience to sift through old photos and videos or if you want to keep all your media files, back them up to a cloud storage account and delete the local copies on your phone.

The best part about cloud-based storage is that many services, including cloud storage leaders, like Dropbox (for iOS and Android) and Google Photo (for iOS and Android), can be set up to automatically save photos to the cloud over Wi-Fi. Google Photo will even has a Free Up Space for easily deleting photos you’ve already back up to the cloud. If you use an iPhone, the process is automatic if you’ve enabled the iCloud automatic backup service.

The IceCream app for your iPhone lets you free up phone storage space and even lets you decide how much space you’d like to recover. What makes this app really handy is that it alerts you whenever your phone is nearing full capacity. The app also comes with a feature that lets you save photo files that are 10 times smaller than those from your phone’s built-in camera.

Back up Locally
To avoid the cost and limitations of cloud storage, back up your files to your computer. The downside is that you can only do this at times when you have access to your computer through a wired or wireless connection.

If you own an iPhone, you can use iTunes, iPhoto, the Photos app or the Image Capture app to save copies of your media files to your Mac. See Apple’s step-by-step instructions on how to go about it. If you use a Windows PC, you can still use iTunes; the steps vary according to your version of Windows.

For users of the iPhone 5 onwards running at least iOS 7, the AirDrop app lets you transfer files without having to connect your phone to your PC via USB cable. Apple has a page of instructions on how to accomplish that.

If you use an Android device, connect your phone to your PC via a USB cable. Your computer should detect your phone as a mass storage or media storage device, and you will be able to drag and drop your media files from your phone to a folder on your PC. You may need to install software drivers to your phone so that your Windows PC can properly detect it.

Lower Resolution Images and Videos
Many new phones can capture videos in 4K resolution. These high-resolution videos are clearer and have finer detail, especially if you view them on a 4K-capable TV or monitor, but that clarity comes at a price. Those 4K videos use more space than HD or full HD resolutions. If you don’t need 4K videos, set your camera to capture images at a lower resolution in order to save storage space.

Do the same with photos, too. Often, you won’t really need photos taken at very high resolutions, unless you intend to print them or crop-in on a small part or an image. If you’ll only be viewing your photos on a small screen, save storage space by shooting them at a lower resolution. For example, with my phone, a 13MP image is 3 to 4 MB. But when I use the lowest resolution of 2.4MP, the file size drops to about 0.5500KB. When I compare the two photo resolutions side by side on my phone, I can hardly detect any noticeable difference — but the file size difference is hard to ignore.

Uninstall Idle Apps
While photos and videos are the usual storage hogs, apps can also contribute the depletion of disk space. It’s best to remove apps you don’t use often. Game apps particularly consume a lot of space.

On the iPhone, go into Settings > Storage & iCloud Storage > under Storage select Manage Storage. You’ll see a list of apps sorted by the amount of storage space used. When you select and app, you’ll have the option of deleting it. Or, you can long-tap on the app’s icon and tap the X overlay to delete the app and all of its data.

On Android, go into Settings and then Apps. There you’ll see a list of apps. tapping on an app will show how much memory it’s taking up and give you the option to uninstall it. Or, long-tap the app icon in the App Drawer, then drag it to the Uninstall button.

Extend Your Storage
If you own an Android phone with a memory card expansion slot, invest in a microSD card, and move some of the files from your phone’s built-in storage. To move files around, you can use a file manager app. Most phones come with their own file managers. If yours doesn’t, or if you want a more flexible app, install the ES File Manager (free in Google Play).

You can’t add a memory card to an iPhone, but there is an imperfect solution: the Mophie Space Pack, a case with built-in storage and battery. The protective case is available for iPhone 5/5s (starting at $44.58 with 32GB of storage and a 1700mAh battery on Amazon), iPhone 6/6s (starting at $149.95 for 32GB and a 3300mAh battery) and iPhone 6 Plus 6s Plus (starting at $149,95 for 32GB and a 2600mAh battery). We can’t wholeheartedly recommend the case based on the mixed reviews. While some users, including professional reviewers, have no problem using the app, others find it confusing.

Make Saving Space a Habit
Clear out space on your smartphone regularly to save yourself from the disappointment of running out of storage at times when you need it most. Stay lean and mean so you’re ready to enjoy your phone’s features at a moment’s notice. And, if you’re running out of space on your computer, check out our tips on how to clean out and organize your computer.

Montejo, Elmer. “How to Free up Space on Your Smartphone”, Techlicious, Tips & How To’s March 7, 2016

Posted in: Cloud Computing, Tech Tips for Business Owners

Leave a Comment (0) →

How the Hybrid Cloud Differs from the Public Cloud

Cloud computing has certainly caught on among business owners. No surprise there: the cloud offers more computing power, cheaper storage, seamless scalability and the simplicity that comes with someone else taking care of your servers.

But there’s a catch. To take advantage of cloud software and infrastructure, you’ve got to give up some control over your data … Or do you?

Have your cloud and your privacy too

Here’s the thing: not all clouds are the same. There’s the public cloud, the one with which we’re most familiar. But then there’s the hybrid cloud too. As its name suggests, the hybrid cloud is a combination of two different types of clouds, public and private. The hybrid cloud can give your business all of the benefits listed in the first paragraph (power, affordability, scalability and simplicity) without the tradeoffs that come with entrusting your data to an unknown (or unresponsive) quantity.

How might that work in practice? Here’s an example: A business provides some resources in-house. For instance, it might store current consumer data on its private in-house cloud. It might also store employee records, new marketing campaigns, and current proposals to new clients on its in-house storage.

That same business, though, might store older, archived data on a public cloud service. This frees up space on the business’ servers, and allows its in-house computers to operate more efficiently.

At the same time, taking a hybrid cloud approach to data storage allows businesses to take advantage of the space-saving benefits of the public cloud without also exposing their sensitive current data to third-party providers. In other words, the hybrid cloud provides businesses with security, cost-savings, and efficiency.

Why the hybrid cloud approach makes sense

It’s little wonder, then, that so many businesses today are moving toward a hybrid cloud approach. There is simply too much data floating around today for smaller businesses to adequately store. At the same time, businesses in today’s competitive environment don’t want to expose company secrets and sensitive consumer data to either their rivals or hackers.

The hybrid cloud allows businesses to have the best of both worlds.

Posted in: Business, Cloud Computing, Mobile Computing, Tech Tips for Business Owners, Technology

Leave a Comment (0) →