Synchronizing the files you use is a very effective way to share and backup information. The information is updated every time there is a change in the files and allows other users to access the same files either to read or edit remotely without the need to store an individual copy on each computer. In this post, I will show you how easy it is to carry out this process.
Data synchronization is an automatic process that creates an exact copy of the information you use in real-time on some other storage medium. This process is commonly used in smartphones as this way you can create reliable backup copies in case the device you are using gets lost or damaged. Is it possible to use this technology in the computational field? The answer is yes. The most effective way to save space both on your computer and on the network location where you decided to store the backup copy is to synchronize only one folder to the network, in this way you have much greater control over the information you decide to synchronize to the network.
As you may imagine, synchronization is possible with both a Network folder and a cloud storage service. However, many people prefer to use a Network folder rather than a cloud storage service since cloud storage services usually have a reduced limit of free storage and if you want to exceed this limit, you will have to pay fees to the company that offers this service.
As you may have noticed, synchronizing information is an extremely effective backup process, and this process is very popular due to the multiple advantages it offers in work environments. I will now describe three important points on the subject.
When synchronizing the "My Documents" folder to a network folder, the security of the information will not depend solely on the file you are using, since the synchronization process automatically creates a real-time copy of the files that exist within the folder "My Documents". Imagine that you usually use a laptop to work and for some reason, you have left it at home. In this case, you could access the same information from any other computer that is connected to the same network.
Furthermore, it is worth mentioning that since it is a folder that can be synchronized with several computers at the same time, the information will be analyzed by the different antivirus programs of each of the computers that are connected to the Network, considerably increasing security and greatly reducing the possibility of malware going unnoticed.
The “My Documents” folder is a quick access folder that does not include the downloads, music, videos, or images that are on your computer, which will greatly facilitate the data management process if you plan to start using this folder only for storage of the data you want to synchronize.
By having access to the most updated version of the information you work with from a Network, you can open the files without the need to store them on your computer, which saves you a lot of space and knowing that there is an updated and available backup copy in the Network folder, you can choose not to store backups on your computer, also. All this security system is scalable because you can allocate an SSD (which has better read and write speeds than an HDD and at the same time is much more reliable due to its physical composition that lacks moving parts unlike an HDD) to store the information of the destination Network folder. In this way, you could transport all the updated information that has been stored in the Network folder easily and safely.
To start synchronizing the "My Documents" folders of all the computers that are connected to the Network, you must first create a folder where you can store the information of all the "My documents" folders of the other computers that are connected to the same network, configure the local network and at the same time the permissions to share data. Below I will show you how to do it.
Step 1: Go to “Settings”
In the computer where is the stored information resulting from the synchronization, go to the Windows menu and click on the "Engine" icon on the left side.
Step 2: Go to “Change connection properties”
Once you have opened the “Settings” window, click on the “Network & Internet” section, now click on “Change connection properties”
Step 3: Choose a “Network profile”
In this section you must select a “Network profile”, keep in mind that to determine which one is indicated, you must know if all the computers or devices connected to the network are people to whom you want to share access to the Network folder. If not, you can set access credentials later.
Step 4: Go to “Sharing Options”
Once you have selected the “Network profile” you must return to the previous “Status” window and click on “Sharing options”
Step 5: Turn on the sharing features
In this section, you can activate or deactivate the sharing features of each "Network Profile". Activate the options related to the private profile.
(Optional) Step 6: “Turn on password protected sharing”
Scroll down the window. In the “Password protected sharing” section you can enable the password security filter if you consider it necessary.
Step 7: “Give access to” Network
Right-click on the folder where you will store the information of all the "My Documents" folders of the computers that are synchronized and connected to the network. Now you must move the cursor over the "Give access to" option, this will allow you to see the options related to this feature. Click on “Homegroup (View and edit)”
Step 8: “Choose people to share with”
In this window, you can add different computers that are connected to the Network and give them permission to add and edit information in this folder.
Previously I showed you how to configure the folder where the information resulting from the synchronization will be stored. Now, to synchronize the “My Documents” folder (s) with this folder you will need software that can handle the synchronization. AOMEI Backupper is an excellent option. Below I will show you how to use it.
Step 1: Go to “File Sync”
Once you have installed and opened the software, go to the "Backup" section and click on "File Sync"
Step 2: Add the “My Documents” folder
Now you must click on the “Add Folder” option, once this is done you can select the “My Documents” folder (Note that if you want to synchronize the “My Documents” folder on more than one computer, you must install AOMEI on each one and repeat these steps on each of the computers)
Step 3: Choose the target location
At the bottom of the window, you can click the drop-down list button. Once this is done, you will see the option "Select a network location", select the Network folder you created earlier.
Step 4: Click on “Start Sync”
Now you can click on "Start Sync" and the software will automatically perform the synchronization process of "My Documents" with the Network folder.
AOMEI Backupper is a powerful backup tool that you can not only use to perform synchronization processes, but you can also use it to perform all kinds of backup processes with great ease, there are also some features worth mentioning.
Once you have configured the synchronization process with AOMEI Backupper, the software will automatically take care of the synchronization process from now on.
You can configure the software to notify you via email every time the information has been synchronized, improving the user experience and optimizing teamwork.
The software is originally designed for professional use, therefore, every one of its synchronization and backup processes has been designed to accomplish its purpose efficiently and as fast as the network and storage devices allow.
If you have followed the steps correctly up to this point, you surely have noticed that synchronizing the “My Documents” folder of one or more computers to the same network is not difficult and instead dramatically improves the performance of teamwork and optimizes storage space. With the help of AOMEI Backupper you can perform any backup or synchronization procedure with just a few clicks.