| SyncToy turns Windows file management into child’s play The name may be whimsical, but SyncToy is such a useful utility that you will wonder why it isn’t already built into the Windows operating system. There is the “Briefcase” program, which makes it easy to keep files on removable storage synchronized with the originals, but Briefcase can’t simply synchronize two existing folders. SyncToy does just that, whether the folders are on the same drive or different drives. If you use more than one computer, then you have probably experienced the frustration of trying to recall which machine has the most up-to-date version of a document or spreadsheet. Transporting files between computers using e-mail attachments or removable storage often leaves the latest copies of your important files scattered between different locations. SyncToy is a free Windows utility from Microsoft that facilitates synchronizing files and folders. It is extremely useful for anyone who uses multiple computers. It also can be used to back up files and folders from any single computer to an external USB flash drive, external hard drive, or the G: drive on the network. Desktop computer users are urged to save important documents and files to the G: drive, but laptop users are often working off-line. When the laptop is connected to AU’s network, SyncToy can synchronize the My Documents folder with a copy on the G: drive at the click of a button. USB flash drives and external USB hard drives are inexpensive and have more capacity than the G: drive. These portable data storage devices are ideal for anyone who works from multiple computers that are not on the same network. For example, SyncToy can be used to synchronize the My Documents folder on your home computer to a USB flash drive. Then you can use SyncToy on your office computer or laptop to synchronize the My Documents folder with the same USB flash drive. Whenever you synchronize, you will always have the most up-to-date versions of your files on both computers and on the USB flash drive. Not only is this convenient, but it is also an excellent backup routine since your data will be stored on multiple computers in different physical locations. Periodic backups to CD or DVD are still recommended, but many will find synchronizing data to a removable storage device easier to do on a daily or weekly basis. The SyncToy interface allows you to add multiple folder pairs for synchronization. You can synchronize pairs of folders on different drive letters, such as a local folder with a network folder, or a local folder with a folder on a removable drive. Five types of synchronization are offered, but most people will just use full “Synchronization,” which copies new and updated files and folders in both directions. It also synchronizes renamed files, and deletes files from one folder that have been deleted in the other. There is also an “Echo” setting that makes the right folder mirror the left folder but does not modify the left folder at all. This can be useful for backups. The descriptions seem a little complex at first, but a Preview button allows you to examine all synchronization changes before you actually run the process. Once you set up your folder pairs, you can run all future synchronizations with a single mouse click. There is even an item on SyncToy's Help menu that provides instructions for processing synchronizations automatically on a schedule. SyncToy is available for free from www.microsoft.com/downloads. This application requires Microsoft .NET Framework. Many Windows computers already have this framework software installed, which allows a new generation of software based on .NET to run. If your computer does not already have .NET Framework installed, the SyncToy installation will guide you through the process. |
