Some of you will know that I have several PCs, a netbook and phone (soon to be replaced by the HTC HD2) and that I am university student so I need to be able to keep all my machines synchronised with all the same files. I thought I would write an article addresses the ways I am able to keep all my files in sync and how easy it could be for you to make your life easier.

So first the review of each way to share files and keep PCs in sync, then how I have used them and even a few tips on how to get the most from the methods.

Email

Perhaps the most basic (and cheapest) of methods is to email your files to yourself from one PC and then open the file on another PC. I will only ever use this in the most extreme of cases as it is such a slow and painful experience compared to some of the alternative ways.

Pros

• As long as you have internet access you are pretty much guaranteed to be able to send files to yourself
• Files can be accessed on mobile devices which lack ports

Cons

• Requires internet access
• Takes time to upload and send large or numerous files
• Takes time to download and save the files in the correct folders

Memory Stick

I more efficient way to keep the most update to date files on your PCs is to use a memory stick and its the way I used to keep all my files updated. This is fine if you have only a few PCs you use on regular basis and aren’t likely to be a large number of new files.

Pros

• Nearly every PC has a USB drive so you will be able to save any files to any PC
• Quickly save the files to the memory stick
• Large storage for lots of files
• Ability to access the files wherever you are

Cons

• Requires USB stick (although these are very cheap now)
• Can be laborious to save the files in to correct location
• Can’t transfer files to mobile devices

The Cloud

Easily the easiest and most efficient way today to keep your files in sync is to use the cloud to store you files and, for some services, download the files to correct location on your PC.There are several websites that all offer similar services with varying features, capacities and cost.

I use Microsoft’s Live Mesh as I find it to be the best free service on the market at the moment with the ability to upload and download files to PCs, Macs, Phones and access them using the online desktop (Live Desktop).

Pros

• Using the client folders can be set up to automatically upload and download any new or updated files to the cloud to the same folder on the Live Desktop; an “always on” internet access is needed
• No need for manual intervention to put files in the correct location on other PCs
• Online folders can be navigated just like on Windows
• Currently 5GB capacity for the Live Desktop (unlimited capacity for the syncing of files directly from one PC to another) but in theory it could be unlimited storage
• Access via the client to files and folders from wide range of computers and mobile devices and access via the Live Desktop on any device with web access

Cons

• Requires internet access
• Currently Live Mesh is lacking a few features (it is due an update within the next few months)

How I use all the methods

Thankfully there is internet in most places I use a PC so I am able to use my preferred way, Live Mesh, to keep everything synced across all my PCs and my phone. The advantage of this service on my PCs is that if I write a document on my uni PC I don’t need to think about being able to access it on my netbook so long as I have access to the internet on bother devices. Another benefit is that if I take a picture on my phone it instantly starts to be uploaded to the cloud and then downloaded as soon as I am at one of my PCs, saved plugging the two devices up and manually syncing them.

Of course there have been times when I have needed to access or save a file when I haven’t been able to access the internet so I have needed to use my memory stick, which is still a great way to transfer a small number of files. As soon as I download the file to correct location on my PC Live Mesh will start to upload it to the cloud and my other PCs.

Then there have been times when I have forgotten my memory stick and had to email myself files which is horrible way of syncing files and not something I want to have to do again.

Other uses of keeping files synchronised

I don’t just keep work files synced but I keep all my pictures and music synced across all my machines using Live Mesh this, again, is a great way to ensure you have whatever you want on any PC without needing to be concerned about having space for it on your memory stick.

When I take a photo off my camera or rip a CD the content will automatically be synced to my other (online) PCs but not to the Live Desktop as this has a capacity of 5GB which is just not enough for media collection.

Tips for keeping files synched

Memory Sticks

The best way I have found to keep folders synched when only transferring a small number of files is to have a similar folder structure on both the PC and the device so you can easily copy over folders in the parent directory.

The Cloud (Live Mesh)

One great way I have found to get quick access to my Live Mesh folders was to pin the folder to the explorer sidebar or even create a new Windows 7 Library for the folder, as seen below with my Images folder.

I hope some of you will find this information useful, I find that it takes a combination of all the ways I have discussed of keeping in sync to ensure that your files are accessibly all the time when and wherever you are. Using the cloud is definitely the best way for me to keep in sync but each to their own.