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The Web has become an integral part of the lives of millions of
people, and not just for browsing or shopping for
computer parts, either. More and more people are using Web
applications for a variety of tasks.
 There
are Web applications for doing just about everything. You can create
documents, balance your books, invoice customers and clients, keep
track of tasks, plan events and much more. One area in which Web
application developers are really pushing the boundaries is storing
and sharing files. And why not? The Web is just a big collection of
servers with big
hard drives. With the price of hard drives dropping, it's easy
and fairly inexpensive to add more storage.
A
previous TechTip looked at one online storage solution: Amazon's
S3. But S3 can be difficult for the average person to use. Luckily,
there are simple online storage and sharing options galore. This
TechTip will look at a few storage and sharing services which are
easy to use and can integrate nicely with your workflow. Most of
them hook right into your operating system's file manager, making it
easy to back up and share files.
DropBox
One of the more popular online storage and sharing services is
DropBox. To say that DropBox is easy to use is an
understatement. You sign up for an account, and then download the
DropBox client. The client – whch is available for Windows, Mac,
and Linux – enables you to quickly upload files to your DropBox
account. If you have DropBox installed on multiple computers, the
client will also synchronize any changes or additions.
 You
can also share folders and files with people from the DropBox Web
site. Just click on the name of a folder, and then click the
Share this link. You'll be asked to enter the email
addresses of the people with whom you want to share the files, and
you can enter an optional note.
From the Web site, you can also view with whom a folder is being
shared, whether or not those folks have accepted your invitation,
and you can even download the files in a folder in a ZIP archive.
With DropBox, you get 2 GB of storage for free. If you refer someone
to DropBox, you can get an extra 3 GB of free storage. There are
also two pay options: 50 GB for $9.95 a month, and 100 GB for $19.95
a month.
drop.io
drop.io is something a little different. It's not for long-term
storage of files. Instead, drop.io is sharing and collaboration
tool. Someone I know described it as something like a way
station for files. And I think that's a pretty good
description.
 To
use drop.io, you head over to the Web site and create what's called
a drop. This is just a folder that will contain the file or
files that you want to share. The drop has an address like drop.io/
myDrop. Then, you upload your files using your Web browser. You can
also set options on the drop like an expiry date (which can be a
day, a week, a month, or a year away) and what the people with whom
you're sharing files can do – like delete or download files, add
files to a drop, or leave a comment on a file.
Each free drop has a 100 MB limit. If you want or need more space,
or need multiple drops, then there are
for-pay plans available from $19 a month. And there are a number
of applications that make it easier to work with drop.io, like an
add-on for the Firefox Web browser, an
application for the iPhone, and a
desktop tool that works with
Adobe AIR.
SugarSync
SugarSync reminds me a lot of DropBox. The biggest differences,
though, are that SugarSync is a lot flashier and a bit more
flexible.
SugarSync enables you to backup, share, and synchronize files on
your
desktop computer or
laptop computer with the SugarSync site using something called a
Magic Briefcase. You download and install a piece of
software and it links the The Magic Briefcase folder on your
computer with the SugarSync site. It's literally as easy as copying
and pasting files.
As well, you can share your files and folders with others. If you
use a Web-based email service like Gmail, you can import your
contacts. Or, you can manually enter the names and email addresses
of people with whom you want to share files.
What sets SugarSync apart from its competition is that it has
extensive
mobile phone support. There is SugarSync software for the iPhone,
the BlackBerry, and for phones that run Windows Mobile. I tried the
BlackBerry edition of the software and it worked quite well. But
unless you have a good data plan, I'd only sync important files.
Otherwise, moving files around can get expensive.
For me, though, the main drawback is that SugarSync only supports
Mac and Windows. If you're a Linux user, there's no desktop client.
You can, though, upload files and share them using your Web browser.
Like most other online file storage and sharing sites, SugarSync
offers a free 2 GB account. There are paid plans that range from
$4.99 a month for 30 GB of storage to $24.99 a month for $250 GB of
storage.
Box.net
Box.net is aimed at businesses, but it's easy enough that anyone
can take advantage of the service.
Box.net is centered around collaboration. In fact, a key concept in
Box.net is the collaboration folder (or folder). Each
folder can be an individual project or a portion of a project. You
can upload files to a folder, and invite others to collaborate. You
can even specify whether or not each collaborator can edit
 or
just view the files in a folder. On top of that, each folder has an
area for short comments. It's simple, but can be effective if used
properly.
The
plans that Box.net offers aren't as flexible as some other
online storage and sharing services. The gives you 1 GB of storage,
and the ability to create only five folders. The next plan up costs
$7.95 a month, and gives you five folders and 5 GB of storage. The
business plan will set you back $15 per user per month, but gives
you an unlimited number of folders and over 30 GB of storage.
That said, Box.net does offer some useful collaboration features.
One that impresses me is called Tasks. Tasks lets
you assign a collaborator to review, approve, or replace an existing
file. Running a close second is Web Documents,
which is like a Web-based word processor. You can use Web Documents
as a way of getting a project started – create a task list, write
drafts, share notes, and more. There's also a
mobile version of the service, and a mobile version that's made
especially for the
iPhone.
Anything else interesting?
As I mentioned earlier in this TechTip, there are a number of
interesting options in the area of online backup and file sharing.
Here are a couple of other ones that you might be interested in.
A
previous TechTip discussed Ubuntu One, the service started in
April, 2009 by
Canonical (the company behind the popular Linux distribution
named
Ubuntu). Ubuntu One enables you to upload, share, synchronize,
and store files. The Ubuntu One client, which only works with Ubuntu
at the moment, integrates with the Nautilus file manager. You can
copy files into the Ubuntu One folder in your /home directory, and
the client synchronizes them with the Ubuntu One Web site.
On the Ubuntu One Web site, you can indicate which folders to share
and with whom. At the moment, you get 2 GB of free storage, which
isn't too shabby. There's also a 10 GB plan in the works, which will
cost $10 a month.
Another option is a Web Disk. This is a feature offered by some Web
hosting companies. A Web Disk is just a secure directory on your
portion of one of the company's servers. You give the directory a
name (don't make it too obvious!) and assign it a password. Once
it's set up, you can
drag and drop files from your
desktop computer or
laptop computer to the Web Disk, right from your operating
system's file manager. The best part of a Web Disk is that it's
bundled with a Web hosting plan – you don't have to worry about
paying extra.
Reasons not to use these services
There are a few, and these are a couple of the most common:
First off, do you want your data (whether it's sensitive or not) in
the hands of someone else? Many people are borderline paranoid about
the safety of their information on the Web. For them, putting that
information out there will seem like a bit of a risk. And, let's be
honest, no matter how safe something may appear to be there's always
a way around security.
Second, you might not always have access to the Web. Your Internet
connection could go down, or a piece of your hardware – like a
modem or a
wireless router could suddenly go belly up. On top of that, the
kinds of sites that are discussed in this TechTip could be knocked
offline. If that happens, then it's just as bad as if your
hard drive crashed and you didn't have a backup.
Conclusion
Online file sharing and storage services are powerful tools. They
can make it easier for you to exchange documents, photos, videos,
and other files with friends, colleagues, and clients. And those
tools can be a component of a good backup strategy. Best of all,
many of the services out there – like the ones described in this
TechTip – are easy to use, and often free. Or, at least, very
inexpensive. You'll get flexibility and peace of mind without
breaking your budget.
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