The best way to sync files between computers

Working remotely, poolside at a swanky resort? Nice. Don’t feel like lugging your ancient work laptop home with you but need to catch up on work after hours? We don’t blame you there.

We’re fortunate that technological advances continually gift us amazing tools that make our lives easier by eliminating archaic processes. Today, there are many easy and inexpensive ways to sync files between computers so we can get more work done, efficiently, securely from anywhere, at any time. We’re all glad that this incredible technology is in our lives.

How exactly do we sync folders between computers?
Hundreds of millions of people, globally, are using cloud-based document management software to sync folders between computers, instantly and securely. With free and low-cost plans for personal use to affordably priced business and enterprise plans for organizations of all sizes, it’s never been easier to sync files between computers.

But with an increasing number of cloud file management options available today, selecting the right one and learning how to sync files between computers is worth some prior research and considerations.

Ela Pichan, currently a controller with a major online retailer in metro Detroit, has spent 30 years in accounting roles for companies from sole proprietorships to large companies with more than 500 employees. She knows all about the important need to sync files between computers.  Since 2010, Ela has used Dropbox, a leading document management software in the cloud. She’s a vocal advocate for companies to embrace learning how to sync folders between computers, securely.  

“Many businesses are just now recognizing the value of using the cloud to sync files between computers,” Ela Pichan said. “I’m always explaining the time savings when you eliminate cumbersome file transferring and you empower your employees to work from anywhere any time they need to. This is very good for the company and its people.”

Indeed, there are many benefits of cloud-based file management software as a tool to sync files between computers for individuals and businesses alike. To get the most out of these perks, it’s important to learn how to sync files between computers the right way.

To help you do so, we’ve compiled some advice on the best approach.

How to sync files between computers

1.    Define your document management software needs.

Okay, you know you need a tool to help you sync folders between computers. But today’s document management software is robust, serving many functions beyond the file sync. Consider the following:

File permissions and rights: Who will be accessing your files after you sync files between computers? Only you? Or will you need to grant access to colleagues or outside parties for projects? You’ll want to be able to easily manage file and folder rights, from view-only to full editing permissions.

Scalability: If you expect that soon, you’ll be looking to your file management software for much more than how to sync files between computers, then it will be important to note all of the features and functionality. Choose the file management brand that already offers intuitive tools and shows promise of continued enhancements. Pick the program that will grow well with you.

Project collaboration and communication: File management software was invented for two primary reasons: The ability to easily sync folders between computers and to improve file sharing and project collaboration. Make sure the one you pick makes project collaboration easy, even if that’s not a priority for you yet, compared to your need to sync files between computers.

2.    Study closely the document management software options.

The leading file management software brands are Dropbox, Google Drive, Microsoft OneDrive and Apple iCloud. They offer similar pricing and plans for everyone and all business sizes. However, they each have their own unique advantages, far beyond their ability to sync files between computers. To make the right decision for you, definitely try each program via the available free plans or trial periods. Also:

  • Read reviews  
  • Pay attention to how frequently the brand is introducing updates  
  • Read about ongoing security enhancements
  • Understand how its search engine works

Finding a file can be a time-consuming process, especially because some of the file management software plans limit the search functionality. In some basic plans, when you enter a keyword in the search field, the software will only scan for the keyword within file titles, rather than the text contents of the files, too. After you learn how to sync files between computers with your new file management software, you can improve the search process.

Enter Cloudfind, the tool we created to work with Dropbox, Google Drive and OneDrive. It bolsters the functionality of the file management software’s search engines, returning far more accurate results so you can get your files and get on with your work. Cloudfind is powered by an intelligent algorithm that locates files faster. Cloudfind uses user-defined keyword tagging, automatic keyword tagging and universal searching across multiple cloud-based file management software brands. Learn more about how Cloudfind works and how it can make your life easier.

3. Select a file management option and create an account.

4. Download and install the software to your primary computer.

At installation, the software will save a folder on your computer’s local drive that’s synced to its location in the cloud. This folder will serve as the central hub and sync files between computers instantly. From that point on, any files and folders saved to this folder will instantly sync to the cloud and any of your devices where the software is installed.

5. Download the file management software apps to your smartphone, tablet and other devices.

Not sure if you need the app? Note that the app will instantly sync photos and videos as you create them using your phone. Yes, document management software has thought of everything, far beyond just its original objective to sync files between computers.

6. Download and install the file management software to all computers.

From then on, unless a setting is updated, you will sync folders between computers and all of your devices, instantly. Any updates to files and folders will successfully be reflected, no matter where you access them.

It won’t be long before you know how to sync files between computers like a pro but remember that document management systems are evolving. Pay attention to enhancements and updates that may affect how it syncs files between computers. Also, it’s important to stay abreast of the file sync software brands because you don’t want to miss out on new, productivity-boosting tools, beyond the basic function to sync folders between computers. Look for tools that complement your document management software like our awesome Cloudfind that makes the file search process significantly faster and easier.

The ability to sync files between computers saves us time and enables us to work more conveniently and efficiently. Thank you to the instant sync.


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