infoTECH Feature

February 10, 2010

Storing Your Files Online - Part 1

By Lance Whitney
These days, many of us use multiple computers and devices to work with our files and documents. You may have a desktop, a notebook, probably a smartphone or mobile device, all of which you use at different times to access your files.
 
One way to handle your documents across an array of devices is to store them locally on each machine and just keep them all in sync. I wrote about this option in a previous column in which I discussed Microsoft's (News - Alert) Windows Live Sync tool, which automatically syncs all my local documents across all my computers.
 
Of course, another way to access the same documents from any device is to simply store them online. File storage and sharing sites have been around for years. But as we increasingly rely on different Internet-connected gadgets, the ability to work with our files online becomes a more pressing need.
 
I juggle a desktop, a notebook, an ultra portable, and an iPod Touch. Though I typically rely on Windows Live Sync to keep my computers in sync, I also store certain files in the cloud, especially those I want to access on my Touch. If you're looking for online storage for yourself and/or your users, here are a few sites you might want to consider.
 
Box.net lets you upload and store files from any PC to your account online. The site offers several plans, ranging from free to an Enterprise edition. I use the free option, which gives me 1GB of storage and the ability to upload files 25MB or smaller. But a company would probably opt for the Business edition at $15 per user per month or the Enterprise flavor, which varies in cost depending on your requirements. Both options provide the ability to share files within your organization, while the Enterprise edition adds in strong security encryption. The major reason I use Box.net is because it's available as an iPhone (News - Alert) app. I often use Box.net to store PDFs and other files that I have to reference from time to time. I can grab those files from any computer as well as my iPod Touch, so the service has proven very useful for my needs.
 
 
Similar to Box.Net, Dropbox (News - Alert) lets you upload and store files through a free account that can hold up to 2GB. A Pro 50 account charges $9.99 a month for 50GB, while a Pro 100 option costs 100GB for $19.99 each month. You can share folders with other people—Dropbox provides a specific Public folder with the necessary permissions. I use Dropbox in much the same way I use Box.net. Dropbox offers an iPhone app, so I can view files online from my iPod Touch. IT pros can store documentation, Help files, and related content at Dropbox, so those files are always available. I initially set up accounts on both Box.net and Dropbox just to evaluate them. But both have proven equally helpful, so I maintain each one for a combined total of 3GB of space.
 
 
Like many tech folks, I use a lot of Google (News - Alert) services, so it's only natural I use Google Docs to store files online. The major benefit of Google Docs is that you can edit your documents online, not just store or view them. Google Docs provides a fairly capable online editor, so you can edit Word, Excel, and PowerPoint files. Google Docs doesn't throw in the bells and whistles you'll find in Microsoft Office. But all of the basic and even some of the more advanced editing commands and features are available. You can store 1GB worth of files for free; 20GB will cost you $5 a year; 80GB will run you $20 a year, and so on. I can also view and edit to some degree the documents stored in Google Docs on my iPod Touch. The free App Gmail program provides access to several Google features, including Gmail and Google Docs.
 
 
Similar in many ways to Google Docs is Zoho (News - Alert) Docs. Zoho provides a range of online applications for individuals and businesses, including email, Wikis, chatting, and virtual meetings. Zoho Docs lets you store and edit your documents in the cloud. Using Zoho's online Writer, Sheet, and Show apps, you can modify Word, Excel, and PowerPoint files. As with most of the other sites, you can keep files private or elect to share certain folders with other users. The editing features in Zoho are similar to those in Google Docs. You certainly won't see all the features and commands that Microsoft provides in Office, but you will find a fairly hefty subset to create and edit documents online. Zoho offers 1GB of space for free, 5GB for $3 per month per user, and 15GB for $9 per month for three users. I tend to use Google Docs more than Zoho, mostly out of habit. But I've found both services useful and capable.
 
Any of these sites should prove effective for storing documents in the cloud. If you simply want to view your files online, Box.net or Dropbox are good choices. If you need to edit your documents, you'll want to check out Google Docs and Zoho. Of course, storing files online always brings up the issue of security. Are you safe housing your documents in the cloud, especially documents that may be private to your company?
 
I don't store any files of a truly personal or proprietary nature online. Those of you with similar concerns might want to keep your files in-house, perhaps on a SharePoint server or some other internal service. But for documents that aren't so sensitive, storing them online can be a handy and cost-effective solution, both for you and your users.
 
Finally, Microsoft offers its own file storage and editing sites, including Microsoft Office Live Workspace, SkyDrive, and the upcoming Office Web Apps that will integrate with Office 2010. I'll take a look at those in my next column. Stay tuned!
 

Lance Whitney is a journalist, IT consultant, and Web Developer with almost 20 years of experience in the IT world. To read more of Lance's articles, please visit his columnist page

Edited by Stefania Viscusi
FOLLOW US

Subscribe to InfoTECH Spotlight eNews

InfoTECH Spotlight eNews delivers the latest news impacting technology in the IT industry each week. Sign up to receive FREE breaking news today!
FREE eNewsletter

infoTECH Whitepapers