Dragging files between folders with Windows Explorer is fine for some tasks, but when it comes to heavy-duty file management you need a better tool. If you’re willing to do a little typing in exchange for power and flexibility you can’t get with Windows Explorer, get to know Robocopy.

Robocopy (the name is short for Robust File Copy) was introduced with the Windows Server 2003 Resource Kit and is included in all editions of Windows 7. Its many strengths include the ability to copy all NTFS file attributes and to mirror the contents of an entire folder hierarchy across local volumes or over a network. If you use the right combination of options, you can recover from interruptions such as network outages by resuming a copy operation from the point of failure after the connection is restored.

The Robocopy syntax takes some getting used to. If you’re familiar with the standard Copy and Xcopy commands, you’ll have to unlearn their syntax and get used to Robocopy’s unconventional ways. The key difference is that Robocopy is designed to work with two directories (folders) at a time, and the file specification is a secondary parameter. In addition, there are dozens of options that can be specified as command-line switches. The basic syntax is as follows:

robocopy source destination [file [file]...] [options]

The source and destination parameters are specified as drive:\path or \\server\share\path. The file parameter can contain one or more literal file names, or it can use the familiar ? and * wildcards. Available options include dozens of switches that control copying, file selection, retry options, and the ability to create log files. For instance, this command copies the contents of one folder and all its subfolders from a local drive E to a shared folder on a Windows Home Server:

robocopy "E:\test" \\server\public\test\ /MIR /W:20 /R:15 /LOG: \\server\public\logs

The /MIR switch tells Robocopy you want to mirror the two folders, copying all folders (even empty ones) from the source directory and purging folders from the destination if they no longer exist on the source. The /W and /R switches set the wait and retry options; in this case, Robocopy will retry each copy up to 15 times, waiting 20 seconds between attempts. (The defaults allow 1 million retries, at 30-second intervals, allowing copy operations to complete when an open file is closed, even if hours or days have passed since the command was first launched.)

To see the full syntax, type robocopy /? at a command prompt.

Robocopy is a powerful tool, capable of moving, copying, and deleting files and folders faster than you can say “Whoops.” We recommend experimenting with commands using nonessential files and folders first; when you’re comfortable that you understand the effects of the syntax you’re using, you can run the command against real data files.

And if you aren’t keen on the idea of using a command-line tool, take heart. Microsoft engineer Derk Benisch has written a graphical front end that allows you to build a command by selecting check boxes instead of entering switches.

Robocopy GUI adds more than usability to Robocopy; it also lets you create a library of commonly used copy scripts. Check out this TechNet Magazine article about Robocopy GUI and download the app for your system.

Disabling unnecessary plugins is a great way to make your Outlook start faster, run more reliably, take less memory. In Outlook 2003 there are three places to look for installed addins and to disable them.

1. COM Add-ins

To view and disable COM Add-ins in Outlook 2003, navigate to:
“Tools->Options->Other->Advanced Options->COM Add-ins…” and uncheck the Add-ins you do not need.

2. Add-in Manager

Navigate to “Tools->Options->Other->Advanced Options->Add-ins Manager…” and uncheck the Add-ins you do not need.

3. Registry Add-ins

In Outlook 2003, some Add-ins are not shown in the UI. You have to look for them in the registry.

1.    Run regedit*.

2.    Navigate to “HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Office\ Outlook\Addins”.

3.    Look at all subkeys of Addins. Those are Add-ins you have installed. To disable a particular Add-in, set its “LoadBehavior” key to 2.

* – as always be very careful while performing registry modifications.

Do not forget to restart Outlook after making these changes.

What is DropBox

Dropbox is a simple solution for saving files to the cloud. With it, you can make the same files accessible across multiple computers by simply installing Dropbox on every computer that you use regularly and dropping files there.

This action enables you to sync files across computers with ease. However, a closer look at this program reveals that it's not suited to be used as a comprehensive online backup solution.

Online Backup

The Dropbox folder, which is conveniently placed on your PC's desktop upon installation, serves as the main graphical tool that connects you to Dropbox's servers on the Internet. Basically, for any of your files to be backed up online automatically, you need to copy/move/save them to the Dropbox folder.

While this may seem like a nifty tool, it also essentially means that if a program saves at another folder by default, files created through it will not be saved in the cloud.

One benefit of saving your files on Dropbox though is that you can revert to previous versions that have been stored in their servers up to a maximum of 30 days. What's more, if you upgrade to a paid version of Dropbox, that limit will be waived. That means you can perform an unlimited number of undos until you find the version you want to revert to.

File Sync

This is where Dropbox shines. If you start working on a Word document or Excel spreadsheet in your office computer and want to continue working at home, you simply copy your file to the Dropbox folder. Then once you arrive home, you turn on your PC, open its Dropbox folder, and that same file will be waiting there.

Unlike other web-based apps that require a constant Internet connection, Dropbox allows you to work even when you're offline. That means, if you're working on a laptop and you save the file in the Dropbox folder, you can still work on the same file even when you move to a location where you have no Internet access. Once you get back online, the system will automatically sync your file.

If you work within a local area network (LAN) and have Dropbox folders in different workstations, file syncing can take place much faster. That's because when its LAN Sync feature is enabled, Dropbox will only have to look for the newest copy of the file within the network and share it with other Dropbox folders found there. For this feature to activate, you'll need to be connected both to a LAN and the Internet.

File Sharing

Sharing files and collaborating with your team members can be easily done with this program. In just a couple of steps, you can already share files with existing Dropbox users. Non-Dropbox users will receive a registration invitation via email. After registration, they can then have access to the files you shared with them through their own Dropbox folder, allowing all of you to work on the same file at the same time even when you're all in your respective homes.

You can also specify who has access to which file or folder if you only want to share certain files with certain people. Files placed in the public folder, on the other hand, are viewable by anyone.

As for images, you can share them even with non-Dropbox users because they will be displayed in a gallery that can be viewed online. This is particularly convenient for non-Dropbox users who don't want to go through the registration process just to view your photos.

Web Access

If you need access to your files from another computer, but doesn't have Dropbox installed, you can simply login to the Dropbox website and download your file from there. Then when you're done, you just upload the file back via the website so you can have the latest copy available synced to all linked computers.

Security

Dropbox is backed by ample security features like SSL, which provides security while you send files to the servers and back, and file encryption, to prevent malicious individuals from prying into your files.

Dropbox is great for syncing files between multiple computers and sharing with others. So go ahead and sign-up with Dropbox for free.

www.valleycomp.net Jeff Tilton