What is The Cloud?

Many of the services we review, including online backup, VoIP and Internet fax  function in "the cloud." But a question we get a lot is, what does "the cloud" actually mean? The easiest way to put it is that the cloud simply refers to the Internet. Thus, all of these services that work in the cloud are operated and stored exclusively on the Internet — no software to download or hardware to buy.

There are many benefits to using cloud-based services. For example, some people opt for backing up their computers using an external hard drive. But what if they accidentally delete a file from both their computer and hard drive? Most online backup services keep a file for a month after you delete it from your computer. With online backup, you have the peace of mind that your files are stored securely in the cloud, leaving a lot of room for deletion accidents. Online backup even gives you the ability to access multiple versions of the same file — the ultimate "undo" button.

Using cloud-based services also provides more of a hassle-free experience. Take faxing, for example. The need for machine cleaning, constant repairs and misplaced papers can leave you frustrated and not to mention, inefficient. Thus, when you combine faxing with the simpleness of the cloud, you get the convenience of Internet fax. All of your faxes will be right there in your Internet fax program, digitally organized for you. With cloud faxing, you can send multiple faxes with just a couple of clicks, and even use your own email account. Not to mention it's cheap.

Other basic services are simplified by the cloud too, such as phone service, better known as VoIP. By looking to the cloud for your calling needs, you can actually save hundred of dollars a year, and in most cases you don't even have to get rid of your original phone number. Other cloud-based services include web hosting, cloud storage and even online meetings. Get acquainted with the cloud, it can simplify your life.

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How Can I Sync my Computers Using SugarSync?

Q: I need to sync two of my computers together so that whatever changes I make in a particular folder on one, will show up automatically in the other. How can I do this using SugarSync?

A: SugarSync is our top pick for syncing computers. With just a couple of clicks you can sync whatever folders you want across multiple computers, keeping  your information up to date at all times. For our users' convenience we have recorded tutorials showing exactly how to sync your computers and folders together using SugarSync, both on the Mac and PC.

PC:

Mac:

Click here to read our full SugarSync review.

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If I Delete a Backed Up File From My Hard Drive, Will it Automatically be Deleted Off the Cloud?

Q: When I delete a backed up file off my computer or hard drive, does it automatically get deleted off the cloud?

A:  This is a great question. Because Online Backup is a great way to guarantee you never mistakenly delete important files, most of these services will retain deleted files for some time. For example, Carbonite keeps your files on their servers for 30 days after they are removed from your computer. This gives you an opportunity to restore any files that may have been deleted by mistake. Mozy has a similar rule; when you delete a file from your computer (or deselect it from backing up) and Mozy subsequently backs up your computer, those files are marked for permanent deletion from the backup servers after 30 days.

On the other hand, MyPCBackup will keep your files forever, even the ones you have deleted from your hard drive. However, if you change the file on your computer and back it up again the new file is added as a new version. After 7 days all versions except the most recently backed up are removed. And as always, SugarSync has a unique way of doing things. When you delete a backed up file from your computer, it is moved into SugarSync's "Deleted Files Folder," which is similar to the "Recycle Bin" on the PC and Trash folder on the Mac. Because deleting files with SugarSync may get complicated if you have synced specific folders across multiple computers and the web, they have special instructions in their Help section showing you exactly how to delete your files according to whether you want to delete them from just the cloud, just your computer or permanently from both. Click here to read the full SugarSync review, and don't forget to check out our Online Backup Comparison chart so you can find the right service for you.

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World Backup Day: Protect Your Computer from Pranks for April Fools Day

Source: worldbackupday.com

Tomorrow, March 31st, is World Backup Day. And what better time to get in the backup mentality than just in time for April Fool's Day? Your roommate may think programming that miscellaneous picture to pop up anytime you click on your browser is a harmless joke, but your crashed PC sure doesn't think so. Instead of mourning the loss of all your computer files, have the last laugh by backing up your computer, just in case you're at the wrong end of the prank.

Source: worldbackupday.com

"Storing your files with an online storage provider is much easier than it sounds, and is possibly the most reliable way of keeping your files safe."
- World Backup Day

Here are some backup tips echoed by World Backup Day:

1. Constant computer backups. Backing up your computer once a year is not enough. And if you use an online backup service, you can backup your computer every hour without being interrupted whatsoever. These programs are designed to work seamlessly in the background, with little interference and a lot of peace of mind.

2. Versioning is your best friend. If there are documents you find yourself constantly working on, don't be a prisoner to the save button. Most online backup services, like Carbonite, for example, will keep multiple versions of your document so you can access whatever changes you need, or get rid of changes you previously made.

3. Consider local backup. While offsite backup online is the safest and most efficient way to backup your computer, some of these services help you backup your data to an external drive so that you have a local backup as well. This is useful when restoring from offline is taking a little longer than expected. It is also a great option if you are interested in mirror image backup, like with Carbonite HomePremier.

At NextAdvisor, we review the top online backup services so that you know exactly which one to get. For example, if you only have one computer to backup, Carbonite is our top service and is even offering an exclusive discount to our readers. If you have more than one computer to backup and want to spread the backup coverage, services like SugarSync and MyPCBackup may be a better choice for you. They even let you sync files across your computers, so even if you do lose anything in the midst of a prank, you can rest assured it's being guarded on another computer, and of course, the web.

Now that you're ahead of the April Fools game and are ready to backup your computer, check out our online backup comparison chart to choose the right service for you.

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Can Online Cloud Backup Store My Software?

Q: Will Carbonite back up the software programs on my Mac in addition to all my files? I am a freelance graphic designer and am looking for an option that also keeps an off-site copy of all of my software.

A: Unfortunately, only Carbonite HomePlus and HomePremier, which are only available for Windows, have the "Mirror Image" feature. This option does in fact back up your entire operating system, software and drivers to your own designated external hard drive. Carbonite does not yet have an equivalent feature for Mac users. It will, however, backup the files and documents generated by these software programs, you just have to make sure to select them manually for backup. Check to see if any of your software previously came with an installation disc. If this is the case, then in the event of a crash or lost computer you will be able to re-install the software, and know that Carbonite backed up the subsequent program files.

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Why You Need a Cloud Storage Service and Which One to Choose

• What is  cloud storage? 
• Do I need a cloud storage service? 
• Which cloud storage service should I get?

If you are asking any of these questions, we've got the answers. Cloud Storage services make sure that your files are stored securely on the web and are ready to access anywhere with an Internet connection. These services can also sync the same files across all of your devices, making sure that you have the most up-to-date edits and information possible. You can also use cloud storage to backup your computer, eliminating the need to sign up for another designated online backup service. Now we've got some questions for you too:

• Do you ever email documents to yourself, so that you can work on them elsewhere?
• Did you ever look to Google Docs to try and collaborate with others on a shared project?
• Have you ever lost your precious computer files because of a crash, lost or stolen laptop, or some other freak computer catastrophe?

If you answered yes to any of these points, then you positively do need a cloud storage service. Instead of the constant hassle of emailing important documents back and forth to yourself so you can work on them at another place and time, you can have the peace of mind that your updated file has already been uploaded to the web without you having to lift a finger. And better yet, if you were planning on working on said document on another one of your computers, you don't even have to access the web — the file will already be synced up and updated on this second device, and even your mobile phone.

Working on a group project can sometimes be frustrating. Perhaps you decide to upload the document you and your teammates are working on to Google Docs. Though this may be simple for some, it can be a pain for others. For instance, some members of your group may not have a Google account, and sometimes there is the task of setting particular permissions. Why not have your cloud storage service take care of this for you? Most of the services we've reviewed provide simple ways to share and collaborate with others. Usually, it's as simple as sending someone an email with a link and a password to access your shared workspace. Spideroak, for example, has special "Share Rooms" members can access with a password of your choosing. Everyone on your team will be updated every time changes are made. SugarSync also has nifty sharing features, and even a special Microsoft Outlook application for PC users.

If you are now thinking you need a cloud storage provider, it's time to pick the right service for you. For those of you who love the idea of syncing all of your devices together, you need a more sync-heavy service like SugarSync or Spideroak. Both of these give you a storage quota and allow you to backup an unlimited number of devices. You can buy more space as you need it. If you're more interested in backing up an entire computer, but still want the ability to sync some of your files across other devices, JustCloud, ZipCloud and MyPCBackup will do the trick. They give you unlimited storage for one computer, and you can buy an additional computer subscription for an extra $24.95/year. All of these services, whether sync-heavy or not, make it extremely easy for you to access your files anywhere with an Internet connection, anytime. Compare them all here!

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How Do I Renew My Carbonite Subscription?

Q: I currently have a Carbonite subscription. How do I figure out when it will expire? Will I get the NextAdvisor discount when I renew my subscription?

A: If you need to view your Carbonite account's expiration or renewal date, just log in to your Carbonite web account. There you will see a list of all the computers on your account and their expiration or renewal dates. If you signed up for automatic renewal, your account will automatically renew and Carbonite will only contact you if there is something wrong with your billing information. If you’re not signed up for automatic renewal, they will remind you to renew your Carbonite subscription prior to its expiration. If, for whatever reason, you’re unable to renew your subscription prior to the expiration date, Carbonite will keep your data for up to 30 days. Unfortunately, you cannot get our exclusive discount when you renew your Carbonite subscription, it is only offered for first-time sign ups.

Don't have a Carbonite subscription and are interested in signing up? Check out our full review of the service. And don't forget to compare a variety of online backup services, here.

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National Consumer Protection Week: How to Protect Your Customers' Data

Part of your business requires gathering personal data about your customers, but how do you make sure that data is stored securely? As part of National Consumer Protection Week, we've put together some key points to remember when dealing with customers' data, via the Better Business Bureau's data security site:

1. Take inventory of everything. Document what information you keep, how you collect it, where you keep it and who has access to it. Make sure you are fully aware of the security measures you have in place and how they work. If you have a clear record of everything, you can better determine what happened if a security breach occurs and quickly take the steps to stop it.

2. Dispose of data correctly. When you don't need something anymore, it's easy to quickly forget it even exists, making it less of a priority. But customers' personal data is still a sensitive, and you need to treat it as such. You should know who is disposing of the data and how it is being disposed of at all times.

3. Communicate your data protection policy to your customers. Make sure your customers know how you are protecting their personal data, but don't be too specific or you'll be giving identity thieves a how-to on breaking in to your system.

4. Know how to spot identity theft. Create a written policy for your business on how to spot identity theft and the actions to take if anyone notices suspicious activity, and make sure every employee knows the policy inside and out. This will help in both spotting identity theft before it happens and quickly putting out any identity theft fires once they happen.

5. Have a plan in case customers' data is stolen. It's never a good idea to be caught off-guard by identity theft. Make sure you have a plan in place in case there is ever a data breach. Know which financial institutions to contact. Notify your legal services as soon as it happens. And, above all, keep up the lines of communications with any customers that might be affected.

If you are looking for a secure place to store all of your customers' data, consider an online backup service. Of the services we reviewed, Mozy and iBackup were some of the best for businesses, and both offer secure, encrypted backup options. To check out the rest of our online backup reviews, click here.

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Which Online Backup Services Are Best at Backing Up Emails?

Q: I am constantly using my email for important information and documents. I would like to choose an online backup service that will allow me to backup these emails with ease as well as access them remotely anytime. Which service is best for this?

A: This is a great question because some online backup services support email backup much better than others. If you're an avid emailer this is an important factor when looking for the right online backup provider. Carbonite is a great solution for Microsoft Outlook users because it automatically backs up your Documents and Settings folder by default, and this usually includes your email files. Note that Carbonite will not backup your emails that are saved on Gmail, Yahoo! or Hotmail servers. If you need to manually add your emails to a backup, this can be easily done by finding the PST file, which contains your email, calendar and contacts, and adding it to your Carbonite backup. Going forward, all of your Outlook files will be backed up.

Carbonite will also work with Mac email programs like Mail and Entourage. If you chose the automatic backup option when you installed Carbonite, your emails will be included in the backup as long as they are less than 4 GB in size. If they are larger than that, you must manually select the files for backup. This email size rule pertains to Outlook users as well.

Mozy is another solid option for email backup, especially for Outlook users. To add Outlook to your backup, just click configure from your Mozy system tray, select "backup sets" and check the box next to email and contacts for Outlook or Outlook Express. MyPCBackup also works great for Outlook, just make sure you select the PST folder for backup and give adequate backup time because archived emails may take a while.

Once you've backed up your emails with any of these top-rated online backup services, you can access them any time, anywhere with an Internet connection when you log onto any of their respective sites. Check out our online backup comparison chart for more features.

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What Is a Good Cloud Storage/Online Backup Service for My Spouse and I to Share?

Q: Is there a cloud storage  and backup service recommended for backing up my wife and I's Macs together, sharing some folders but not others? How can we consolidate all of our photos together?

A: This is an excellent question because using one cloud storage service to backup both of your computers will save you a lot of money and is extremely convenient. A great option for you is Spideroak, one of our top online backup and cloud storage services. For $8.33/month (with the annual plan), you and your spouse can share 100 GB of storage space, with the option to purchase more space at any time. With Spideroak, both of you can choose to backup whatever files you need, and once they are safely stored in the cloud either of you can access the account anywhere with an Internet connection.

You can then choose to sync whatever folders you want together. That way, both of you can have access to the files you need to keep updated between the two of you. Spideroak lets you sync two or more folders together, so if you make a change in one folder, that change will show up in the other folder no matter which computer it is on. Even the tiniest change like switching the order of files in a folder will be recognized and show up in the corresponding folder, keeping both of you super organized. This is also a great way to consolidate all of your photos —  just sync photo folders from each of your computers together, and voila! Now both of you have an extensive and constantly updated photo library to browse, not to mention your photos will never be lost since you backed them up safely in the cloud.

Want to do your own comparison? Click here to see all of our cloud storage and online backup reviews.

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