AllThingsD » synchronize

Gathering Vitals of Your So-Called Scattered Life

Walter S. Mossberg — Thu, 13 May 2010 01:03:15 +0000

The important records of most people’s lives are too often hard to find when you need them. Some are on paper, scattered in folders, drawers or boxes in homes and offices. Others are in digital files on one or more computers.

For years, there have been software programs and Web sites that try to corral portions of this information. Some of these digital products offer to organize your online IDs and passwords. Others focus on financial, health, or other information.

[ See post to watch video ]

But a couple of relatively new products aim to digitally collect your important data in all these categories in one easy-to-access place: either on your computer or on the Web. One is Orggit, launched last fall by a Chicago-based company called Morgan Street Document Systems. The other is InformationSafe, launched in January by New York company Ascend Partnerships.

Orggit, available at orggit.com, costs $50 a year. InformationSafe, available at infosafe.com, is $50 for a desktop version or $50 a year for a Web version. A backup service for the desktop version of InformationSafe is $30 a year.

I’ve been testing both, and found each fairly easy to use and potentially very valuable, especially as your life gets more complicated. It’s a real bonus to be able to find everything in one place, even scanned paper documents. Both products work on either Windows PCs or Macs.

They also share some important downsides. As you might expect, they are only effective if you take the time and effort to enter all your information, from passwords to credit-card information to all the medications you take, and more. That can be a chore, even though both products try to make it easier with predefined templates for each type of data.

Another downside: security. Anything stored digitally, especially online, is vulnerable to criminal hackers. Both products offer multiple log-in plans, not just passwords but things like photos or important dates in your life that you must identify. Both also use a tough form of encryption typically favored by the government and banks. But there are no guarantees.

On this issue, InformationSafe has the edge. While it offers a Web-based version, it also comes in a version that exists only on your local computer, or on a removable drive. The company says this local version is chosen by 80% of its users. Orggit is purely Web-based, and can be accessed from any computer or from Orggit’s nicely designed free iPhone app.

InformationSafe’s desktop version is less convenient, because it can’t be accessed remotely. But it’s more secure. Still, even data stored only on a local computer or drive can be compromised by a determined hacker who targets it when the machine is online, or if it is lost or stolen and falls into the wrong hands.

Orggit’s iPhone app

You could use InformationSafe on a PC that you never connect to the Internet, but you’d be unable to use the company’s optional backup service and could lose everything if the hard disk fails, unless you faithfully back it up locally.

Each product is divided into logical sections, such as finance, health, insurance, passwords, and so forth. Orggit has a simpler layout, with colorful icons and a quicker, easier way to download reports on what’s in your wallet and on your health data. InformationSafe has many more canned templates, but you can enter almost anything into Orggit as well.

Each allows you to type in your information using the templates, or to upload digital or scanned documents, such as a living will or the image of a driver’s license. Each also allows you to type notes on everything you store.

Orggit has a special health feature InformationSafe lacks. Once you sign up, you get a physical wallet card with a toll-free number that can be called by emergency or medical personnel to gain access to your vital medical information. This phone number also is displayed in the iPhone app.

Also, Orggit allows you to store separate sets of information for up to 10 family members or other people, who can share some or all of their information with each other. InformationSafe allows the entry of information about other people, but it is basically designed for a single user; and sharing, while possible, is more limited.

InformationSafe has a more staid look and feel, but it isn’t hard to navigate. However, its local and Web versions aren’t connected, are purchased separately and don’t synchronize with each other even if you have both.

You can get Web backup of the local version for a fee, but this backup isn’t visible from the Web. The company says it is working on this feature.

If you’re comfortable with digital storage, these two products offer an effective way to organize the details of your life.

Find all of Walt Mossberg’s columns and videos online, free of charge, at the All Things Digital Web site, walt.allthingsd.com. Email him at mossberg@wsj.com.

Learning About Everything Under The 'Cloud'

Walter S. Mossberg — Thu, 06 May 2010 01:05:12 +0000

The digital world loves to revel in its own jargon, and one of its most popular phrases today is “cloud computing.” You see the expression everywhere new uses for the Internet are discussed. But what do techies and companies mean when they refer to doing things in “the cloud”? They aren’t talking about meteorology, and all they see when they use the term—which is always singular—is sunshine, not rain.

[ See post to watch video ]

To help you navigate through the talk about cloud computing, here’s a very basic explainer. It doesn’t cover every detail current among Internet experts. But I hope it gives regular folks a better understanding of the “cloud” products and services being offered them.

At its most basic level, the “cloud” is simply the Internet, or the vast array of servers around the world that comprise it. When people say a digital document is stored, or a digital task is being performed in the cloud, they mean that the file or application lives on a server you access over an Internet connection, via a Web browser or app, rather than on “local” devices, like your computer or smartphone.

This isn’t a new idea. For years, there have been services that would back up your files to a distant server over the Internet or keep your photos online. And Web-based email programs, like Yahoo Mail or Hotmail, are familiar examples of cloud-based applications. These programs live on servers, not your PC, and you access them through a Web browser.

What’s changed is that, in recent years, large-scale Internet-based storage has gotten cheaper, so it’s possible for programmers to create more-sophisticated remote software, and the speed and ubiquity of Internet connections have improved. Also, some users have expressed a desire to share and collaborate in easier and richer ways than emailing files. Cloud-based services let many users view, comment on, and edit the same material. All this has given a boost to cloud computing.

On top of that, computers are changing in ways that make cloud services more desirable. Your little netbook may lack the huge hard disk needed to hold all your music or photos, but there are ways to keep this material in the cloud and access it at will. Your smartphone can’t run all the sophisticated programs, or store all the files, that your PC can. But, if it’s connected to cloud storage and cloud-based apps, it can do much more than its hardware specs suggest. And, with cloud file storage and apps that run on remote servers, you could conceivably travel without any computer. A borrowed PC, tablet or smartphone might be all you need to log in and do real work.

So, in recent years, a flood of cloud-based products and services have appeared to store and share files; to keep information on all your devices synchronized; and even to perform tasks like editing photos, or creating and editing long documents or large spreadsheets.

For instance, I wrote parts of this column in a private test edition of a cloud-based version of Microsoft Word that the company will release soon. In fact, Microsoft (MSFT) will be making its entire Office suite available free in the cloud. Google (GOOG) and others already have such cloud-based productivity suites. Another example: Many of the 200,000 apps for Apple’s (AAPL) iPhone are merely small programs that tap data or services stored in the cloud to provide everything from restaurant choices to driving directions.

There are other good examples. At Picnik.com, you’ll find an elegant, versatile cloud-based photo editor that can work on pictures from a wide variety of Web-based photo sites as well as those on your own hard disk. At Zoho.com, you’ll find a cornucopia of cloud-based apps that interact with both the Web and your local hard disk. You can track your finances using a cloud-based program called Mint, which is available from a PC browser, or from an iPhone or Android-based phone.

Of course, clever readers will have noticed that this trend toward cloud computing has an obvious flaw. If you aren’t connected to the Internet—or are saddled with a poor connection—you could be left high and dry when you want access to an important file stored remotely, or need to use a cloud-based program. Google, which is building an entire cloud-based operating system, and other companies have come up with ways to store some remote material on your local device. But these solutions aren’t yet comprehensive, so wise users will make sure that the tools and files they need most are still available on their devices.

Some products get around this by offering hybrid cloud and local services. One of my favorites in this category is SugarSync, which backs up key folders you select to the Web and synchronizes them to the hard disks on your PCs or Macs, so you always have the freshest copies handy, whether you have a connection or not. Another problem is privacy. Many of these cloud services have good security, but prying hackers are relentless and smart, so consumers should be careful about what they store in the cloud. You may not care if a family photo is swiped, but your Social Security number is a different matter.

Cloud computing is here, and growing, and quite useful. It will only get better and better.

Find Walt Mossberg’s columns and videos online at the All Things Digital website, walt.allthingsd.com. Email him at mossberg@wsj.com.

Kindle for Mac Better Than No Kindle for Mac at All

John Paczkowski — Thu, 18 Mar 2010 18:40:19 +0000

With Apple’s (AAPL) iPad scheduled to arrive at market in a few weeks, along with its iBooks e-reader, Amazon (AMZN) has preemptively launched a new beta of Kindle for Mac.

Quietly released this morning, the free app gives anyone running OS X 10.5 and above the ability to buy and read Kindle e-books on their desktops and keep their progress synchronized across Kindle apps on their iPhones and soon, their iPads–if they happen to own these devices.

The app is pretty sparse featurewise and lacks support for standard Mac shortcuts that you might expect to be built in, but it is a beta, and Amazon says it plans to enhance the app with more features (better get those rolled out by April 3, folks).

In the meantime, I suppose Kindle for Mac is better than no Kindle for the OS at all.

UPDATE: Ars Technica has a thorough overview of the app for those interested.

Mining Email for Contacts

Katherine Boehret — Wed, 15 Apr 2009 01:00:02 +0000

If you’re feeling guilty about how rarely you update your email contacts, you’re not alone. There are loads of people just like you who would rather not waste time cutting and pasting contact information from emails into digital address books. Instead, they search through email messages for the most up-to-date information, like phone numbers or addresses.

But it’s easy to delete or lose emails. Contacts in a digital address book are more permanent, and they synchronize with smartphones.

[ See post to watch video ]

This week I tested Gwabbit (Gwabbit.com), a tool that automatically hunts through your emails as you receive them, finding contact information that can be captured — “gwabbed” — and saved in your contacts. It starts on its own without prompting and uses pop-up notifications to tell you that a message has contact information you might want stored in your address book.

Gwabbit comes from Technicopia LLC and uses a pink Gwabbit Wabbit as its mascot, which adds a little whimsy to the dull task of saving contact information. Currently, it works only as a Microsoft Outlook plug-in, but Technicopia is working on a BlackBerry application that will come out at the end of May. Down the line, the company is planning products for the Mac and Web-based email services.

I started with the free version of Gwabbit, which lasts for 14 days or 20 Gwabbit uses, then upgraded to the paid version, which costs $20. Gwabbit’s accuracy — its ability to find the right information in an email and put it in the right field in an Outlook contact card — was usually reliable. The product works by looking for symbols, like “@” to designate email addresses or parentheses to indicate phone numbers, as well as where information appears in a signature.

In most cases, Gwabbit took only a few seconds to work, per contact. It wasn’t always perfect, but worked well enough to make me start saving a substantially larger number of Outlook contacts — and it updated my contacts that had old, outdated information.

Gwabbit installs with a few annoying features turned on. If you’re like me and you get a lot of emails from people you don’t know, Gwabbit’s notifications will pop up often, which could be irritating. If you turn the notifications off, you may not remember to use Gwabbit.

I found it irksome that Gwabbit installs its own promotion in every contact that it creates for you. If you used Gwabbit to make a contact card in Outlook, the notes field will be filled with an announcement that you used Gwabbit, including a Web link for the product — even in the paid version. Technicopia says that it will eliminate this in the next paid version of Gwabbit, which is due out in about three weeks.

Competitors to Gwabbit include the built-in contact grab tools in email clients like Microsoft Outlook (MSFT) and Apple Mail (AAPL). But these programs don’t automatically extract information from all email addresses the way Gwabbit does. Other third-party programs like Signature2Contacts don’t pop up automatically when an email contains information that you don’t have; instead, you must initiate extracting information.

When Gwabbit is downloaded and installed, it adds to Outlook its own toolbar, which can be hidden at will.

When Gwabbit’s auto-grab feature is turned on, a small bubble appears in Outlook when any highlighted email has contact information that isn’t saved in your address book — including people whose signatures have changed since the last time you saved them. The Gwabbit bubble takes a few seconds to appear, which Technicopia says allows enough time for you to read an email. But if you’re scrolling down a list of emails, this bubble will keep popping up for many different emails and can slightly slow down your ability to arrow down through the list.

When Gwabbit can’t find signature information in an email, it creates a bare-bones contact card for the person, and then gives you the option of highlighting the person’s signature block, from which to extract information for the contact card. In my experience, this problem occurred only a handful of times — usually when looking at a recent email in a string of messages back and forth, because Gwabbit couldn’t find someone’s signature buried within the correspondence.

If a Gwabbit notification pops up and you don’t want to save the contact information for the person who sent that email, you can hit an “Ignore this Contact” option in the notification. This sets Gwabbit so it never tries to save that person’s information again. If you want to save information but you’re in the middle of doing something else when the notification pops up, you can hit the “X” button in the notification bubble. This closes the notification but doesn’t ignore the contact in the future.

Gwabbit seems like a simple tool, but its ability to find contact information that you don’t already have — or that differs from what you already have — is a task that you aren’t likely doing regularly. So stop feeling guilty about your contacts and just gwab them.

Edited By Walter S. Mossberg

Email us at mossbergsolution@wsj.com. Find this and other columns and videos online free at the All Things Digital Web site: http://solution.allthingsd.com

Synchronizing Your Bookmarks on All Your PCs

Walter S. Mossberg — Thu, 05 Feb 2009 02:02:03 +0000

Lots of people now have multiple computers, at home and at work, and many use more than one Web browser. That makes it hard to keep bookmarks straight. If, for instance, you bookmark a Web site as a “Favorite” on your PC at work using Microsoft’s (MSFT) Internet Explorer, it doesn’t automatically show up as a bookmark in Apple’s (AAPL) Safari browser on your Macintosh at home.

[ See post to watch video ]

But I’ve been testing a new, free program, available now, that aims to solve this problem. It synchronizes your bookmarks automatically among all your computers, Windows or Mac, and across all the main brands of Web browsers — Internet Explorer, Safari and Mozilla’s Firefox. On PCs running Windows XP or Vista, it works with Internet Explorer and Firefox. On Macs, it works with Safari and Firefox.

The program is called Foxmarks, and it’s from a San Francisco company of the same name. The Foxmarks software has been around since 2006, but worked only with the Firefox browser — hence the name. Yet Firefox isn’t the dominant choice on either Windows or Mac. So the company decided to expand the product to Internet Explorer, which is the built-in browser on Windows (and thus No. 1 in the world) and Safari, which is the built-in browser on Mac.

This new version, available for download at foxmarks.com, doesn’t merely synchronize your bookmarks between copies of the same browser. It synchronizes them between different browser brands, even if some are running on Windows PCs and some on Macs.

In my tests, Foxmarks worked well, with a few minor caveats. After using it for five days, I now have exactly the same set of bookmarks (or Favorites, in Internet Explorer’s parlance), arranged in the same order, on multiple computers — Windows and Mac — in a total of 12 different copies of Internet Explorer, Firefox and Safari.

There’s a different version of Foxmarks customized for each of the three main browsers, but each talks to the same password-protected Web account, which contains the latest version of your bookmarks. When you add, delete, rename or rearrange any bookmark in any browser on any of your computers, the Foxmarks software sends the change up to the Web account. Then, the next time any of your other browsers checks with the Web account, it receives the change.

For example, in my tests, I bookmarked a Wikipedia article in Firefox on my Dell (DELL) running Windows Vista. Foxmarks then caused that same new bookmark to appear in Internet Explorer on the same Dell, and in both Firefox and Safari on my Apple Macintosh computer. And, on each machine, the new bookmark for the Wikipedia article was in the same location.

In another case, I changed the order of two bookmarks in the Bookmarks Bar in Safari on one of my Macs, and the same re-ordering was replicated on a Windows PC in the Links Toolbar of IE and in the Bookmarks Toolbar of Firefox.

If you don’t want exactly the same set of bookmarks on all your machines, you can set up different profiles with different bookmarks for your work and home computers.

You can access the password-protected Web site containing your bookmarks from any PC, even if it isn’t one of yours, and can view a customized version of this site via the browser on an iPhone or other smart phone. You can even set up a mobile profile that will show you just a subset of your bookmarks in your phone’s Web browser, though you can’t sync bookmarks to and from a phone.

From the Web, you can alter your bookmarks, and these changes will then be pushed down to the browsers on your computers. You also can share bookmarks with others via email or an RSS feed.

There are other Web-based repositories of bookmarks, notably a service called Delicious. But none that I know of automatically synchronizes bookmarks among browsers and computers, which is the main function of Foxmarks.

Foxmarks has another feature: It can also sync stored passwords for Web sites you frequently visit. But this trick works only in Firefox, and in my tests didn’t work properly all the time.

The software has a few other limitations and glitches. The Internet Explorer version is still labeled a beta, or test, version because it still produces occasional syncing errors, especially in Vista. That was true in my tests, and I’d be wary of using it with Vista, though it performed solidly in Windows XP. It works reliably only with Internet Explorer 6 or 7, not the pre-release version of Internet Explorer 8, which the company isn’t yet supporting.

On the Mac, Foxmarks works only with the current Leopard version of the operating system and the current version 3 of Safari. It doesn’t work with the Windows version of Safari.

And syncing isn’t instant. It can take as long as an hour for each computer to check with the Web site and get the changes.

The company plans to keep Foxmarks free, but is hoping to make money from future, unspecified products.

Foxmarks is a clever, well-done product that can help users of multiple computers and multiple browsers to keep their Web lives in order.

Find all of Walt Mossberg’s columns and videos online, free, at the All Things Digital Web site, walt.allthingsd.com. Email him at mossberg@wsj.com.