Online Storage

A few years ago online storage for your digital files was a very expensive option, but more recently it has become a more affordable proposition, with more companies offering 2GB or more of storage to individual users for free, and larger space options at more reasonable prices than ever before.

So what is online storage all about?

Think of it as the digital version of a safety deposit box at your bank. You might rent a safety deposit box to store something valuable; it's safer than at home and it's offsite. The best strategy is to keep a copy of valuable paperwork at home and the original at the bank. Of course nothing is foolproof and a bank can burn to the ground, but in general you trust that the bank vaults have better protection than your home filing system.

This same strategy applies to your digital files. A company that specializes in online storage solutions will have extra safety features, backups, and security to keep your files safe. Again, nothing is foolproof,  but if you keep a copy of all your important files on an online storage server you can still retrieve those files if you lose those on your home computer for any reason. Those reasons could include computer failure or virus, theft, or a disaster like fire or flood.

For all of us the systems we will actually use are generally those that are the easiest and least time consuming.

There are many companies offering online storage, both free and premium paid options. The ones that have been around for a while have developed some useful options;  integration into file explorer, apps for tablet users, and file and folder sharing options for example.

There are solutions geared to home users and businesses. I will be talking about the basic home user.

Among the most well known and well developed solutions are:
• OneDrive (Microsoft)
• Google Drive (Google)
• iCloud (Apple)
• Dropbox
• Box

You can use some or all of these. I have an account with all of these and use them for different purposes.

The ones I use daily are Dropbox and OneDrive
The latest subscription based version of Microsoft Office, Office 365,  comes with over 1TB of storage per user, which makes it a bargain.

I linked my computer to OneDrive and I make it my default folder for documents, pictures, videos and the like. Whenever I create or edit one of those files on my computer it automatically begins to upload a copy to my OneDrive storage space online.
I have a OneDrive app on my tablet and phone too, so I can easily access those same files on all devices.

I have also downloaded the Dropbox program for my PC, and the Dropbox  app for my tablet and phone. When I manually place a file in the Dropbox folder those files are uploaded to my Dropbox and I can access them from my tablet or phone, useful for transferring files among devices. Dropbox also offers easy folder sharing options so you can very easily share files with a family member, friend or co- worker.

Google Drive integrates well with my Google apps so I will use that too.

If you would like to know more about how to use these options and how to set them up, I can go into more detail in person with my clients,  or ask a trusted tech savvy friend or family member.

What are the main advantages of online storage:

• Offsite backup.
You can back your files to a local external drive but a fire or flood or theft could result in loss of both computer and backup drive.

• Ease of transfer between devices, especially useful for tablets and phones.

• Ease of transferring large files to someone else when those files are too large to email.

• Automated Backups.
When set up correctly backups of files can be automated, great for those of us who forget about backups until it's too late.

For those using iDevices;  iPhones and iPads, iCloud is an important backup tool. Just be sure you check your options in settings to know what it is backing up for you.

Check out all the free options available from the trusted online storage providers.

I have one Google Drive set up to simply store my photos.
I manually uploaded them all, which initially took a while, and I add to it when I have a new folder of photos that I want kept safe. I don't use that drive for anything else and I only need to access it when add photos. However I have not needed more than the free space, so why not?

Online storage options are more affordable than ever. Initially it might take a little of your time set them up but it can be well worth the effort. After the initial set up maintenance is much less time consuming.

So if you are not using any form of online storage, this may be a good time to check it out.
If you are coming to this blog because you know me, you can always ask me for help.

Don't fall for hoaxes and scams

The internet can be an incredibly useful tool for information and tech support.
Many of us can't imagine life without email or the conveniences of services such as online banking.
However as always it's wise to keep your wits about you to ensure that you don't fall victim to the numerous hoaxes and scams that also exist in the online world.

A hoax can be as simple as misinformation, or out and out lies,  passed around in emails which urge the reader to “pass this on to all your friends” At worst you will feel embarrassed when you realize it wasn't true, and will have to eat humble pie when you have to backtrack and email all those friends again.

The best rule for all those emails is to simply not pass on any information that you haven't personally researched.

At the other end of the scale are true scams. These are designed to trick you into giving out personal information, such as user names and passwords for email accounts, bank accounts, or other accounts such as your Apple ID (which would give someone an opportunity to purchase music, books, apps, movies and TV shows in your name)

Often these emails say you need to update your info and ask you to follow a link to do so.
Some might suggest that you have made purchases. If you want to dispute those purchases you can follow a link to log into your account.
In all those cases you are basically being tricked into giving out personal information.

The easy rule to follow is this: No matter how legitimate the emails might look, you NEVER follow links in emails to a site where you would input your user name and password. Your bank will not ask for this info in an email, and neither will any company such as Apple or Microsoft.
Also you will not receive information about tax refund in an email.
If you really want to check if something is legitimate DON’T use the support emails or phone numbers in the email.

A good habit as you learn about scams is to use your search engine of choice (such as Google or Bing) to type in a few key words of the email you received,  and add the word hoax or scam. You will quickly realize that it is a known scam. Before long you will simply know to just delete those emails.
Also start to pay attention to the differences in legitimate sites that ask for personal info ( like your online bank site) Those sites will use https:// in the address. That stands for secure, and you should also see a padlock symbol. Without that security certificate it's likely a phishing site – one cleverly designed to look like the real thing.

Also watch out for those phone calls purporting to be from Microsoft telling you that you have a problem on your computer but that if you allow them access to your computer they will fix it for you. They will certainly find “something” and charge you a princely sum to remove it.
Remote access is a useful tool for tech support but you need to really trust someone before you allow that.

As you surf the web, you may also encounter a hoax pop up web page warning you that you are infected with a virus. Those pages can be hard to close. Using CTrl-Alt –Del ( or the faster Ctrl – Shift – Esc) to bring up the task manager can sometimes help. If necessary restart your computer.
Run a malware software scan afterwards just to be certain, though likely it will have just been a rogue web page.

New hoaxes and scams appear regularly. Learn how to search for information about scams. You can get some good info from sites such as www.snopes.com, but be sure to go there directly, not from a link in an email.

Learn how to hover your mouse cursor over a link, or on a tablet,  tap and hold on the link, so you can see where the link really leads to ( I can help you with this if it's not something you are familiar with)

Here are some basic rules to follow::

Don't pass on emails with information you personally can't vouch for.

Don't follow links in any email that will take you to a site asking for personal info.

Don't allow anyone remote access to your computer unless you personally know and trust them.

Make sure all real secure sites have https:// in the address bar

If you have any doubts about the legitimacy of an email DON’T act on it. You can ask for help, or do some personal research. You will usually need to just delete it.

Using KeePass for passwords

Using KeePass for Passwords

Ditch the little black book!

Let’s face it passwords are a pain to remember

Most people end up with a notebook full of handwritten cryptic notes; crossed out, changed, scribbled over, squinted at (what does this say??)

It isn’t practical and it isn’t secure

So I want to introduce you to a little program called KeePass

It isn’t the only program of its kind out there, but it has a few advantages

·       It’s free

·       It’s portable (meaning it doesn’t need to be installed, you just run from the location where you put its files)

·       You can put it in a usb drive, or Dropbox* or other online storage.

·       I use it myself, so I can help you from personal experience J

*I use Dropbox and I’ll explain why later in this info sheet

 Where to get it

http://keepass.info/download.html

Choose the professional edition 2.XX. At this writing the latest version is 2.31. You want the portable option

You will download a zipped file that contains all the files you need to get started.

Unzip those files to a directory of your choice. I unzipped mine to a folder in my Dropbox Directory. You can also unzip them to a USB Flash drive or just a folder on your PC. (Again I’ll explain the Dropbox option later)

Run the exe file

You will be presented with a new database. It’s all customizable

Even if your database came with pre-set groups you don’t have to keep them. You can simply right click on any entry or any group and Delete and entry or delete a whole group. You want to customize this database just how it makes sense to you.

You will start by creating a new database

Click the New icon or CTRL N

Name the database and pay attention to where you save it ( I save mine to the folder in Dropbox where I saved the program)

You will give it a master password

Now you add entries for all your various passwords. You can Group these into Groups

Under the edit menu you can add a group or add an entry

Try adding a group first – let’s say “Online Shopping”

Your new group will be added under whatever is highlighted in blue, so if you want a sub group under ‘General” for example make sure that is clicked so it highlights in blue. If you want it as a Group alone not as a sub group of anything just click to highlight at the very top where the name of your database is.

You can also add Groups and entries by right clicking. Right clicking on a folder gives you the option to add a new sub group

Right clicking within that group gives you the option to add an entry

(If read this and follow along with the program open it will all become clear!!)

Click on your new Group (eg Online Shopping) Right Click in the white area on the right

Once you have put in all the info click ok

That entry will now be remembered as long as you choose File, Save, before closing KeePass

If you have a long list of handwritten passwords it may take you awhile to input them all into Keepass but it will be worth it in the long run.

By default, when you see the entry the password will be hidden under asterisks and you have to open the entry to view it. I like to just see the password. To change that option, click the View menu and choose Configure Columns. The option is right at the bottom.

Uncheck the box if you don’t want the password to be hidden by asterisks

 Now let’s talk about Dropbox

Since Dropbox is online my KeePass Database is not on my home PC

I store the program in a folder in Dropbox

When I initially save the database I create (you can save more than one database – so one for each family member if you like, or one for personal and one for business)

I save it to that same folder

There is an app (android or iOS) free in the app store (Apple) or Google Play Store (Android) The one for Apple is called MiniKeePass. I believe the android one is called  Keepass2Android*

*I haven’t tested the Android one so I can’t speak for it

On your iPhone or iPad if you have the Dropbox app and the MiniKeePass app installed:

Open the Dropbox app

Navigate to the folder that you stored the database file in. It will have the name you gave it and end in .kdbx Click to open it. Dropbox will say it can’t preview it but you can choose the “open in” option and from the list of apps choose MiniKeePass

Now your database is available to view on your mobile device!

Your KeePass Database is locked with a master password that you are asked to create when you set it up. You DO need to remember that password.

 If you have a really bad memory create a document with a HINT (only a hint that will make sense to you!!) and store that in Dropbox too

This all may sound confusing but if you download the program first, follow the prompts, and read this guide with the program open, you will see that it’s not too complicated.

You can also check YouTube for tutorials (I searched for KeePass 2 for beginners but try searches with various wordings)

Look for ones that are fairly current as the program has been around for a while and older tutorials may not be as relevant to the newer versions

Once your Database is created you can put a shortcut to the program on your desktop, in the taskbar, in the Windows 10 Start menu, on your iPad home screen -  anywhere and everywhere that makes it easy to access. If you forget a password it’s quick to open KeePass, input your one master key and all your passwords will be there for you, all organized and easy to find.

It’s like that little black book, but digital, secure, and always with you (and no illegible, handwritten, crossed out, or chicken scratched entries J)

If you don’t use Dropbox, but keep the database on your PC, back it up often so that you don’t lose it.

I back mine up once in a while even though it is in Dropbox, but I’m fairly paranoid!

If you change a password for something, remember to update that entry in KeePass

One more tip:

If you want to input a password from KeePass into say a website form, you can copy and paste it from KeePass, which can be helpful for longer password. Some sites don’t allow that but most do.

If anyone would like to use this program and would like a hands on tutorial I can do a LogMeIn session with you, or a home visit, or phone support

This may sound daunting but once you start using it you won’t look back!