Synchronize folders on different computers. How to solve the problem of file synchronization
File synchronization is the process by which two or more folders contain . When you add, delete or change a file in one folder, during synchronization it will be added, deleted or changed in all other folders.
In other words, the file synchronization mechanism is designed to work with data from different workstations synchronously, without using removable media– flash cards or disks.
The actual result of file synchronization is that the same version of a file with the most recent date it was created or modified is synchronized across all synced folders.
How to synchronize files and folders?
The essence of file synchronization comes down to registration on one of the so-called cloud services, allowing you to synchronize files, and then move user data to the server of such a service.
Currently, there is a rapid development of cloud services, which, in the fight for users, provide a variety of Additional services. On average, services offer up to 10 GB of free cloud space for file synchronization. This volume is quite enough to store the most important information.
The most popular services data storage options are Dropbox, SkyDrive, Yandex Disk, SugarSync, Cloud Mail.ru and Google Drive.
In order to synchronize all devices, you need to install a special program on each of them, which can be downloaded from one of the services. This program will create a user folder in which all documents will be stored. They will be uploaded to a special storage on the Internet, from which they will be available to the user anywhere in the world.
Using synchronization, you can ensure the identity of files on different devices, which are connected to the same cloud service. For example, if information changes in one of the files on the server, this file will automatically be updated on all computers connected to the synchronization service.
Benefits of data synchronization
The main benefit of synchronization is data protection. Even if the computer breaks down or the flash card is lost, the documents will be kept safe on the server.
Synchronization also opens up new opportunities for easy file sharing between users. To do this you need to send a link to required document, after which it will be available to another user.
Another key benefit of data synchronization is the ability to work with the same information across devices without having to worry about constantly moving it around.
Folder and file synchronization programs help you keep updated copies of files and folders in different locations. These may be different computers, network drives, USB drives or online storage. While synchronization utilities can be used as simple remedy to create backup copies (so-called one-way synchronization), their real purpose is to maintain identical sets of files and folders in several places.
An example would be maintaining current versions the same files on several of your computers that you use at different times (two-way synchronization). Folder synchronization utilities keep track of which files you have created, changed, or deleted. And, accordingly, they make these changes in other places.
Criteria for evaluating synchronization utilities:
A good synchronization utility should be able to do most of the following.
- Supports two-way file synchronization.
- Must be able to copy any folder or file, even if it is in this moment time are used by other programs.
- Correct handling of conflicts. An example of a conflict would be changing the same file in two different synchronization locations.
- Keeping records of file deletions.
- Detection of the fact of file renaming.
- Support for filters and rules for fine tuning synchronization areas. An example would be to exclude certain file extensions from the synchronization process.
- Preview of all changes being made with the ability for the user to override any actions.
- Task scheduler and the ability to automatically detect and start synchronization when a synchronization location becomes available (for example, you inserted a flash drive).
- Maintain synchronization as on local machine, and on the network (for example, network folders).
There are many contenders in this class of programs, but only a couple of them meet most of the criteria.
Review of free programs for synchronizing files and folders
FreeFileSync file and folder synchronization program is the best choice
Allway Sync
| Large set of filters and rules. FTP support. | ||
| Monthly copying limit is 40,000 files. No copies locked files. |
If you have ever worked on multiple computers, then you have probably encountered the problem of file synchronization. You suddenly need the files you work with in the office at home, and the files you left on your laptop are very necessary on your tablet or smartphone. If you actively use several computers, then such troubles happen regularly. In such a situation, the question arises of how to synchronize folders on different computers.
You can come up with a large number of ways to synchronize files on different computers. But, most of these methods are quite complicated with technical side. Regular user will not be able to use them without the help of an experienced system administrator. In this article we will describe the easiest way to synchronize files on different computers.
For synchronization we will use . Therefore, the first step is to register a Google account. To do this, follow the link and fill out the registration form.
If you already have Google account, then you can skip this step.
In this article we will look at how to create a backup copy of your files and keep it up to date, as well as how to synchronize files between several computers using one of best programs FreeFileSync.
1. Why do you need backup?
Backup your files, such as personal documents, photos and videos, will protect them from loss as a result of accidental deletion, operating system failure, viruses or damage hard drive.
Remember! If you don't back up your files, sooner or later you will lose them!
Another purpose of backup could be to sync your files across multiple computers. For example, you may work with the same files at home and at work, and you want files to be updated on both your home and work computers as they are changed, created, or deleted.
Also, regularly backing up your files will make it much easier to restore your computer in the event of a failure. All you need to do is restore the image operating system, and all files are already securely stored in a backup copy and you do not have to spend a lot of time and effort to restore them.
2. Installing the FreeFileSync program
You can download the FreeFileSync program in the “” section.
During installation, you can select the “Local” or “Portable” version, which can be carried on a flash drive if, for example, you cannot install “Local” on your work PC.
After installation, two shortcuts are created: “FreeFileSync” is the main program and “RealTimeSync” is a utility for real-time synchronization.
3. Where is the best place to store backups?
Before we begin describing the FreeFileSync program, I want to say a little about where it is better to store backups.
The most reliable and convenient storage will be backup copies on an external hard drive.
An external drive can also be used for storage. Not only will you save your valuable documents, photos and videos, but you will also be able to quickly restore the system in the event of a failure.
The disadvantages of storing backups on a flash drive are that its capacity is very limited, the flash drive is easy to lose, and it can often require a lot of space to transfer files. In addition, flash drives are highly susceptible to failures and virus infection.
CD/DVD discs are also unreliable media, as they are susceptible to damage and, even if they just lie in place, become unreadable over time. In addition, it is problematic to regularly update files on disks.
You can store a backup copy of your files on another hard drive on your computer. But if there is a power failure, then everything can fail hard disks. Therefore this is also not recommended.
It is unacceptable to store a backup copy on another partition of the same hard drive, since if the drive fails, the backup copy will also be lost.
In general, don’t skimp and buy external hard disk connected via USB (preferably USB 3), by local network(Ethernet) or store a backup copy on another computer or laptop.
If your files are very valuable and their loss would cause unacceptable damage, then store the backup copy in another location or on a server on the Internet (cloud storage). This way, in the event of a fire or other natural disaster, your data will remain intact.
It is better to store important confidential data in encrypted form using a password, so that theft or loss of the media does not lead to disclosure or illegal use of confidential information.
The main condition for the safety of files is the constant availability of their copies. As soon as one of the copies is lost, restore it as quickly as possible.
4. Backup folders
The first backup can be created by simple copying folders with files to an external drive, a network folder or other selected media. But it is better to immediately use the FreeFileSync program, as it creates its own database to track file changes.
4.1. Selecting folders for backup
Open the program, add folders with your files in the left pane, and in the right pane select the folders in which you want to save backups.
To add another pair of folders, use the plus icon “+”, to search for a folder in Explorer, use the “Browse” button. You can also enter folder paths in whole or in part manually, copy and paste paths and folder names into the required fields. If the folder you want to back up to does not already exist, it will be created the first time you create a backup.
For example, I created a “Backup” folder on the disk of my second home computer “HOME-2” and opened access to it over the network for reading and writing. This is where backup copies of my files are stored.
Choose the most suitable for backup important files. It is possible to make backup copies of folders with movies and music that can always be downloaded from the Internet, but if they take up a large amount of space, this is usually not advisable.
4.2. Selecting a backup mode
Select the Mirror backup mode and click OK.
Make sure the Synchronize button is set to Mirror mode.
In this mode, when backing up, folders on the right will be brought into exact correspondence with folders on the left. Changed files will be replaced, new ones will be added, deleted files will be deleted.
4.3. Comparison of reserved folders
Before starting a backup, you must first compare your folders with the backup folders. To do this, click the “Compare” button.
If this is your first backup and you have not created empty folders for backups, a message will appear indicating the folders that were not found.
Please note that these errors may be caused by an error in the path to the main backup folder (in in this example“Backup”) or lack of access to another computer over the network (in this example, “HOME-2”).
After comparing the folders, you will see a list of files being copied, updated and deleted and their total size.
The first time you back up, you will only have files that are being added; the next time you back up, you will see files that are being updated and deleted, depending on the changes you made. Renamed files will be deleted from the backup and files with a new name will be copied in their place.
4.4. Creating a Backup
Make sure that the result of the comparison, the expected actions and the volume of copied files look plausible and click the active button"Synchronize".
A message will appear again warning about the actions being performed, in which you need to confirm the start of the backup with the “Start” button.
Depending on the size of the files, the speed of the external drive or the local network, the backup process may take different times. But the program itself does it as quickly as possible.
The first backup may take a long time if there is a large volume of files. All subsequent backup updates take significantly less time. The backup ends with a success message.
During the backup process, problems may occur. various errors and warnings. Most of them are not essential (for example, some service or temporary file cannot be copied). Make sure that the error is really not significant and click the “Ignore” button.
5. Folder synchronization
Folder synchronization may be necessary if you work with the same files on several computers, for example, at home and at work. In this case, to ensure that the files are the same everywhere, you can use an external drive or flash drive for synchronization.
Transcend JetFlash 790 8Gb
5.1. Selecting folders to sync
Open the program on your computer with latest version your files. In the left pane, add folders with your files, and in the right pane, select folders on your external drive or flash drive that will be used for synchronization.
When synchronizing files between multiple computers, it does not matter which folders are on the right and which on the left. But to avoid confusion, I recommend that you always select files that are on your computer on the left, and files that are on an external drive or flash drive on the right.
To add another pair of folders, use the plus icon “+”, to search for a folder in Explorer, use the “Browse” button. You can also enter folder paths in whole or in part manually, copy and paste paths and folder names into the required fields. If the folder you want to use for synchronization does not exist, it will be created during the first synchronization.
Store often mutable files in separate folders (for example, Documents) so that they do not get mixed up with large immutable files (for example, movies). Then synchronization will require significantly less time and space on an external drive or flash drive.
5.2. Selecting the synchronization mode
Now go to the synchronization settings using the gear icon next to the Sync button.
Select the synchronization mode “Both directions” and click “OK”.
Make sure the Synchronize button is set to Both Ways.
In this mode, when synchronizing, folders located on the left and right will be brought into exact correspondence. In this case, all changes on both sides will be taken into account. Changed files will be replaced, new ones will be added, deleted files will be deleted. To do this, a database is used, consisting of special service files that the program creates in each synchronized folder.
Thanks to the database, you can make changes on several computers independently of each other, and even on the external disk or flash drive itself, using some other computer that is not involved in synchronization. During the next synchronization, the program itself will determine which changes are the latest and gracefully bring folders with files to the final version, even if you missed previous synchronization and have already forgotten which computer and which files they changed. The program will accurately determine this itself using the database.
5.3. Comparison of synchronized folders
Before you start synchronizing, you must first compare the folders on your computer drive with the folders on your external drive or flash drive. To do this, click the “Compare” button.
If this is your first synchronization and you have not created empty synchronization folders on an external drive or flash drive, a message will appear indicating the folders that were not found.
Click the "Ignore" button.
Please note that these errors may be caused by wrong letter drive (in this example “F”), since the letters can sometimes change, or problems with connecting an external drive or flash drive (for example, bad cable or lack of nutrition).
After comparing the folders, you will see a list of files being copied, updated and deleted on both sides and their total size.
The first time you synchronize, you will only have files that are being added; the next time you synchronize, you will see those that are updated and deleted, depending on the changes you made. Renamed files will be deleted and files with a new name will be copied in their place.
5.4. Start synchronization
Make sure that the result of the comparison, the expected actions and the volume of synchronized files look plausible and click the “Synchronize” button that becomes active.
A message will appear again warning about the actions being performed, in which you need to confirm the start of synchronization with the “Start” button.
Depending on the size of the files, the speed of the external drive or flash drive, the synchronization process may take different times. But the program itself does it as quickly as possible.
The first synchronization with a large volume of files may take a long time. All subsequent synchronizations take significantly less time. Synchronization ends with a success message.
Various errors and warnings may occur during the synchronization process. Most of them are not essential (for example, some service or temporary file cannot be copied). Make sure that the error is really not significant and click the “Ignore” button.
5.5. Sync on another computer
To synchronize folders on another computer with an external drive or flash drive, you need to install the FreeFileSync program on it, configure and perform synchronization on it in the same way (section 5.1-5.4).
Also, when installing the program, you can select the “Portable” version and install the program on an external drive or flash drive, which will be used for synchronization. It is recommended to use this method if it is not possible to install the program on another computer (for example, at work).
6. FreeFileSync program settings
The program has a few settings and they are all quite clear and useful.
The program remembers the latest folders for synchronization. But it’s still better to save the synchronization settings to a file using the “File/Save” menu.
Using the File menu, you can create a new configuration or open an existing one. Thus, you can create several different configurations, for example, separately for backing up files on a second home computer and separately for synchronizing documents using a flash drive with a work computer.
If you select "Save as batch job", this file can be used for manual start backup, folder synchronization, or specify it in the scheduler for automatic scheduled backups.
If you plan to run a batch job automatically according to a schedule, then when saving you can set error handling to “Ignore”, the “Run minimized” checkbox, and the completion action “Close the process window” or “Turn off the computer” (for backup at the end day).
The settings file and batch job have corresponding icons and can be launched without opening the main program.
6.2. Compare, filter and synchronization settings
From the “Actions” menu you can go to “Comparison Settings”, “Filter Settings” and “Synchronization Settings”.
In the comparison settings, you can set “File content” instead of the “Date and file size” mode, but this is not recommended, as it will greatly slow down the speed of the program.
In the left panel, you can select folders and set comparison settings for each of them individually. It is also possible to enable copying of symbolic links if you know why this is needed.
In the filter settings you can exclude separate files and folders from backup.
For example, if your D:\Documents folder contains a Videos folder with large files, which you have already copied somewhere, then to exclude it from synchronization you need to add the line “D:\Documents\Video\” to the “Exclude” section. If you want to exclude from the backup copy all installers of programs that can be downloaded from the Internet, then add the line “*.exe” to the “Exclude” section.
In the left panel, you can select folders and set filter settings for each of them individually.
Using the fields on the right, you can filter files unnecessary for synchronization based on the time period from their last change and size. This way you can weed out, for example, files that are too old and too large.
Synchronization settings
Synchronization settings are the most important, the most useful, and allow you to have flexible control over the process of creating backups or synchronizing folders.
The following synchronization options are available.
| Round trip | Used to synchronize folders between multiple computers. The folders on the left and right are brought into full compliance using the change database. Files are copied and deleted in both directions. |
| Mirror | Used for backup. The folders on the right are fully consistent with the folders on the left. Files are copied only from left to right; files deleted on the left are also deleted on the right. |
| Update | New and changed files in the folders on the left are copied to the folders on the right, but files deleted in the folders on the left are not deleted from the folders on the right. This may be necessary when you need to save old files in a backup copy. |
| Selectively | Allows you to customize your own rules synchronization when new, changed and deleted files both left and right. Can be used to solve some specific problems. |
In all modes, except for “Both-Way” synchronization, you can set your own rules for new, updated and deleted files.
There is also a “Detect moved files” option, which is useful if you often clean out folders. In this case, the files will not be copied again, but will simply be moved to the copies.
Just below you can configure the settings for deleting files - “Delete permanently”, “Add to Trash” or “Archive”.
By default, files located on hard drives, are removed to the trash. If you make a mistake with the synchronization settings and some necessary files are deleted, they can be restored.
Files on flash drives and network folders are not deleted to the trash. They can only be restored using special programs to recover files. If you make a mistake, then do not do anything with the flash drive or disk until you recover the necessary files from them.
When you select the “Archive” option, the files will not be deleted, but will be moved to the user-specified folder.
If you need to synchronize a large amount of data and there is no way to control the process, then it is recommended to set the “Error Handling” option to “Ignore”. You can also select the desired action to complete synchronization, for example, turn off the computer.
Synchronization settings can also be set for each separate folder by selecting it in the left panel.
6.3. Other settings and tools
From the “Tools” menu, you can go to “Settings” of the program itself, change the “Language” of the interface, “Find” files and folders in the comparison results, “Reset the location” of all folders and “Export a list of files” to a text document.
By default, “Fault-tolerant file copying” is enabled in the program settings, which makes backup or synchronization more reliable.
You can enable “Copy blocked files” if such problems occur. The “Copy DACL, SACL, Owner, Group” option allows you to copy file permissions if you have set such restrictions and want to save them in a backup copy to restrict access to them or later restore files along with security settings.
I do not recommend experimenting with security settings, especially file encryption, for inexperienced users. This may lead to irretrievable loss access to files in the event of a system failure or user error.
“Automatic retry on errors” allows you to set the number of attempts to copy files and the interval between attempts in case of temporary problems with the network or media.
Below are the customization rules context menu for experienced users with links to examples of their use.
Show button hidden windows again” restores displays that you previously disabled using the “Ignore subsequent errors” checkbox.
The “Default” button returns all program settings to their original state. Use it when you are not sure that you have configured everything correctly.
Well, don’t forget to confirm all changes made with the “OK” button.
7. Real-time backup
Here we will look at additional utility RealTimeSync, which is installed along with the main program and is used for automatic synchronization.
Open the utility using the RealTimeSync shortcut on your desktop or START menu, go to the File menu and select Open.
Leave in the “Folders for monitoring” section only folders with files on the computer disk, and delete folders with a backup copy on an external drive, flash drive or local network.
Set the time in seconds after which you would like to check folders for modified files. For example, by setting 3600 seconds, folders will be scanned every hour from the start of monitoring. All that remains is to click the “Start” button, the program will minimize to the system tray (in the icon next to the clock) and begin monitoring the folders.
If during the next check in specified folders file changes will occur, the program will start the synchronization process, which will end with the display of the corresponding window.
If the “Run minimized” checkbox is checked in the batch job settings, this message will not be displayed and synchronization will be performed in silent mode.
If, at the time of detection of changes in folders, the utility will not be able to access external drive, flash drive or network folder with backup copies, a corresponding message will appear.
If in the batch job settings the “Error Handling” option is set to “Ignore”, then this message will not be displayed and synchronization will occur when access to the device with backup copies is resumed.
Among the advantages of the RealTimeSync utility, one can note the ease of its setup and use, but it also has several disadvantages. Firstly, you need to launch it manually or set up startup yourself along with Windows (for example, by copying the shortcut to the “Startup” folder in the “START” menu). Secondly, it does not allow you to set a flexible schedule for synchronization. And thirdly, sometimes synchronization does not work.
8. Scheduled backups
As an alternative to the RealTimeSync utility, you can use the "Scheduler" Windows jobs", which does not have all the listed disadvantages and has more flexible capabilities.
Go to “Control Panel\System and Security\Administrative Tools” and select “Task Scheduler” or “Task Schedule”.
Select "Create a simple task."
Enter a meaningful name for the task and click on the “Next” button.
Select how often you would like to back up.
Then, be more specific about the day and time that your computer is likely to be turned on to sync. For example, every Friday at 17:00.
Select an action for the Run a program task.
Click the Browse button.
Select the batch job file created in FreeFileSync.
Click the "Done" button.
Now files will be backed up exactly on the appointed day and time. If the computer is turned off at this time, the task will be completed the next time it is turned on. Just make sure that the backup media is available at the right time.
You can delete or change backup settings at any time in the Task Scheduler Library.
The batch job file itself can also be changed at any time, regardless of the scheduler, using the FreeFileSync program.
You can also create an unlimited number of batch sync jobs and scheduler jobs with the most various settings and backup plans.
That's all, store your files on reliable media and do not neglect backup.
9. Links
Below you can download full version programs for backing up and synchronizing files.
Hard drive Transcend StoreJet 25H3 2 TB
Hard drive Transcend StoreJet 25M3 1 TB
Hard drive Transcend StoreJet 25M TS500GSJ25M 500 GB
About two years ago I gave birth to a project - small program a client that can be installed on any device and simply synchronizes files.
For example, you could specify that documents would be synchronized between your home and work computers. Music and books between the home computer and phone. Backup between home computer, work computer and server. This program could also control the subsequent distribution of any file on the system. That is, you, as the owner, could always find out the history of the file: copying to a flash drive, to another computer, by email, etc.
Then I almost already received funding, but the investment fund with which I worked at the last moment demanded a serious share in the business. And I decided that the game wasn’t worth the candle. And then somehow there was no time for that.
Yes, you say, there is cloud storage and why is it needed when there is Yandex.Disk, Dropbox and a bunch of cloud file storage services. Well, it’s just not always acceptable and convenient. Minuses:
1. You trust your files to a third party without any guarantees. (I’m not paranoid, but you wouldn’t leave your intimate data in such a storage facility)
2. To access them you need the Internet. And this in Russia is still not always possible with the required speed.
A holy place is never empty and the BitTorrent company released something similar, but in a stripped down form. Their program simply syncs files between different platforms and systems as soon as they went online or found themselves within the same subnet. Unfortunately, you cannot flexibly configure synchronization rules, but there is an excellent client that is administered through either a native interface (WIndows, MAC OS X, Android, iOS) or a web interface (*NIX).
I no longer go to my mobile phone for photos, documents and music, and I don’t go to the server to get a rarely updated backup.
IN home computer there are several folders:
Telephone
Server
General
Auto
To put something on my phone, I just copy required file to the "Phone" folder. It will appear on my phone in a few seconds
To exchange documents with the guys at work, I put them in the general folder. And after a few seconds, this file will appear for all the people I need - locally and not in the cloud.
In the car, as a media center it stands Google Nexus, via 3G looks at the Internet. On my home computer I put navigation maps and music into the Auto folder. Everything is automatically folded into the car. I take interesting moments from the Auto/recorder folder filmed videos recorder (the device in the car is always online).
Saves a lot of time.
We wish BotTorrent success in the development of their wonderful project.
Download.
Available on Google Play Market and Apple AppStor. I think it will appear soon mobile version Windows.
PS
Thanks to Murin Sasha for the tip)