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Backing up: Best Practices

Backing up: Best Practices

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By Aysë Stenabaugh

First things first, if you are storing your important data in only one storage location, your data is 100% at risk. The golden rule is to always have your important data in two places. Keeping this in mind, if one storage medium fails or is compromised, having a second backup gives you time to replace the failed device with minimal downtime and no data loss.

With so many different backup options available users can find themselves overwhelmed and confused as to which options are the best. No matter which option you choose; you will want to make sure that whatever data is most important to you is being stored in both places. One option involves storing your backup on a physical storage medium which can include CD’s or DVD’s, flash drives or an external hard drive. Another common and increasingly popular method is Cloud storage. There are advantages and disadvantages to either option with some users opting to use both physical and cloud storage options together. Read on to discover what solutions might work best for you.

Physical Backups can include a variety of storage mediums. Using CD’S or DVD’s for data backup is not ideal since they can be damaged easily if not stored properly and, compared to a flash drive they take up a lot more space while having less capacity. Flash drives have gotten less expensive and can be a convenient and affordable option to backup data. Users should use caution though, flash drives can and do fail and they can break especially when being transported which often makes them better for short-term data storage.

This leaves External hard drives as the recommended long-term physical storage medium. If setup properly, you can use software to back up your computer on a set schedule. Some backup software can even create a system image which will back up your entire computer including programs and files for easy restoration. If you are manually storing your data files its important to verify that you are backing up all of the data that is important to you. Some program data such as saved bookmarks and passwords may not be backed up by a standard file backup.

Users will find two options for external hard drives: Mechanical HDD’s or SSD’s. Mechanical HDDs are still most common for external drives, but SSD external drives are decreasing in price and are becoming more affordable. Still, SSD’s wear out based on the amount of data that is stored over time so while they are a good bit faster mechanical HDDs are typically a better option. As with ANY physical storage medium, they aren’t perfect, they have a life expectancy. Now is where we circle back to keep your data stored in two places. If one storage medium fails, you can replace it before you experience any data loss.

Cloud Storage can be a great option to access your personal data files on the go or across multiple devices. As opposed to a physical storage media backup option which you pay for once and use until your device fails, Cloud storage typically involves a monthly or yearly subscription which can vary in cost depending upon the provider and the amount of storage used. Some examples of Cloud storage providers include OneDrive, iCloud, Google Drive and Dropbox. Typically cloud storage backups are limited and allow users to backup specific folders. The cloud storage data then is either synced to both the device and the cloud or stored in the cloud for future use. When setting up cloud storage it’s important to ensure that if you do have enough storage space or don’t plan to have online access that your data is being saved to your device and not just to the cloud. Maintaining access to your cloud storage accounts are crucial especially if your data is not stored on your device, if that is the case users can find themselves without access to their data if they lose access to their account. There are additional cloud backup options such as Carbonite or Backblaze which provide more thorough backups. It is important to ensure that what you believe is being backed up is being stored securely.

Using both physical and cloud storage can be a wise decision. If your data is crucial to you, having both can protect you from the downsides of either. In the event your physical storage media fails or is inaccessible to you, you have cloud storage. Should you lose access to your online account you can rely on your physical storage to regain quick access to important data.

Only you can know what the best storage solution for you is. For some web-based users you might find that you personally don’t require a backup solution at all!

Computer Tips for the Everyday User

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By Aysë Stenabaugh

As an everyday user your knowledge of how computers work, and best practices may be limited. Not to mention that technology is ever changing and can be overwhelming. Having supporting information can help you build confidence when using your devices and can make computing more enjoyable. Here are a few tips that you can use while using your computer.

  • Keep your computer software up to date to ensure that you are receiving the latest security updates and bug performance fixes possible. As scary as it may be to take a chance that things will change with an update, the risk of your software running into unresolvable problems without the latest updates are increased when your software is out of date. Most software is unsupported after 10 years or less, its best to check with the software developer or an IT professional if the software you use and the data used within that software is important to you. So that you can continue to access it without interruptions.
  • Heat and Dirt building up inside your computer can cause damage to the physical components of your machine. It’s important to make sure your device has good ventilation especially for laptops where airflow is very limited. When possible, occasionally use canned air to blow out the inside of your device or at least where the air vents are located. DO NOT use a vacuum cleaner as it creates static electricity and can harm sensitive components.
  • Be aware of scammers who are trying to take advantage of unsuspecting users. Scammers can use all kinds of methos to attempt to reach you such as phone, email, text message, social media, and traditional mail. One of the best ways you can protect yourself is to avoid anything that doesn’t make sense, if you get an email from “Amazon” stating that you purchased a $3,000 tv that you know you didn’t purchase you should immediately consider that this could be a scam. Avoid clicking on any direct links in suspected spam messages, instead in this scenario for example a user can visit the Amazon website to check order history to confirm that the order doesn’t exist. Another common scam occurs when visiting a website that is infected. Many users will experience full-screen pop-up that seemingly cannot be closed. The warning which often includes obnoxious audio claims that the device has been infected and to call “Microsoft”. The phone number provided will direct users to none other than the scammers themselves who will use scare tactics to trick users into believing their computer is infected.
  • Use two-step verification to protect your online accounts. Two-step verification is an extra layer of security that is available and sometimes required for most online accounts. When you setup two step verification you will have a password that you use to login as usual. With Two-Step verification enabled, any time you login with your account from a new device you will be prompted to retrieve a second verification code which is usually sent via email, phone call or text message. It’s extremely important when setting up two step verification that you ensure that you add the correct contact information and keep it up to date so you can continue to access your accounts. Having multiple verification methods is ideal.
  • Backup all important data on your device to a second storage location. It doesn’t matter if you use cloud storage or a physical storage device such as a flash drive or CD. If you are utilizing cloud storage make sure that all data stored on your computer is syncing to the cloud and that you have access to the account to retrieve the data later. If you are using an external storage device like an external backup or flash drive, replace the backup device if it fails to ensure that no data is lost.
  • Restart your device regularly or anytime you are experiencing a lingering issue. Many problems are resolved after a restart because programs that are causing an issue may not have closed properly when you exited them. Restarting your devices also gives them an opportunity to install the latest updates. Since the components inside a computer are sensitive to fluctuations in temperature its best to keep your desktop computers on to keep them running at a constant temperature. Users should shut down their devices if there is a potential for power outages or when they will not be used for extended periods of time. Laptops on the other hand should be turned off when not in use since they have limited airflow and cooling abilities. It is recommended that laptop users consider shutting off the device when not in use rather than choosing sleep mode which can cause the computer to go into a “limbo” power state where the device is on but will not turn on or display properly until fully powered off.

We like to think that technology works all on its own, but the fact of the matter is that as users we must give the devices the commands required to function the way that we want them to. As an everyday user you must know that you aren’t expected to have all the technology answers, take your time, and think logically as you attempt to resolve your technical problems.

Backing Up Essential Personal Data

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By Aysë Stenabaugh

Most people recognize the importance of backing up important data like Pictures, documents, videos etc. Imagine that you confidently restore all of your data only to find that your bookmarks, saved passwords, address book and emails are all gone? Read on to find out what additional data you might want to manually preserve for later.

Web Browser Bookmarks/Favorites – If you’re like me, you’ve created a slew of folders and bookmarks within your browser to help you find specific website pages for later. If you’re using Internet explorer your bookmarks are stored in a folder called “Favorites” in your User folder. To navigate to this folder you would go to your file explorer, then to your C: drive, users and finally your Favorites folder. Other web browsers store their bookmarks within your AppData folder which is hidden by default (for a good reason) and we won’t recommend accessing that folder to backup your bookmarks, you can do so more safely from within the browser itself.

 

  • Google Chrome users can export their bookmarks by opening the browser and either by pressing Control+Shift+0, typing chrome://bookmarks in the address bar or, by clicking on the three dots located at the top right of the screen (just below the X to close the program). Placing your mouse over the “Bookmarks” option will produce a flyout menu where you can then select “Bookmark Manager”. From here, on the page itself click the 3 dots in the top right (not the 3 dots you clicked previously) and choose export bookmarks. This will open a save dialog box where you can choose where to save a copy of your bookmarks.
  • Firefox users can export their bookmarks by opening the browser and either by pressing Control+Shift+B, or by clicking the bookcase icon in the top right of the screen (just below the minimize button). Then click on “bookmarks” and then “show all bookmarks” at the bottom of that menu. A window labeled “library” will open and you can then click on “import and backup”. Here you have the option for both backup and export bookmarks to HTML” Choosing backup will give you the option to save a JSON file which includes all of your Firefox data including settings, bookmarks and passwords. Choosing “export bookmarks to HTML” will allow you to save just a backup of your bookmarks. Having a separate copy of your bookmarks is a good idea, in the event that your Firefox data is damaged or corrupt, you could still access your saved bookmarks.
  • Microsoft Edge users who are logged into a Microsoft Account on their PC will not have to manually backup data since it is saved to your account. If you aren’t using a Microsoft account or if you want to be absolutely sure this data is stored however, you can manually save a copy of your bookmarks. First open Edge and click on the three horizontal dots in the top right corner (just below the x). In the menu that appears, click on settings, then click on “import favorites and other info”. Here you will actually find the export to file option as well. Clicking on this will give you the option to save a copy of your bookmarks in an HTML format.

Web Browser Passwords – I can’t tell you how many of our customers are lost without their saved passwords. Just picture yourself having to reset every single password you forgot because your saved passwords are gone. Now I’ve got your attention! No one wants to go through that, and you don’t have to if you sync your web browser data to an account your password data can be retrieved by logging back into that account, just make sure you don’t forget that password, or at least that you provide some kind of recovery option (such as a phone number or secondary email address) just in case you do forget it.

  • Google Chrome users if you have a Google or Gmail account then you are halfway to password freedom! Just open your web browser and locate the “person” icon in the top right corner just to he left of the 3 vertical dots. Once here, you are able to sign in to your Google account and choose what data you would like to sync automatically. Once your passwords are synced you can login to any Google Chrome application to access your saved data or you can visit passwords.google.com from any web browser to sign in and access manage your saved passwords.
  • Firefox users can utilized “Firefox sync” by following similar steps as Google users by clicking the “person” icon to the left of the three vertical lines in the top right corner of the browser.
  • Edge users who are logged into Microsoft accounts can sync data across devices when syncing is enabled. To access or change these settings open Edge and click on the three horizontal dots and then click on settings. Scrolling down will reveal an option under Accounts called “device sync settings”. Going here will provide you with the power to choose what data is stored and what data syncs between devices.

Address Books – If you access you email by going to a website in a web browser, or by using the app that is specific to your email service (for example, Gmail, Yahoo! Mail, etc) any contacts that you save or email will automatically be saved to your account and will be accessible any time you login. If you are using an application such as Outlook, Windows Live mail, or Thunderbird your address book will not be retained even if you are using an IMAP account. The steps to backup your address book can vary depending on the program you are using. Typically, once you are in your address book, you will see an option to export your address book somewhere within the same screen. If you don’t want to potentially re-create your address book you should determine the best method of saving a copy of that data manually.

Emails – Most people are using the IMAP protocol to access their email. IMAP simply means that any data that you are seeing on your device, is located on the server, and is not necessarily being stored on your device. If you are still using the POP protocol your email is being saved on your device and, unless settings are set to keep a copy of emails on the server, your emails will be lost if you don’t have them saved elsewhere. There are different methods of saving your emails for different programs, if you are concerned that you might loose your emails in the event your device crashes, you should determine the best option to retain that information.

 

If you have questions about the suggestions made above, or if you would like technical support you can contact us at Jester’s Computer Services at (717) 642-6611 or customerservice@jesterscomputers.com. Online we can be found at www.jesterscomputers.com and on Facebook

Technology Tips for the New Year

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By Aysë Stenabaugh

The excitement over Christmas electronics can be short lived if you aren’t sure how to use your device properly. Parents may find themselves lost on how to help their children setup devices which can make Christmas feel a few steps away from torture. For over 20 years our family at Jester’s Computer Services has provided support and insight on how to make the most of your technology. Here are a few suggestions we have that might make the weeks following the holidays with your technology more bearable.

 

Setting up your new device – Almost any device is going to require some basic setup. You should fully charge your device and begin to setup your device only when you have the time to walk through each step documenting any important account information. If you are using a device that requires you to create or add an account (Apple id, Google, Microsoft or Amazon account) you should attempt to login or recover any existing accounts you are using. If your setting up a new account for your device, be sure to document the email address and password/pin numbers used to create the account, answer security questions and add a valid alternative contact method (email or phone number). Once your device setup is complete you should connect your device to your wireless network (if applicable) and perform any system updates by accessing the settings from your device menu.

Protecting your device – Electronics are expensive, and accidents happen, at the very least you should invest in a high-quality case to offer protection. Most cases will provide a raised edge which can provide protection to the screen however, screen protectors are ideal. We highly recommend insuring your device by buying an extended warranty or insurance policy (for mobile devices). Most retailers will let you purchase a protection plan within 30 days of purchase.

Maintaining your device – Most of the time the issues behind electronic devices have nothing to do with the physical hardware but rather the software installed. Some devices have automatic maintenance or programs that you can use to clear storage, memory etc. For those that do not, you can easily maintain your device yourself by uninstalling unused apps, disabling unneeded notifications and restarting your device regularly. A good antivirus is always recommended for Computers but on mobile devices it may be overkill, consider a free application like Lookout Security to scan newly installed apps for security risks (subscribers of their service can take advantage of additional security features). If you find your device storage is full you can always delete data, transfer to another device or use online cloud storage.

Physically you should clean your device with non-abrasive electronics cleaner and a micro fiber cloth. If you have glass cleaning wipes they work great too! Remove your device from the case at least a few times a year to clean of dust and debris that have built up under the case. We use our electronic devices a lot but sometimes we forget just how dirty they can get! When charging your rechargeable devices you should follow the manufactures changing recommendations, most manufacturers now recommend trying to maintain between a 60-70% charge. Leaving your device plugged in once fully charged can cause damage to the battery which can result it in the battery no longer charging to full capacity.

What is this cloud? – The cloud is another term for online storage. Instead of taking up precious real estate space on your phone, having to transfer content manually to another device, or paying for a phone with extra storage space, you can have your photos, videos and more stored on a secure online server. This not only gives you the ability to save space, you can also count on always having access to your data from anywhere that you can access the internet provided you remember your coveted login credentials. So, if you properly configured your device when you set it up, and your device decides to go for a swim and drowns you can login to your account and all the information saved in the cloud can be restored.

Feeling lost on your device? – Using a new device can be challenging. Remember to take your time and read all the information presented to you. Most technology won’t come with a paper user’s guide, but some devices will have tutorials showing you how to use the device. Many times, a basic guide can be found within the device as well. Friends and family can be a great resource for support, but you may find that communication can be difficult and that support from a loved one can quickly become frustrating. If you are in need of one-on-one technology support, contact us at Jester’s Computer Services and our resident technology tutor will guide you on your way to feeling more comfortable with your devices.

 

For more information or support please contact Jester’s Computer Services (family owned and operated for over 20 years!) at (717) 642-6611, visit us at 5135 Fairfield Road Fairfield PA 17320 or, find us online on Facebook or www.jesterscomputers.com

 

 

 

 

Don’t risk losing all of your data!

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By Aysë Stenabaugh – Jester’s Computer Services

Unless you have a newer computer that is utilizing a solid state hard drive or flash storage (which from my own personal encounters can still be problematic) you should know that your data is not safe if stored in only one location. Standard hard drives have moving parts and any electronic device with moving parts will eventually fail. Studies have shown that hard drives experience a higher failure rate during the first year of use and the failure rate spikes even higher after three to four years of use.

What can you do to ensure your data won’t be lost due to hardware failure?

If your computers motherboard fails, your data should be accessible, however, if the hard drive that stores the data fails and you didn’t create a backup -you’re out of luck. If you have pictures, documents, music or videos that you don’t want to lose you NEED to have a backup of that data to ensure it won’t be lost. There are several backup options including flash drives, CD/DVD’s, external drives and cloud storage. Read more below about each of these storage options and the pros and cons of each.

What type of backup solution is right for me?

Depending on your budget and your skill level you may favor one backup solution over another. The four types of backups that we are covering each have their own advantages and disadvantages. You might prefer something more automated which will cost a bit more or something inexpensive that you can manually maintain might be more desired.

Flash Drives – For those who are comfortable manually copying files from one storage location to another and don’t need a more complex automated backup system a USB flash drive is an affordable option (with lower storage capacity drives averaging $20). They come in varying sizes and get more expensive the larger the storage capacity. USB devices have an estimated lifespan of 10,000 uses (meaning the number of times the device is expected to last when plugging and unplugging the device)

CD/DVD’s – This used to be a great way to store data until flash drives came along. Burning discs can be more complicated than copying files to a flash drive and since they can be scratched or broken they aren’t as reliable as flash drives are today. This storage method, while not preferred, may be the only option in situations where company policies don’t allow the use of external USB devices. In which case be sure to store your CD or DVD’s in a case to help resist damage. One benefit to using a disc as a storage medium is that other than being damaged the discs themselves can’t wear out.

External Drives – An external or backup drive can be a bit pricier (Averaging around $100) but with the additional storage space and features make it worth the expense. With the drives included backup software or Windows’ built in backup software your drive can be set to back up on a schedule to ensure that it keeps any data being adding to your computer safe. With Windows and some other software applications you can even create an encrypted system image. This is a highly sought after feature that allows you to take a snapshot of your computer allowing you to restore your computer back to the state it was in when the image was created – programs included! In addition to having a snapshot the system image is encrypted unlike a standard backup which means that a system image that was created prior to being infected with the CryptoWall virus (which renders all of your personal data including pictures and documents inaccessible) could be restored without losing data.

Cloud Storage & Backup – Some companies like Carbonite offer a fully automated online backup system. Others, like Dropbox or Microsoft’s OneDrive, allow you to store data in designated folders both on your storage device and in cloud storage. Data plans for Carbonite range from $60-150 a year depending on the level of service you choose. If you are using an internet provider that limits your monthly data usage (like a cell carrier typically does) you may want to exclude cloud storage as a data storage option.

Don’t wait until it’s too late to learn how important backing up your device can be. Unless you have absolutely no pictures, documents etc. stored on your computer or device that you can’t live without we highly recommend choosing a backup solution as soon as possible. Hardware failures can occur at any time in both new and old hardware. Yearly maintenance on your device can help to identify potential hardware failures but even then there is no crystal ball to determine when your hard drive will fail.

Save $10 during the month of November when you visit Jester’s Computers for a hard drive replacement, upgrade or backup drive solution. We are located at 5135 Fairfield Road right on route 116, call us at 717-642-6611 or visit us on the web at www.jesterscomputers.com