Australian Broker's resident technology expert Sam Benjamin provides answers to readers' technology-related questions
Australian Broker's resident technology expert Sam Benjamin provides answers to readers' technology-related questions
Q: How can I set up a shared folder between my desktop which runs on Windows XP and my laptop which is on Vista? They share the same folder and both are on the same network/router? - Sharon, WA
Sam: In some instances you may have common files which you use between your desktop and laptop. Instead of continually copying these files over from computer to computer to work with them, you can set up a shared folder between your two machines so you will have access to your common files. This also gives you the flexibility of choosing the computer you work on, knowing the data you need is readily available. So how do we do this?
Firstly, right click the folder you would like to share between the two machines, go to Sharing and Security, hit Share this Folder on the Network, type in a name, hit allow others on network to change files. Check the network name of this computer. Go to the other computer on your network, go to My Computer, click on Tools, then Map Network Drive. Select the drive letter you want, then type in \\X\Y, and hit Finish, where X is the name of the computer on the network and Y is the NETWORK name of the folder (that you put in the Share this Folder on the Network box).
Once this is done, you can keep all your office files in this folder and when you're in the same network (internet connection) you will be able to easily and quickly access the common files. It may sound a bit tricky but it is actually a logical step by step process.
Q: My office is using an exchange server to store all of our files and emails. There have been a few instances where I cannot access the server remotely due to the internet connection, but I have needed to access these files. Is there a way I can still get access to the files without going through the server and continually having to copy them to my laptop when I leave the office? Brad, NSW
This is a common problem, because the exchange server is dependent on a live internet connection and without that, well you don't have a server. There is a simple way to fix this problem without having to keep copying the files to and fro, which leaves you running the risk that you are not working on the latest version of the file.
This is faster when you are hard wired into your network, so the next time you're in the office follow the below steps and you should be ok from here on in:
Go to the folder you most commonly use or the one you need offline; right click on the folder; go to "make folder available offline" or click on "groove folder synchronization"; this will then synchronise the files in that specific folder onto your laptop. When there is a change on the file it will update on your laptop. If you have changed the file and when you go to synchronize it, someone has changed the master file it will copy a separate file on the exchange server.
Please note that if the folder you are trying to copy is 800mb, then you need to have 800mb free space on your laptop, as this process will physically copy the files over and keep them maintained using your laptops memory.
Q: I have many files on my computer which I would like to keep private from other users. Can you advise the best possible solution for this? Roland, SA
Sam: To protect Microsoft word and Excel documents, you can place a password to open and/or modify these documents. When you go to save the document click "save as" and in that window go to "tools" (this can be in the top right or bottom left of the window). From there, go to "general settings". In general settings you have the option to create passwords for opening and modifying the document. When you put the passwords in, go to "ok", you will then have to re-enter the passwords you have chosen.
Once you save this, you will only be able to open and/or modify the document using these passwords. I would as a precaution recommend that you save a backup of this document in case you forget the password.
If you have a question please email it to [email protected]
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