Is Technology Too Difficult? Don't worry.

This is a great question I get all the time. I’m going to break this down into categories as much as possible.

First, ask yourself - what do I want my mobile phone to do? Do I want to email from it? Sync with Outlook or Microsoft Exchange? Send instant messages? Install applications to read ebooks, play games, watch the stock market, or track my daily calories? (If those things sound crazy to you, don’t worry. Keep reading.)

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About once a week, I get a call from someone with a computer problem. And the first thing they ask me is - “are my files safe?” There is only one way to answer that question. “I don’t know - did you back them up?” Chances are, the answer is no. And if you’re worried about losing files (documents, pictures, music, anything) - then they’re important, and worth taking the time to back up.

But how do you do it? How do you make it easy? How do you make it so that it’s never a thought?

First, this issue applies whether you’re concerned about the files on your work computer or home computer. I’ve been to tons of companies with no backup at all, or only what’s saved on the server is backed up. If you work at a company, and save anything at all to you “my documents” folder - you need to backup. 

Second - decide what must be backed up. If you wouldn’t be able to access your computer starting tomorrow - what would you be most upset about not having access to? Make a list. Make sure to include your documents (text and PDF), email (if using Outlook, Outlook Express, Microsoft Mail, Thunderbird, or any other email software) music, pictures, and video.

Third - How big are all those files? It’s important to know. In Windows XP, right click the main folders you want to backup, while holding down the CONTROL (CTRL) key. Now right click a selected folder and choose properties. Things may take a few minutes, but it will give you a total size of all folders. 

Fourth - Decide how you want to backup. Do you want to store the files on a drive that you possess, or do you want to store them over the internet? Generally, if you have more than 2GB of files, online backup doesn’t make too much sense. Why? Because the time it takes to upload those files can be lengthy. At that point, it’s better to have a physical backup, rather than online.

Fifth - Take the number you found in step 3 (the size of everything being backed up) and multiply it by 4, to determine what size drive you need. (If you had 2GB of files - multiply by 4. You’ll need an 8GB drive.) Look in the circulars and online for the best value for your money. If it’s more than 16GB of files, consider a portable hard drive rather than a flash drive. If it’s more than 250GB of files, consider an external hard drive rather than a portable one.

Sixth - Plug in your new drive, and install GFI Backup (Home Edition) . It’s free, and very easy to use. Although Windows does have built in backup software, it’s not flexible enough for reasons I won’t go in to here.

Here are the instructions for using this program. First, select what types of things you’re planning on backing up, and the appropriate files.

Next, choose where you’re backing up those files TO. This should be the USB drive you just purchased. If you bought a flash drive/USB stick, pick the third option. If you bought an external hard drive (portable or desktop), choose the first option.

• I suggest not having any compression for this. You can add encryption if you’d like - just make sure you remember your password.

• Automatically do backups with the “scheduler” including at Windows shutdown or boot

• Depending on how worried you are about your data, you can choose the frequency. For normal usage, I’d recommend every few days.

• And you’re done! There are certainly more options to make things complicated - but this is a simple, easy, and foolproof method. Just make sure your drive is attached when it’s time to start the backup!

Often, I get asked by friends and family what they should get as a new computer. My first question is always in regard to budget, and what you’ll be doing with the machine. Are you going to just go on the Internet, email, store pictures and music, and do some word processing? If so - this article is for you.

Realistically, unless you’re doing something specific (like editing digital video, creating multimedia websites, or any kind of artwork) - you don’t need to spend more than $700 - $800. You can probably spend a lot less. Don’t worry about your friend who just spent $1800 on a MAC and loves it. You’re going to save $1,000, and buy a machine that’s faster, better, and will run all the software you could possibly want. Take that extra $1,000 and go on vacation.

Once you’ve determined your budget, ask yourself how you’ll use the machine. Probably at home, at a desk right? Would you ever think of a reason to want that computer to be a little more mobile? Maybe you’d want to surf the web from the couch. Or maybe you’d like to take your computer out to show someone else your pictures that you took with your digital camera. Or maybe you’d like to bring it on vacation to download all the pictures you’re taking as you travel. Or maybe you’re worried about the security of your place while you’re away.

All of those things are good reasons to consider a laptop.  

Invariably, I hear - “but I like a large screen, with a nice keyboard and mouse!” No problem. You can get all those things as extras if you insist - for under $200. Take that out of the $1,000 you’ve saved so far and you’re still way ahead. In fact, I’ll recommend some other extras before we’re done - but you’ll still be able to put a good chunk of change aside.

Laptops today come with nice 15 inch screens, sometimes 17 or 18 inches are available. A few years ago, a 15 inch flat panel monitor was great to look at - and today, a 15 inch laptop is workable. Many laptops today come with large keyboards, complete with numberpads to the right (for those accountant types). If you want a large monitor, plus a regular keyboard and mouse - no problem - they all connect to the laptop for daily use, and unplug for when you’re travelling with just the laptop. These days, a 22 inch monitor can be found for $160 - $180, and a great wireless keyboard and mouse combo kit can be found for $50 or $60. Suddenly, you’re working like an executive! (I’ll do another post soon on how to connect all these things.)

The most important consideration when purchasing a computer is memory. Memory (also called RAM) is more important than anything else.  If you are willing to spend up to $700 - $800, you can get a laptop with 4GB of RAM. I’ll explain more what RAM is later, but rest assured - the more RAM, the better. Do not buy anything less than 4GB. If ignore me, and decide to save money buy going with less - RAM is an easy upgrade. As I like to say, putting in RAM is easier than changing the oil in your car, but slightly harder than getting out of bed. (We’ll do an article on how to add RAM soon.)

So let’s sum up.

• Decide what you’re going to do with the computer.
• Find your budget. No more than $800, if it’s for general use (Internet, word processing, email, storing music/pictures/video).
• Don’t buy a MAC unless you’re a graphic designer, web designer, or video editor.
• Laptops make more sense in this day and age, due to portability and similar pricing to desktops.
• If you don’t like laptops because of screen size, the feel of the keyboard/mouse, or anything else - get an accessory to address that issue. 
• Get the maximum amount of RAM you can. 4GB of RAM is definitely necessary. If you are forced to get less, plan on upgrading soon.