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Tech Geek

Advice and new 'finds' in the tech world for those doing Youth and Family Ministry. Read about what's the latest and get your questions answered!

Dropbox

Andy Arnold - Sunday, September 13, 2009
How many different computers do you use? On a pretty regular basis I use two or three different computers. I have my desktop at home and my laptop at church and will also find myself on one of the other church computers with some regularity. I hate not having the file handy that I need and so I often use Google Docs to work on files because then I can access them from any computer and even my iPod Touch. But there are documents that are too complicated to use Google Docs for. That's where Dropbox comes in.

Dropbox is a service which allows you to backup files online. The free version has 2 GB of storage and there are paid options for those who need additional storage. Once you upload a file, you can access it from any machine that has the client software on it or or directly via their website. The client software is available for Windows, Mac, and Linux computers and it handles sharing files between different operating systems. You can also share large files easily with other users by uploading them to Dropbox and sending the sharing information to others. 

The real magic though is that, in addition to backing up files, the service syncs files across multiple computers. So if I'm working on a complicated presentation I can put in in the My Dropbox folder and work on it easily from home or church. Any changes I make in either place will by automatically synchronized to the other machines. The files are also stored locally, so if I don't have Internet access, I can still work on them.

Installing the software was pretty straightforward. I went to https://www.getdropbox.com/install and downloaded the software for my computer. I installed it and as part of that process it asked me to create an account, which I did. Then it created a My Dropbox folder on my computer. The next day, I installed the software on my laptop at church and linked it to the same account. Instantly I had access to all the files I'd uploaded the day before into the My Dropbox folder. Sure beats e-mailing files to myself!

If this sounds like something you'd use, take the Dropbox tour at: https://www.getdropbox.com/tour and check out how it might work for you. If you like Dropbox, join via this link and we'll both get some extra free space in our accounts.

KeePass

Andy Arnold - Monday, June 09, 2008
How many passwords do you have to remember? For many of us, the answer should be a large number, but in reality it is only one or two, because we use the same password over and over again. Of course, this means that if someone figures out one password that we use, they could get into everything. But who can you remember a computer password, server password, e-mail password, banking password, cable company password, ELCA Youth Ministry Network Website password, etc.? I have over 90 different passwords to keep track of!

I do it using an open-source program called KeePass Password Safe, available at http://keepass.info/. This free program allows me to store all my passwords in a single encrypted database. One password to remember instead of a hundred. Since it's stored in the computer (and backed up to a Universal Flash Drive), it's more secure than sticky notes or hidden entries in the address book.

The passwords are also more secure because instead of using easy to remember words, I'm using cryptic strings of characters, including letters, numbers, and symbols. KeePass includes a password generator that creates passwords of a given length and allows for you to use mouse or keyboard input to generate additional entropy.

When it's time to use one of these passwords, I navigate to the website in my browser or click on it from with KeePass to have it open in my default browser. I put the cursor into the user name field and then highlight the site I'm on in KeePass and press CTRL-V, which switches back to the browser and inputs the user name and password. If that doesn't work, I can use CTRL-C to copy the password and then paste it in the browser. It's not as easy as using the same password for everything, but it is easier than having my bank account compromised!

KeePass will run from a Universal Flash Drive, so you could carry your passwords with you. It is available from PortableApps.com at http://portableapps.com/apps/utilities/keepass_portable .

I also wanted to note that a program I recommended awhile ago has been updated from version 5.0 to version 6.0. doPDF, at http://www.dopdf.com/, is a program that's great for creating PDF files from any Windows application.

P.S. - For those of you who are interested in seeing the photos I talked about last week, you can view them on at: seniorleague.blogspot.com as a picasaweb slide show. I was also able to upload them straight from Picasa into Facebook, where a couple of my youth tagged them all in about an hour. I'm really glad Gmail stacks messages, or I would have had well over a hundred messages stating that someone had tagged someone else in one of my photos!

Mighty Backup

Andy Arnold - Sunday, February 10, 2008
Have you ever lost your cell phone? Or dropped it in a toilet? Or run over it with your car? Or just upgraded to a new phone? It's a pain, isn't it? All that contact information that you've collected on the phone but never copied into your address book, PDA, or Rolodex is gone. Then you have the joy of inputting it back into your replacement phone. I would be happy if I never had to do that again! Since I found Mighty Backup, I should not have to!

Mighty Backup is a service that communicates with your cell phone directly and synchronizes your phone's contact list with a website. They have instructions for using it to upgrade to a new phone and you can also use the website to add contact information to your phones contact list using a full sized keyboard instead of the one on the phone. I use it for free since I signed up for an online account with Verizon Wireless, which, thanks to IN calling may very well be the preferred carrier of the ELCA Youth Ministry Network. If it weren't free, it would only be $1.99/month, which is probably worth it for the peace of mind it provides. Verizon customers can visit www.getbackupnow.com to see how to add this service to their phones.

If you're not on Verizon, but you are on Alltel, Bell Mobility, CellularOne, Cellular South, or Midwest Wireless you can visit www.mightybackup.com/get to see how to install the application to your phone. They also say that they are working on developing versions of their software for users of "Cingular, T-Mobile and many other networks." Once you have everything working, you can even go onto the website and print out a hard copy of the information.

Your specific instructions may vary slightly, but what I did was the following:
  1. Went to the "Get it Now" menu on my phone and downloaded the Backup Assistant application.
  2. Ran the application and picked a PIN number.
  3. Picked the time I wanted to automatic backup to run each day.
  4. Ran the first backup and verified that it worked.
  5. Visited the website and logged in with my phone number and PIN.
  6. Printed out a good old fashioned paper copy of the information! (Well, actually, I didn't. Just not my style! *grin* )

Each day during the time window you configure the service sends a text message that triggers the program to run. You may want to disable the automatic feature if you pay extra for data services and only want to run the application when you manually start it. After it runs, any changes you have made online or on the phone are synchronized and your contact information is backed up! Visit www.mightybackup.com/how to see a bit more about how the service works.

Wireless Networking

Andy Arnold - Sunday, February 03, 2008
This week I'll try to shed some light on another user-submitted question: What's the easiest (maybe cheapest) way to get wi-fi into the further parts of our building? With concrete walls and steel infrastructure, the LinkSys wireless-G 2.4 GHz system never worked even between our offices which are all in a row on one side of a hallway. So we went to hard-wiring. I'd love it if I could use my laptop in the youth room which is in the basement of another wing of the building -- but even better would be if anyone could use their laptops in whatever part of the building we were in.

Wireless networking is one of my favorite additions to the world of technology. We all are happy to have fewer cords, cables, and wires in our lives. We're even happier when they really do what we want them to, which can be a challenge!

I want to start with a couple of assumptions. I write these posts assuming that you don't have an Information Technology department at your beck and call. I also write from the standpoint of someone who wants to get a good value solution, maybe not the cheapest, but certainly frugal. Finally, there is an art to getting these things to work and there probably isn't one right answer, but I'll take a stab at passing along some information that I hope is helpful. If you want to have an excellent wireless network and money is no object, consult a company which installs networks and will use commercial enterprise-grade equipment. They will set something up that will work extremely well. It will also probably be extremely expensive.

At the same time, you do get what you pay for. Buying the cheapest available wireless router will get you a piece of equipment that does not perform as well as something that was not $9.95 after rebate. I have bought lots of these cheap blue boxes and they generally work alright, for awhile, but then they fail. This give me an excuse to go out and buy newer technology, but it can also be inconvenient. As with just about all technology, price continues to drop while features increase.

In researching some options, I came across this page (http://wirelessinfo-r-us.blogspot.com/2007/11/basic-service-set-bss-vs-extended.html) which provides a good overview of how to use multiple wireless Access Points (APs) in order to provide broad coverage. The assumption is, however, that these APs will be connected via a wire to the network. By using the same ESSID, you will be able to roam throughout the building and maintain coverage because you are always in the reach of a radio signal. Each AP needs to be set on a different channels, but use the same SSID. The wireless security needs to be the same on each AP as well.

This is the solution recommended by my friend at Pacific Lutheran University, David Allen: do wired whenever you have a fixed office (Pastor, Secretary, etc.) and supplement that connection with wireless for mobility in meeting rooms, visitor areas (even visitors in the fixed offices), but unless you're willing to invest time and money it's generally cheaper to use the cables than the wireless for your average building/installation area.

It is also possible to add stronger antennas to a wireless router or AP so that the signal reaches farther. I have experimented with this myself, however, and I was not particularly impressed with the results, especially considering that the antennas were quite expensive. Compared to pulling network cables through the wall, it might be worth a try.

I spent much of the week scratching my head as to how to get the signal down to that youth room in the basement of another wing of the building without drilling holes in the wall to run new wires. Then it finally hit me, don't run new wires, use ones that are already there. It may not work in some church buildings because of the way churches tend to be built in phases, but it may also be worth a try. Use your existing power lines to carry the signal from one area to another. It's called powerline networking and all the networking gear manufacturers carry some equipment that will help you to do it. C|Net.com has an article in their Do-It-Yourself section entitled Set Up a power-line network. You can go to cnet.com and enter powerline into the Search Box to find more information. They will also give you a list of current products from a variety of vendors. Another option, which I'm not going to go into in depth, would be to use the existing phone lines (www.homepna.org) to carry the data.

P.S. - I hope to see you at the Extravaganza!net

Backup Ideas

Andy Arnold - Sunday, January 27, 2008

I received this question from an ELCA Youth Ministry Network Member in Kansas: What's the easiest way to do backups that will be stored offsite? We aren't doing any! (arrgh!)

Kudos for realizing that you should be doing backups! So should I and so should everyone else. I do backup some things, but I am not as attentive to it as I should be. This was a challenging question for me because I haven't paid as much attention to is as I should. So I am not able to make one good recommendation, but I will point out a couple of options. My current backup practice is redundancy. I keep things on my UFDs (see last week's post), on multiple computers at the office, and on a variety of online places. What else could I do? What else could you do?

I don't backup my e-mail because I don't have to. As you may guess from my earlier posts, I use a Google Mail (www.gmail.com) account which currently gives me
6355.160193 (and counting) megabytes of storage for me e-mails and attachments. I'm only using about 5% of that space at the moment! All Google services are hosted on their servers and they redundantly back them up and keep them secure.

On my computer, I try and store everything that I might want back under a single folder. Windows makes this easy by providing the My Documents folder. If I use another program that wants to store its data somewhere else, I change the folder to be a sub-folder of My Documents. That way I know that copying that folder to another machines provides some level of backup. I routinely copy my laptop My Documents folder to a shared folder on our network.

You can use the built-in services that your operating system provides. Windows Vista Ultimate, which I am running, has a backup service built in, as do most other operating systems. You could use one of these to copy your data to a
portable hard drive, or to another machine on your network. As one example, Amazon.com is selling a SimpleTech SimpleDrive that has 500GB of capacity for only $129.99. I would think that most church offices could copy all of their machines to a drive of that size. Then, of course, the drive needs to be carried elsewhere so that if the church burns down, the data isn't lost with it! And, of course, you need to remember to bring it back in and re-do it every week or so. If you are going to go with a physical backup system, this is probably the way to go. Otherwise you could find yourself going nuts with backup CDs and DVDs stacked to the ceiling.

There are also a variety of online options available. I am not going to try and list all of them here and I have not used most of them. They range from free to quite expensive in price. One of the currenlty free ones, Microsoft FolderShare (
www.foldershare.com), allows you to synchronize files between multiple machines. If you set this up between a home desktop and an office desktop, that will keep your files in two places. Good backup security requires a third location as well, so ideally you would find a third machine to synchronize with as well.

  • These services provide automatic backup of data from one PC
    • Carbonite (www.carbonite.com) unlimited storage for $49.95/year
    • iDrive (www.idrive.com) 2GB of storage for free; 50GB for $49.95/year
    • Mozy Online Backup (mozy.com) 2GB of storage for free; unlimited for $4.95/month
  • These services provide space, but you must manually copy files to the service, often using a separate program. They generally allow sharing directly from the internet as well.
    • ADrive (www.adrive.com) 50GB for free
    • MyOtherDrive (www.myotherdrive.com) 5GB for free; 25GB for $19.99/year; 75GB for $49.99/year; 200GB for $99.99/year
    • XDrive (www.xdrive.com) 5GB for free
    • OmniDrive (www.omnidrive.com) 1GB for free; 10GB for $40/year; 25GB for $99/year; 50GB for $199/year
The time that most of us think about the ineffectiveness of our backup "solution" is about 45 seconds after we realize that our hard drive has crashed or the sprinkler system has ruined our computer and we don't have any of what we've spent years putting together. Planning ahead can make these sorts of tragedies a little less traumatizing.

USB Flash (Thumb) Drives

Andy Arnold - Sunday, January 20, 2008
Do you find yourself wondering where you left the file that you wanted to work on? Do you e-mail things back and forth from the office to your house repeatedly? Do you have to make trips to find the computer that something is actually stored on? Or, even worse, do you work in a church that doesn't have a network!?! You need a USB Flash Drive, also known as a Thumb Drive.

A UFD plugs into a USB (Universal Serial Bus) port on your computer. Under any modern OS it is recognized instantly. Under an old version of Windows, you may need to install a driver in order to see the UFD. If your computer has USB 2.0 ports, you can rapidly move files to and from the UFD. If you only have USB 1.1 ports, it's still fairly quick, but definitely takes a bit more time.

UFDs are great for moving documents from one machine to another. They don't have any moving parts and they are much less likely to fail than a floppy disk. I keep one on my keychain so that I always have a few programs that I use often. It's also a great way to backup important files that you really want to be sure and not lose!

As is the case with all technology, prices of UFDs have dropped over the years. I bought my first UFD in the spring of 2003. It was a 64MB drive and it cost me about $50. A little over a year ago I bought a 256MB UFD and it cost me cost me about $25. This fall I splurged an bought a 4GB drive and it was the same price as the first one! You should be able to fit all the pictures from a trip onto a drive of this size. I would also recommend that you get one with a retractable connector, as you will eventually lose any cap that comes with a UFD.

If you use a lot of different machines and want your own bookmarks and browser, you may also be interested in using Portable Applications. There are a variety of websites that contain applications you can put on a UFD and then run on any computer without needing to install them. I have had good luck with PortableApps.com, a collection of Open Source applications that will fit on a moderate sized drive. I used it so that I didn't have to lug a laptop around when I was visiting family this fall.

Finally, if you're truly literalistic, you can buy or make a Human Shaped Thumb Drive.