Moving Your Email to the Cloud – Part 1

Let’s start with a quick poll: what email program do you use? Or is your email in the cloud?

What email program do you use

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There are two primary ways to store your email:

  1. On your computer in a program such as Microsoft Outlook
  2. In the cloud in a service such as Gmail, Yahoo! or Outlook.com

If you are already using a cloud based service then you’re done, you can stop reading! I will have posts that talk about making the best use of these cloud services and how to protect your email messages in these locations.

email to cloud

Why move email to the cloud?

If you have been storing years of email on your computer then you may want to consider moving to a cloud based service. Why would you want to do this?

  • You keep online receipts and financial correspondence in your email – imagine the headaches if all of this was lost due to a failed hard drive.
  • if the information is only on your computer then it’s only accessible when you’re home. Wouldn’t it be great to access all of your email history from anywhere?

For many years I kept all of my old emails in Microsoft Outlook on my home computer. I switched to Gmail so all of my new messages were easily accessible on my phone but old ones only at home. Since moving all of my emails online, there have been many occasions when I’m out that I need to find some old piece of information and have quickly found it right from my phone.

That’s great but I really like Outlook/Apple Mail/Thunderbird…

For several years I recommended to my cousin who has thousands of emails in Outlook PST files that he should move everything to a cloud based service. He much prefers Outlook over any of the cloud based services that he tried. I informed him that he can have the best of both worlds. With relative ease, you can still use your email program of your choice and connect it to your preferred cloud based service. The great thing about this is that when you are at home and filing or deleting emails, all the changes are simultaneously happening in the cloud based email too. You can work with whichever you want – the email program on the computer or the cloud based service.

Ok, you’ve convinced me, but how to I move my emails

Let’s not get too ahead of ourselves. Before transferring over your years of emails, you first need to decide which cloud based service to use. I will first tell you what not to use – your Internet provider’s email.

What do I mean by this? A popular provider in my area is Rogers. When signing up, many people have email addresses in the form of yourname@rogers.com. Rogers has a partnership with Yahoo! so you get a Yahoo! account branded by Rogers. In theory you could move all of your email here, but I highly recommend against it:

If you cancel or change your Internet provider, you will lose your email account that you have with them!

Years ago, the only way to get an email address was with your Internet provider. This is no longer the case. You can register your own domain (I did that years ago, more in a future post) or use a previously mentioned service like Outlook.com, Yahoo! or Gmail. If you are choosing to move your computer based email to an online cloud service, I highly recommend signing up for a free account with one of these email based cloud services. There are numerous advantages:

  • assuming these companies stay in business, your email is for life
  • they are free, and most have a paid service that gives you features like extra space or no advertising
  • you can still use your Internet service provider email address with most of these services – more about that in another post in this series

In the next post, I will go over choosing from the online email providers and then talk about how to get your email moved online.

 

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Data Retention – what do you want to keep for the future?

A long time ago, when photography was only paper based, pictures were put in albums so that they would be protected and preserved for future generations. My grandparents labeled pictures and created albums, some of which are still in existence today. When you are doing your taxes, you keep at least 7 years worth of paperwork in case the government wants to give your tax return a second glance. University students who are writing a thesis might work on the document for several years and keep lots of research in the form of books, articles and notes. What do all of these items have in common? All are important items that have value for the owner and need to be protected and preserved – sometimes for different periods of time. This is known in the data protection business as retention. Retention is the amount of time that a document or item is to be saved. Let’s look at the types of items that we retain in more detail.

dance recital retention
dance recital – you’ll want to keep these photos

Digital Photographs

When you took that picture of your kid’s dance recital last week, did you think about how you would find it and look at it in 20 years? We live in at time where we are taking more pictures than ever before. This is thanks to the development of cameras in mobile phones – and the fact that these phones are always with us. Phones have a limited capacity, so one option that has become popular and easy, is to use a cloud based service like Apple’s iCloud or Google Photos to keep a growing picture collection. That is a great solution as long as these services continue to exist but what happens in 20 years if one of them either goes out of business or changes their business model to eliminate the storage of photos? While this seems unlikely for Apple and Google based on their business today, we cannot assume that anything is forever.

tax-financial-documents retention
don’t lose these documents unless you like paying tax penalties

Tax, financial and other documents

Lots of financial documents and statements are easily available online and can be downloaded to your computer as a PDF file. With the help of a scanner, all of these scattered bits of paper can be digitally stored together to provide a quick reference to financial statements or to bring together all documents required for tax season. It’s easy to store these files on your computer but what happens if your computer crashes? Try explaining to the tax department that you lost 10 years of data when your hard drive crashed. I don’t think that will excuse you from paying your taxes! Now, it’s possible that you don’t need to keep every document forever but copies of ownership for properties or life insurance policies need to be kept long term. Before determining a data retention strategy for your documents, you need to first categorize them based on how long they need to be kept in order to ensure that the right documents are kept for the right amount of time.

school assignment retention
better make sure your school assignments are frequently saved

Retention of school assignments and short term projects

These types of documents are very important but possibly for a shorter period of time. A student in high school working on a project might need the materials and final document for only the current school year or possibly until they graduate. Once the high school diploma is in hand, these items might be kept for sentimental reasons but they no longer have the same critical value. The same can be said for a 6 month work project. The raw materials to work on the report may or may not be important but the final document could be critical and may need to be retained longer term. The key point to take away for these types of documents is that they need to be protected during a shorter period of time, but during that time they are very important. In the case of a school project or PhD thesis, versions along the way have great value. Can you imagine working on the final draft of your thesis and then losing the file, only to discover that the one backup came from the first week you were working on it?

All of the above items are important digital data that must be protected – and all for different lengths of time, or as we said earlier, all have different retention times. Prioritizing your data allows the right protection method for each data type.

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Protecting your files when moving to a new computer

You’ve spent several months researching the latest in technology and you buy a brand new top-of-the line laptop. You move over all of your important documents, family pictures, and videos. Everything is working great and you’re loving how fast the new computer is. One morning you start up your new computer and there’s a dreaded message that your hard drive is not installed and your computer doesn’t start.

This isn’t fiction – it actually happened recently to my cousin.

No problem you say, since you’ve got all your data backed up you can just get the computer fixed and put back all of your important files.

What’s that you say? You didn’t back it up? You’d better hope that whoever fixes the computer can retrieve all of your files!

Even though buying a new computer usually means that you’re getting something that is secure and reliable, there are no guarantees. The first thing to be done once the computer is up and running is to set up a backup routine.  In future posts, we will discuss the process of deciding how to back up and getting it done.

One easy method for dealing with a failure with a new computer is to leave all of your files on your old computer for a period of time. In the case of my cousin, even though this happened 1 month after he started using his new computer, all of the files were still on his old one and were easily retrieved.

That’s great you say, but what about the important files like finances and other documents that change every day? For those types of files, all of these remained safe as all of them were located in a cloud based service, such as Dropbox. Getting your frequently updated files into a cloud based service is a good first step to protecting all of your files.

How do you protect your frequently changing critical files?

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Back up your paper calendar

Maybe you prefer a good, old fashioned paper calendar over having one on your phone. People ask me all the time if I think they should switch to a digital calendar. My answer is always the same – use the tools that make the most sense to you. Sometimes a hybrid approach works. Last year my son Benji, who was in grade 9 at the time, was given a suggestion to buy on of those large monthly calendars so he could plan out a month at a time, something like this:

This was the perfect complement to his Google calendar, which he shares with us (more about that in a future post). Every month he plans out his school projects, other appointments, and plans with friends. Is there duplication? Yes, but this overall written view coupled with his Google calendar helps him remember where he has to be and what he has to do.

Wednesday nights are busy ones at our house. Benji goes to an activity at a mall nearby and buys dinner at the food court so that he can eat before being taken to another activity. While waiting for his food, he put down his calendar and forgot about it. When we checked with the mall the next day, there was no sign of the calendar.

Since this calendar is more of a supplement to his main digital one, the information located on the paper calendar can easily be recreated.  But this got me thinking about how we can apply digital data protection strategies to non digital items like paper calendars. One could take a picture of the calendar on a regular basis so that there is another copy of the information.

What this really showed is how our existing paper based products, such as calendars, notebooks and address books need to be kept safe (such as not forgetting them in a mall!) In this case, the large monthly calendar was an added benefit and doesn’t replace the digital version.

There is room for both digital and paper based product and different ways to protect both. What is your method for storing your calendar and contacts? How do you keep them protected?

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You don’t need antivirus software

What’s that? I can just picture the look on your face when you read the post subject line. I don’t need antivirus software!?

shocked look

Ok, I’m not being completely honest. While you don’t ‘need’ antivirus software, I still recommend it. Good antivirus software may prevent a nasty virus from hitting your computer.

For years we’ve been advised to have antivirus software on our computers to protect us from deadly viruses that can corrupt or destroy our important files. And if you properly protect your important files then it doesn’t matter if you have antivirus software or not – you can recover everything. If all of your files are backed up when disaster strikes, then you can get it all back. Even if you have both your computer software backed up (like Windows or Mac operating system) and your data, who really wants to have to do all the recovery work when an antivirus program might have neutralized the virus threat before it took hold.

Besides antivirus software, there are some thing you can do to keep your computer safe:

  • only go to sites that you know are trusted
  • when receiving email attachments, don’t open them unless you both know who it is from and you are expecting something to be sent
  • only install trusted software on your computer

virus detected computer

Even with doing the above mentioned items, you might still get a virus or some type of malware if a known site gets or even a friend gets hacked. I will have more to say in a future post about what to look for in antivirus software but if you are looking for a quick recommendation to either

  • keep your computer protected
  • neutralize malware or a virus that has infected your computer

I recommend checking out Malwarebytes

A few years ago when I was searching for software to clean up some malware on my computer, I tested a few different programs. What I liked about Malwarebytes is that it offered the full program functionality for free. This means that you can have it scan your computer to not only find malware and viruses but also it will clean things up. When it comes time to recommend software to put on my family and clients’ computers, I tell them to pay for the yearly fee to get the full version.

The full version gets you real time malware and virus scanning. What is the difference? Real time means it catches viruses as they try to infect your computer. Earlier I mentioned that you should be vigilant in what websites you visit. When you have Malwarebytes installed and you reach an infected website, it catches the problem before you even know it. Think of it like a personal security guard always waiting to protect you right on your computer!

Check out the link below to see the options for purchasing a license for Malwarebytes. I highly recommend running the free 2 week trial first and a full scan of your computer.


Malwarebytes for Home | Anti-Malware Premium | Free Trial Download

Do you have another program that you prefer to finding and catching viruses? Let me know in the comments.

 

 

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Why I’m so passionate about backup and protection of all

Every journey has a story about its origins and mine is no different. My start to protecting all and backup began in December 1991. I was looking through the software section at K-Mart and was digging through the piles of floppy disks that were being sold as Shareware. In today’s language, I was checking out some free apps before buying one! I came across a program called Family Tree Journal that let you create a family tree on your computer and could print it out. I bought the disk and installed it at home. This led me down a path of genealogy research that has continued to this day.

K-Mart

Floppy Disks

That genealogy software led me to many conversations with family members that included video and written interviews, copies of important documents and lots of pictures. I knew early on that it would be critical to have backup copies and to protect all of this irreplaceable information. At that time, this meant carefully organizing copies and originals in binders and cabinets. As time went on, I created a digitized system for storing all this information plus ways to access the data.

Now imagine that having all this information gathered over many years and losing all of it due to a failed hard drive or a virus. Thankfully, this has not happened. By having numerous levels of backups there is a safety net in place if a file is accidentally erased or a hard drive dies.

If only my 1991 self could see the options there are today for digitizing your life and the wealth of options the Internet has given us for accessing data through cloud based services.

Are your digital photos protected outside of your computer? Have you backed up all of your important financial documents that you’ll need for tax season? Are you overwhelmed at the thought of even tackling backup? Don’t panic, as I will guide your through what you can do to protect your all.

Don't Panic - backup your life

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Welcome to Protect My All – backup your life!

We all have so many things that are important to us to be backed up in the digital world – our documents, family photos and videos. How many times have you heard about someone losing years of precious memories when a virus wiped out their photos or a hard drive crashed – and they had no backup. With proper planning and the right tools, these disasters can be eliminated. The goal of Protect My All is best summed up with the old but true cliché – an ounce of prevention is worth a pound of cure.

So many times friends and clients call asking me to help with recovering lost data from either a damaged hard drive or a virus. So often is the case – no backup was completed in either a long time or ever. I remember when a friend called in a panic. She thought she had a virus and she could not open any of her pictures. It turned out that she had a ransomware virus and all pictures were gone unless she paid a huge ransom. Backup was set up but had failed and she was not notified. Some pictures were recovered but many were not.

How about the client who had email downloading to different devices? Over time, messages were only getting saved to one computer or one phone. An effective centrally stored email service prevents this from happening. I’ll have a lot more to say on this subject.

We are fortunate to live in a world with relatively inexpensive, high speed Internet. We all have important digital data in our home, how about backup of these pictures, videos and documents to the cloud – or even to our family members? There are many options to “protect your all” outside of the four walls of your house.

An overriding principle of protecting all your data is LOCKSS. This stands for “Lots of Copies Keep Stuff Safe”. I’ll get into this in a another post, but the point is – the more backup copies you have, the better chance you have of protecting your data.

Click here to join our mailing list and learn lots more about how to Protect Your All!

What type of digital data are you most concerned about protecting?

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