I bet, we all were in this situation. Our Wi-Fi signal disappeared and we had to wait for our document to load. There is nothing worse than having a very soon deadline and waiting for the internet connection at the school cafeteria. Luckily, there is a solution to this problem without paying anything extra for additional equipment. Let's configure cloud syncing system which will work when you are sleeping.
First of all, let's clear things out about the cloud since it sounds like magic at the beginning. The cloud is just a bunch of computers that belong to Google or Microsoft. When you upload a file, it is transferred from your laptop to the hard drives of those companies. The magic happens when you install an application that monitors all changes made to your files. If you move a file, it will instantly copy it to the internet.
The secret of not having to wait for the file is to do the heavy lifting when you are at home. Home internet connection is usually faster than the connection at your school. Configure your system in such a way that all the necessary files are pre-downloaded and you won't have to wait for the slow connection at the school.
In this article, I am going to describe two ways of configuring cloud sync system depending on the devices you use. If you use an iPhone and MacBook, iCloud Drive is what you need. Since it is embedded in the OS, you won't have to install anything additionally. For everyone else, including Android and Windows, Google Drive is the best choice in terms of the free cloud storage. 15 gigabytes of storage is more than enough for your school documents and presentations.
Since the first one works on almost every device, let's start with Google Drive. You have to install "Google Drive for Desktop" on your Windows or Mac computer. In the installation process, you have to choose how to treat your files. "Mirror files" is the way you should choose because this way you will always have your file even if the internet stops working.
This method uses some of your hard drive space, so be sure that you have enough space before starting. If your laptop is stuffed with games and videos, then you will have to release some space before starting. Installed Google Drive creates a special folder that looks like any other folder. Any file that you put in this folder will be uploaded to the cloud in the background while you will be busy with something else. Icon in your taskbar will show you that it is happening.
Now, let's talk about the magic of "Smart Sync" or "Online only" if you don't have enough space on your laptop. This feature allows you to see all your files in the folder, but they will not be on your hard drive. When you try to open one of the files, the system starts downloading it. It releases a lot of space on your laptop, but brings back the waiting problem. I recommend keeping your current class folders with the "available offline" option turned on.
If you use MacBook, iCloud configuration is likely to be already installed. However, if it is not, then you have to go to the settings of your laptop and turn off the "Optimize Mac Storage" function. Turning it off means that your laptop will not be deleting any of your files. If it is turned on, your laptop deletes old files to save the space which will cause panic later. Opening a history report and realizing that your Mac deleted it is a nightmare no one wants.
Here is a pro-tip that will save your grade someday. You have to check the synchronization status before you leave your house. You can see it as little checkmark or cloud icon next to the names of your files. Checkmark means that your file is synchronized. Cloud icon means that the file is still alive on the internet and it should be downloaded. Don't close the lid of your laptop until all your important icons become solid checkmarks.
Even your phone can be used as an additional device that saves your grade. Google Drive and iCloud have apps that allow you to look at your documents and edit them while you are on the go. If you have to present something on your laptop that died or even your laptop got cracked, then you can use your phone to review your notes. It is not convenient to write a ten-page paper, but perfect for flashcards. You will feel like a technological wizard in front of your classmates.
Another mistake made by many students is that they are saving files directly on their Desktop or Documents folder without thinking about it. These folders will not be synced with your cloud automatically. I recommend you to create a special folder for school work inside your cloud folder. You can treat this folder as a place where you are allowed to save the homework. This will create a habit of saving your files in this folder and will protect you from losing your data when your computer will crash someday.
Now, let's talk about the size of your files. Large Photoshop file or video project is much larger than any text document. Large files take a lot of time to upload, even on fast internet connection. If you are going to wait for your video project to load on the morning of your presentation, you will suffer a lot. Start to upload it the night before your presentation.
You may wonder if it is safe to store your files on someone else's computer. Big companies like Google and Apple use encryption to protect your data. Unless you are planning to keep government secrets on your computer, you are most likely safe using free tier of these services. Be sure that you use strong passwords and two-factor authentication for your account. It is one more lock that is impossible to crack for hackers.
There is a small drawback to all this convenience and it is your battery life. Uploading files in the background uses up the processing power and drains your battery. You may notice that you will have to recharge your laptop faster. This is especially true for laptops you use outside of your room, for example, in the coffee shop or library. This is the price you have to pay to be prepared.
Think about it as packing a lunch rather than buying it in the school cafeteria. You have all the time in the world to pack it at home while when you buy it at school, you have to accept whatever is left. Packing your files at home is like packing that perfect lunch. You arrive prepared and you don’t have to depend on the slow service of the cafeteria.
Even more, you can configure your computer to wake up and upload files when the laptop is sleeping. All operating systems have a function that allows you to run background tasks when the laptop is plugged in. This means that your laptop can sit in your backpack, charge and upload files at the same time. Unzip your bag and your homework will be ready and waiting for you. It feels like having a personal assistant for free.
So, spend twenty minutes to configure this system today. Download the app, link your folders and move your homework to the cloud. Test your system by saving a file and watching it appearing on your phone or other device. When you will see that little checkmark, a huge weight will lift off your shoulders. No more asking for five more minutes from the teacher because the Wi-Fi is slow. You are now in control of your data.
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