Sharing Files between all of your devices

I would be interested how you share information between all of your devices. If you are like me you may use more than one device on a moment to moment basis and you may be generating information that you need to share or have access to no matter what device you current have at hand.

I use primarily five devices on a weekly basis. I have desktops at home and at work, a netbook in a backpack to keep me mobile, an iPad and an iPhone. I also have a Kindle that I have used but it isn’t one of these primary devices that I use to share information for personal or company business. When I look at a service or application that I am thinking of using on any one of these devices the first thing I look at is how device independent is it and how available is the program/data that it works with to all of my devices. I have come up with a few that I have found indispensible and I would like to share them with you.

Note Taking – EVERNOTE is my application of choice for this that I use to share information between my iPhone. iPad and computers. I use OneNote a lot on my computer but until recently it was only available on my PC’s and that wasn’t quite flexible enough. Recently Microsoft released an iPhone version of OneNote that can access notebooks that are stored in the cloud (SkyDrive). While this is interesting it isn’t quite as useful as Evernote is for me. The iPhone OneNote application isn’t as functional as the PC version and leaves a lot to be desired. In a pinch it has some use though. If they come out with an iPad version with more of the PC version’s capabilities then I might consider jumping back to this program for more use.

When I am sitting down with a client I am using a program called FastEver XL that allows me to quickly and easily type in text that can be saved to my Evernote account. I then save it and it becomes available no matter which device that I am currently using. So when I am out on the road collecting information at a client’s site that I will need at my desk later on, I am typing that info into FastEver XL and before I get back to the Office it is already waiting for me at my desk.

I have also been playing with an application called aNote (Awesome Note) that also integrates with  Evernote. It synchronizes with the Evernote folders so that you can use it’s capabilities It is meant to be used as a To-Do List manager with hooks to both Google and Evernote.

Document Access – I store many of the documents that I need to have access to using either Microsoft’s Skydrive or Dropbox. Skydrive gives you 25GB’s storage for free and this is where I put data like my OneNote Notebooks so that they are synchronized between all of my systems. However, Dropbox is the storage are that I primarily use because it is compatible with many iPad/iPhone applications for document storage. A Dropbox account comes with 2GB’s of storage for free and you can purchase upgrades to the service as you necessary. I have increased my storage to 50GB’s at a cost of $99/year and you can increase that to 100GB’s for $199/year. I also have storage over with mobileme and Google docs so there is plenty of places I can drop a file and have it available. I opened up my subscription to mobileme only because I decided to play with Pages and Keynote which are Apple applications that I am using on the iPad. I am not a big Google docs user but I know that it is there if I need it.

So what kind of information do I store in Dropbox. Most of it is temporary but some of it includes documents that I am constantly sharing with my clients. Things like product brochures can easily be shared through email on the fly when I am at a client’s site. I also create and store reports that I use when I am at a client’s site. This gives me instant information wherever I am. I will also store an office document here if I need to continue working on it from home. That way I can pick up right where I left off without having to save it off to a flash drive. I seem to be constantly losing those anyway. I have also stored program files here so that when I go to a customer’s site I can download those onto their machine quickly and easily. There is no concern of malware contamination because I’m not using hardware to transfer between systems.

Research – I use Instapaper quite a bit as I am going through my RSS feeds and from my internet browser. If you haven’t used this internet service before you will really love it once you do. One of the biggest benefits is that it will strip out most of the unwanted material from the website that it is pulling the article from and makes it much easier to read. I can access this information from my iPhone, iPad or any of my computers. It is easy to organize and I do this mainly from my computers. The browser based controls are much easier to use to organize my captured documents and once I have them there they are very easy to share with others as well. One of the ways that I am using this is to allow me to collect information from different photography blog sites that I am putting together as a self-help guide in MS Word. I have set it up with a table of contents and then saved it as a PDF file. I then send it up to my iPad and store it in the iBooks application. The articles in the document are then accessible using the table of contents to jump to the page that it is located on in the document. This makes it very easy to move around in the document using either the TOC or using the search feature to find keywords about something that I am searching for.

Photo’s -  If you have been following me at all on any of my blogs, you know that I love to take photos. The one thing that a photographer loves better than the taking of a photograph is the ability to share it with someone. I do this in a number of ways but the two primary ones are using my iPad as a presentation device and a website called SmugMug as my online gallery. SmugMug is accessible from most any device that has internet access and allow you a pretty large number of choices to separate you pictures and to be able to document them. It’s a great way to backup your pictures from your local storage and it allows you setup several layers deep of gallery settings. But the ability for me to point friends and family to this site easily and for them to self navigate makes for a great experience for them or for me when I am showing them using my devices as well.

I hope this article has given you some ideas of how you can set yourself up to be as productive and satisfied with all the programs and data that you want at your fingertips when you want it.