An in-depth look at SyncToy including the good features and the curious omissions.
By Michael Barden
Microsoft has released a major new PowerToy that we think will be of interest to many Microsoft Office users.
SyncToy gives you a way to make background copies and backups of files, folders or groups of folders. This option lets you create a backup of files on your computer to another location without using a full backup tool.
Two folders can be synchronized so they each have the same file regardless of changes made. Handy if you have two computers (desktop and notebook) and need to keep files on both.
You can also grab new files from a specific location (like a network share) or automatically save your new files for others to share. Useful in small workgroups which can’t afford the expense of MS Small Business Server or Sharepoint.
It’s a powerful tool, while still in beta and not supported by Microsoft is worth keeping in mind. But there are some traps and so, as we’ve done so many times before, we’ll try to give you an in-depth appraisal.
THE WHAT AND WHY OF FILE-SYNCHRONIZATION
File-synchronization is a way of ensuring that two folders contain and maintain exact replicas of the files and directories within them regardless of whether the changes were made on either set of folders.
The two sides are usually called ‘source’ and ‘target’ but because the SyncToy has more complex features, Microsoft has called them “right-hand folder” or “left-hand folder”.
In some cases it is necessary to move files from one place to another; in other cases there is a need to keep two storage locations exactly in sync. Ensuring that the files on your home laptop computer for example are up to date with the files on your office desktop, or that selected files are consistently backed up to an external hard drive can be time-consuming and inconsistent if done manually.
PROMISES
The SyncToy fact sheet tells us it is an easy and customizable copying, moving, and synchronization of files in different directories. In addition, it can manage multiple sets of directories at the same time, each utilizing different set-operations.
SyncToy keeps track of renamed files and will make sure those changes get carried over to the synchronized folder. SyncToy lives up to its promise on this one, providing a reliable and useful feature for files.
The SyncToy is advertised as being “quick” here however most likely refers to the time it takes to manually set-up a synchronization operation. After all, the speed with which a synchronization takes place is highly dependent on the speed of the computer(s) in question, and the speed of any network the synchronization may be running across.
INSTALLATION
The SyncToy v1 Beta for Windows XP can be downloaded from the Microsoft website as a small 821KB Setup.msi file. It requires Windows XP and the Microsoft .NET Framework 1.1 (which most people will already have installed whether they know it or not) It is a free download available to those who are running legal Microsoft Windows.
The installation of the program itself was a simple, guided and familiar process. You could do it with your eyes shut and I suspect many people do.
PowerToys are additional programs produced by the Windows developers that provide additional functionality to Windows. It is important to note that they are not officially a part of Windows and are not supported by Microsoft.
USER INTERFACE
SyncToy possesses a somewhat Spartan graphical user interface, common to many so-called PowerToys, which only include the core functionality rather than a clutter of ubiquitous bells and whistles.
The resulting interface is very clear and intuitive. The program takes you through the process of setting up a pair of folders for synchronisation in a simple step-by-step way. In addition to this, there is a small, but clear help file.
CONFIGURING A SIMPLE SYNCHRONISATION
Configuring SyncToy is achieved through the setting up of one or more named folder pairs and corresponding actions for each pair.
We’ll look at synchronization. One folder pair might be set up to “synchronize” changes between two folders across a network, which means that changes in one side will be mimicked in the other side.
Start the SyncToy and choose ‘Create a new folder pair’ then select the ‘left’ then ‘right’ folders. For a synchronization there is no difference between ‘left’ and ‘right’ but the choice does matter for other operations.
It is important to note that not all folders are allowed to form part of a folder pair. Such selections will appear “grayed out” and these include: My Computer, My Network Places, Recycle Bin and Control Panel. Some folders also appear selectable, but are then disallowed because they are potentially recursive, which is another necessary feature.
Additionally, if you wish to synchronize the Desktop, it is important to note that SyncToy considers this as the Desktop folder found in C:Documents and Settings
When choosing some folders we received the following error:
‘You have selected a folder pair that may be recursive (for example, a folder and one of its sub-folders). Please select a different folder to continue.’
This is strange because in many cases you’d want to select a folder and intend to include the sub-folders. Despite the error message (which we think is a beta glitch) you can continue to create the folder pair.
Then choose the operation – we’ll select the default ‘Synchronize’ for the moment.
Lastly give the saved folder pair and settings a name so you can find in a list of SyncToy operations.
PREVIEW AND OTHER OPTIONS
In order to know what operations would be performed on a folder pair, SyncToy has a convenient preview function, which analyses the folders, and based on the action, informs you what would happen if it ran. This is great to make sure you are performing the right operation, as you are able to see what will happen before any changes are actually made.
There are a number of other options, which can also be specified on a folder pair, including a filtering mechanism to include only files matching a certain string, as well as a means of excluding certain sub-folders from the operation.
CHOOSING AN OPERATION
The SyncToy has various ‘operations’ that control the way files are replicated. These are the choices with their official descriptions and our comments:
- Synchronize: New and updated files are copied both ways. Renames and deletes on either side are repeated on the other. This is the ‘full’ sync option.
- Echo: New and updated files are copied left to right. Renames and deletes on the left are repeated on the right. Use this to backup a primary (left) to a copy (right).
- Subscribe: Updated files on the right are copied to the left if the file name already exists on the left. Use this with a shared folder to grab any new documents (from the right) such a team documents.
- Contribute: New and updated files are copied left to right. Renames on the left are repeated on the right. No deletions. This is the complement of ‘subscribe’ to send team documents to a shared folder (on the right).
- Combine: New and updated files are copied both ways. Nothing happens to renamed and deleted files. Think of this as a ‘safe’ version of Synchronize – with no deletions or renames.
WON’T SYNCHRONIZE WITH MY POCKET PC!
For the Windows Mobile / Pocket PC users who like our technology to-go, the obvious question would be: does it work with my Pocket PC? The answer to this is no, it will not work with the “Mobile Device” folder, which is both surprising and disappointing.
Regarding other portable devices such as mp3 players, SyncToy will work if they simply show up as another hard-drive when connected to the computer. This is great for those who want to synchronize their podcast or mp3 collections.
But the failure to support Microsoft’s own line of portable devices is unforgivable. SyncToy could have been a workaround for the notable omission in ActiveSync – the ability to sync files to a device storage card (instead of just to the My Documents folder in the main memory).
THE VERDICT
If you require a program that synchronizes between a computer and a Pocket PC then you’re out of luck.
However, for those of us with basic synchronisation or back-up requirements, SyncToy seems to get the job done without fuss. It runs quickly, is easy to use and possesses a useful preview function.
