Moving Data Between Two Systems

Most communications performed by laptops occur over miles and miles of phone lines. But it often occurs that you need to transmit files back and forth from two laptops that are right next to each other. Usually the best way to do this is with a direct connection.

Direct Connection Software

At one time, laptop users required special software, such as LapLink, to transfer data from one system to another. For several years now, the need for this software has diminished because the capability has been included in Windows .

Windows Direct Cable Connection (DCC)

The Direct Cable Connection feature of Windows is handy for transferring data from one laptop to another. Here's what you need to use this software:

• You will need a special serial, parallel, or USB cable that can connect two computers. These cables are bundled with programs such as LapLink or can be purchased separately.

• You will need to be sure that both computers are configured with the same workgroup name .

• You will need to set up one laptop so that it can share a folder or drive with the other laptop.

Note that if you do not have a special cable to connect the laptops, you can try to establish an infrared link. This can be done by situating the two notebooks so that their IR windows face each other and are no more than 2 feet apart. Be sure that no object, such as a coffee cup, obstructs a direct line-of-sight connection between the two systems. Be forewarned, however, that a few of the newer notebook computers lack an IR window, and many of the notebooks that have IR windows are not compatible with each other.

Using Networking Protocols

A faster and more inexpensive method is to set up a small peer-to-peer network. For a network of three or more laptops, you will need a small network hub and a few standard network cables. But for a network of only two laptops, you will need only a simple "crossover" LAN cable, which usually sells for less than $10. Of course, if your laptops do not have built-in LAN adapters, you will have to add in the cost of these devices as well.

To make a simple peer-to-peer LAN connection, you need to do the following:

• Because your miniature LAN does not have a DHCP server doling out IP addresses automatically, you will need to configure both laptops manually with suitable IP addresses. Two reasonable addresses would be 192.168.0.1 and 192.168.0.2. The subnet mask for each laptop should be set to 255.255.255.0. (To learn more about DHCP, see the section on that topic earlier in this chapter.)

• Both computers should be configured with the same workgroup name.

• One laptop should be set up so that it can share a folder or drive with the other laptop. Windows XP provides a Shared Documents folder by default.

Hardware-Based Data Transfers

Not too long ago, data could be easily transferred from one system to another via a floppy disk. Now, however, rare is the data file that is small enough to fit on a floppy. Plus, many smaller notebooks lack a floppy drive. Still, other techniques can be used to transfer data fairly easily.

USB Data Fobs

These handy keychain-size devices can be plugged in to the USB ports of any computer and be filled with several megabytes of data. Always carry one of these inexpensive devices with you when you travel.

Memory Card Plus USB Adapter

If you use a digital camera, you probably have several postage stamp “size memory cards laying about. With an inexpensive adapter (to be used with either a USB port or a PC Card slot), these memory cards can be used to transfer data from one laptop to another.

CD-R Discs

If your laptop is equipped with a CD-R/W drive, you should always carry at least one CD-R disc with you. These discs are very inexpensive and are extremely useful for transferring large amounts of data from one notebook to another. Just be sure that the second notebook has a drive that can read it.

Managing Data Sharing/Synching with Desktop PCs

Now that you can easily move data between any two systems, you'll want to know how can you manage the sharing of data between those systems. Say you go back and forth between using both a notebook and a desktop system. Not only will you need to be able to copy files between them, you'll want to ensure your files, data, and work are synchronized between the systems.

Windows includes a feature called Briefcase that is designed to handle this task. However, many users have reported that they are dissatisfied with it. Fortunately, there are several inexpensive third-party synchronization software packages on the market. One particularly powerful program is LapLink Gold, which performs a number of other tasks as well as synchronization. Also, a number of shareware programs offer some type of synchronization. Search for "synchronize files" at www.download.com. Note that this synchronization technique is an excellent way to back up the data on your laptop.