WinSync Help Contents

Listed below are the Help topics available for WinSync.  Use the scroll bar to see entries not currently visible in the Help window.

To learn how to use Help, press F1 or choose Using Help from the Help menu.

General

Overview of WinSync

Network Setup Guidelines

Starting WinSync

Shortcut Buttons

Configuration

Setting Synchronization Options

Setting Up Directories

Browsing Directories & Files

Setting Archive Options

Setting the Password

Setting Printer Options

Operation

Synchronizing Files

Quick Backup

Quick Restore

Archiving Files

Transaction Logging

Getting Help

Stamping Files

Labeling Backup Disks

Printing Reports

Special Topics

Conflicting Files

Orphaned Files


Overview of WinSync

WinSync represents a totally new concept in file backup and redundancy by using any logical DOS storage device (i.e. any disk drive or other device that has a letter prefix such as a:. b:, c:) attached to your computer workstation for automatic backup of critical data files.  Also, WinSync helps to control the amount of usable storage space on your system by facilitating archival of the ever-accumulating volume of old files located on your hard disk.

The most central concept of the WinSync system is that of synchronized directories.  On a typical standalone PC, data files such as word processing documents are stored on the computer's hard disk.  If the disk should ever fail for any reason, these files are unavailable until the disk is replaced and the files are restored from some backup medium (like floppy disks or tape).  However, if the previous backup was unsuccessful or the backup medium was corrupted in some way, data could be irretrievably lost.  With WinSync, you can define a working and backup set of directories for your files.  For example, the working directories could be located on the hard disk and the corresponding backup directories could be on another fixed disk or a floppy disk. Other arrangements, with the backup directories on a network file server, are also possible.

Once the directories are defined within WinSync, they become perfectly "synchronized" by ensuring that the files with the most current date and time are located in both the working and backup directories (and sub-directories).  Any time the WinSync program is run, new or updated files (or entire sub-directories, for that matter) in the working directory structure are copied to the backup destination.  Also, new or updated files in the backup directory structure are copied to the working destination.

You can continue to store files on the hard disk as usual and still have the security of redundant data copies which are automatically updated as changes occur.  If the disk fails or a file is accidentally deleted, the data is still accessible in your backup directory and existing files can be updated or new ones created at will.  When access to the working device is restored (when the hard disk is replaced or repaired, for instance), WinSync automatically re-synchronizes the files, copying the newly modified backup files to the working directory on the hard disk.  With WinSync, even major hardware failures need not impede your productivity.  This form of file redundancy provides a very high level of overall fault tolerance using existing resources and with only a minor investment in administration time.

When a directory is defined as "working", it is assumed that all sub-directories are also "working" and should be exactly duplicated within the designated backup directory.  However, somewhere below the designated working directory there may be one or more sub-directories that should be excluded from synchronization.  To accomplish this, the you may designate a comprehensive list of "excluded directories and excluded file types (based on the file extension), providing considerable flexibility in specifying precisely which data should be backed up.

Data has a tendency to accumulate and if all of it were copied to a backup disk drive, the capacity of this drive could be exceeded.  For this reason, a file "expiry" time can be specified.  If an expiry time is set, files in the working directories older than this value are NOT BACKED UP when WinSync is run.  Moreover, files in the backup directories older than this value are PURGED to make room for new data.  This is all done automatically.  You may also set a disk space limit for backup files and WinSync will automatically select only the most recent files that fit within the allocated space.

Quite apart from the issue of file redundancy is the problem of old data files accumulating and occupying potentially valuable disk storage space.  This is a particular concern with users who generate a large volume of work or large files (like graphics files).  Since the WinSync system already knows where data files are located in order to maintain file redundancy, it is natural to use this information to facilitate controlled file archiving as well.  You have the option of defining an "archive" time which is similar in concept to the file expiry time defined above.  When the Archive function is run, all working files older than the specified archive time are moved to a separate directory and purged from their respective working locations.  This archive directory can exist on a floppy disk or elsewhere on the hard disk so that the files may be subsequently backed up to tape.  A detailed log is also created to facilitate location and restoration of archived files.

It is worth noting that, for convenience and safety, WinSync does not rely on the file archive bit for any operations.  Therefore, other backup processes are not disrupted by the WinSync system in any way.

Actual file synchronization with WinSync can - and should - be run continuously as a concurrent task under Windows in enhanced '386 mode.  It is also advisable to place WinSync in the Windows Startup Group so that it is activated (in a minimized state) immediately when starting Windows (see:  Starting WinSync).


Network Setup Guidelines

In general, PC workstations are connected to a network for two purposes:  file sharing and resource (i.e. printer) sharing.  In the typical network scenario, working files are stored on the network where they may be accessed by other users.  When the network becomes disabled for any reason, ALL network users are denied access to their data files;  documents, spreadsheets, databases and graphical images are all stored on the file server, effectively out of reach.

WinSync can solve the problem of network downtime permanently.  When setting up synchronized directories, select the data directories on the network as the working directories and define corresponding directories on the individual workstation hard disks as backup directories.  When WinSync is run, it will ensure that data is always synchronized to the local hard disk.  Setting appropriate File Expiry Times and Disk Space Limits will ensure that the hard disk never overflows with data.  Working and Backup  Expiry Times of 1 year, and a Backup Space Limit of 5 Megabytes should be sufficient for most users.  If the network ever goes down, users will still have their data locally, ready for use.  When the network is restored, any changes made locally will be automatically and transparently copied to the correct working directories on the network.

WinSync is a particularly powerful tool when the workstation is a portable computer equipped with a network interface card.  In the office, the PC is connected to the network and files are typically stored on the network file server for the normal reasons.  When detached from the network, files are stored on the internal hard disk.  WinSync can make sure that ALL data files are stored in both places, without tedious manual file copying and potential mistakes.

In another common network scenario, files are stored on the workstations local disk drive since access to a local drive is usually faster than access to a network drive.  The network may simply exist as a medium for electronic mail or sharing of application software.  In this case, the problem faced by network administrators is the difficulty in backing up all of the data in the organization since it is scattered across numerous disks that are not usually accessible centrally.

Once again, WinSync can easily solve this problem. When setting up synchronized directories, identify the local workstation directories as the working directories and define corresponding directories on the network as backup directories.  When WinSync is run, it will ensure that data is always synchronized to the central network file server, and may be easily backed up from there.


Starting WinSync

Once installed, clicking on the WinSync icon in the Windows Program Manager will launch the program.  After configuring the system options and specifying which directories to synchronize, you may choose to set up the program so that it begins synchronizing files as soon as it is launched.  To do this, select the WinSync icon within the Windows Program Manager and then select File > Properties from the menu.  Add a /c to the end of the command line as follows:

Command Line:  c:\winsync\winsync.exe  /c

Now, when WinSync is launched it will begin synchronizing files immediately in a continuous cycle.  To further automate the process, you can place WinSync in the Windows Startup Group so that it becomes active as soon as Windows is loaded.

If you do choose to invoke WinSync with the /c parameter, it is also a good idea to run the application in a minimized state.  This is one of the options in the Properties dialog box.  When running minimized, only the WinSync icon is visible; to restore the full screen, simply click on the minimized icon.


Shortcut Buttons

Shortcut buttons are displayed just below the main WinSync menu and provide a convenient way to launch the most commonly-used WinSync functions:

Sync - Synchronize working and backup files (at timed intervals)

Backup - Copy working files to backup location (one-way)

Restore - Copy backup files to working location (one-way)

Archive - Archive expired files

View Log - View transaction log

Reports - Print various reports

Help - Display online help index

Quit - End WinSync session


Setting Synchronization Options

Select Configure > Sync/Backup Options from the main menu.

You will be presented with a form that lets you specify a variety of options to customize the way WinSync synchronizes files on your system:

File Expiry Times  (Active, Backup)

The period after which files are treated as "expired".  You may enter separate expiry periods for working and backup files and select the appropriate time interval from the drop-down lists (days, weeks, months, years).  When WinSync is run, the date of each file is compared against the current date.  If the difference between these two dates exceeds the corresponding file expiry time, then:

If it is a working file,  it is ignored (i.e. not synchronized),

If it is a backup file, it is deleted to make room for more recent, more relevant files.

Synchronization Interval

Normally, WinSync should run continuously in the background to ensure that the data stored in the backup directories is current in case the primary storage device fails or is otherwise unavailable.  However, it is advisable to specify a sleep period of several minutes (or even longer) between synchronization passes  in order to improve the overall performance of your system.  While sleeping, WinSync requires no system resources.  After the specified time interval has elapsed, WinSync will wake up, ensure that all files are properly synchronized, and then become dormant once again.

Conflict Checking

Selecting this option causes potential file conflicts to be tracked (see: Conflicting Files).  Since conflict checking requires the creation of a master file with the dates, times and relative positions of all working and backup files, enabling this option usually slows down the overall performance of the program.

Transaction Logging

Selecting this option causes all WinSync transactions to be logged.  Every time a file is copied, archived, deleted (etc.), the event is recorded in a special log file, along with the date and time of the operation.  The log may be viewed on-screen, or printed as a report.  Since transaction logging requires the update of a disk file, enabling this option results in a slight decrease in performance.

Backup Storage Limit

The maximum storage space, in megabytes, to be allocated for backup files.  If the total space required by the backup files exceeds this storage limit, WinSync automatically selects the most recent files that will fit within the allotted space.  This is particularly important when the backup device is a floppy disk.

Sync/Backup Disk Label

If the backup device uses removable media (i.e. a floppy drive),  it is important to make sure that the correct disk is loaded when a synchronization or backup operation is run.  To do this, WinSync checks the name specified in this field against the volume label on the disk.  If they do not match, a warning is displayed giving you the opportunity to insert the correct disk before proceeding.  There is also a button adjacent to the Backup Disk Label field which will actually place the specified label on any disk (see: Labeling a Disk).


Setting Up Directories

Select Configure > Directories & Files from the main menu.

You will be presented with a form that shows the synchronized pairs of working and backup directories. It is unnecessary to specify sub-directories below a given directory - WinSync automatically scans the directory tree and includes all sub-directories unless they are explicitly excluded.

You may type in the desired directory names in the text boxes, or click on the ? button to browse through directories and files visually.  Working directories or specific working files may be selected as necessary.  If a working file name is entered, then you need only specify a backup directory for that file - WinSync will preserve the same file name in both of the matched directories.  Directory specifications are always terminated with a "\" (backslash) character whereas individual files are not.  When you have specified both a working and a backup directory (or file), click on the Add-To-List button.  You will see the new directory pair appear in the scrolling list box which always remains sorted in alphabetical order.

Similarly, you can type in (or select by browsing) excluded directories, that is directories that will be ignored by WinSync when copying files.  Excluded directories are usually sub-directories of working directories that you may wish to skip because the files are non-critical, or for reasons of data security.  As before, click on the Add-To-List button in order to append the new directory specification to the list.

WinSync can also exclude certain file types based on their extension.  You may select an excluded type from the drop-down list provided, or specify some other file type using the format:  *.{ext}, where {ext} is the extension of files to be excluded.  For example *.EXE would exclude all executable programs that might be encountered during synchronization.

To delete any item from any list on the form, simply click on the item (an included directory pair, an excluded directory or a file type) to highlight it, and then click on Delete-From-List.

After filling in the fields, click on OK to permanently save your edits, or click on Cancel to restore the previous configuration.


Browsing Directories & Files

When setting up synchronized directories and files, you may click on the ? button for a visual display of the current directory tree and files on your system.  As with any such dialog box, double-clicking on a directory in the list will display the sub-directories and files beneath it.

You can select a directory or an individual file by highlighting the desired item and clicking on OK.  The item is then placed in the correct field on the configuration form.  Note that the file list box is only accessible when specifiying a working directory or file.  When selecting a backup or excluded directory, the file list box will continue to be updated, but will not be accessible.


Setting Archive Options

Select Configure > Archive Options from the main menu.

WinSync can efficiently archive old, unused files to another location, freeing up disk space in the process.  Various options must be set before the archiving operation may be run:

File Expiry Time

You may enter any number in the field provided, and select any timing interval from the drop-down list (days, weeks, months, years).  Files older than the time period selected are considered expired and ready to be archived.  When the archive operation is actually run, the date of each working file is compared against the current date.  If the difference between these two dates exceeds the File Archive Time, then the scanned file is moved to an equivalent sub-directory within the specified archive directory.

To prevent one or more old files from being archived, you can refresh their date and time by using the File Stamping function

Archive Directory

The name of the main directory to contain all archived data.  This need not be an existing directory - WinSync will create it when necessary.  Also, the sub-directory structure of each working directory being archived will be re-created exactly.  This makes it easy to locate and restore archived files, even without referring to the log.

Click the OK button when finished entering this information to save it, or click on Cancel to discard any edits.


Setting The Password

Setting a Password

Select File > Password from the main menu.

You will be prompted to enter a new password twice in succession.  The characters you type are hidden, so it is necessary to enter the new password twice in order to ensure that spelling errors are avoided.  When done, click on OK to validate and save the new password.  Or, click on Cancel to retain the old password, if any.


Setting Printer Options

Select File > Printer Setup from the main menu.

Various options may be set to change the style and appearance of hard-copy reports:

Page Size

Letter (8.5 x 11) size, or Legal (8.5 x 14) size paper may be selected.  All reports are run in portrait mode.

Printer Font

WinSync can print reports using any font recognized by Windows.  Simply select the desired font from the list provided.

Top Margin, Left Margin, Bottom Margin

Margins are specified in inches.

Click the OK button to save the new settings, or click on Cancel to discard any edits.  Note that reports are always printed to the default Windows printer.


Synchronizing Files

Select Run > Synchronize or click on the Sync button to perform this operation continuously as a background task.

When synchronization is started, WinSync will display a panel containing four, continuously-updated fields.  The topmost field shows the current directory (working or backup) being scanned for files.  The middle two fields display matching pairs of files that are being synchronized.  If both the working and backup files exist, they are displayed in a highlighted color.  If either of the files does not yet exist, it is displayed in a subdued color.  The bottom field displays a system status message or other instructions.

As synchronization proceeds, the STOP button may be clicked at any point to terminate the operation.

If a backup file is detected and there is no matching working file, it is possible that a completely new file was created in a designated backup directory, or that a working file was intentionally deleted.  In this situation, the backup file is termed an orphan (see:  Orphaned Files).  After all backup directories have been scanned, WinSync will display a list of any orphan files so that they may be copied to a matching working directory, or deleted from the system.

If both the working and the backup file have been modified since the last WinSync run, a file conflict is said to exist.  If the appropriate conflict-checking flag was set in the Synchronization Options, WinSync will display a list of any conflicting files and allow them to be renamed before proceeding.

If a Synchronization Interval was not specified, WinSync will synchronize all defined directories and then stop, displaying a final status message showing the total number of files copied.  If a Synchronization Interval was entered, the program will become dormant for a specified period of time (see:  Synchronization Options), and then re-synchronize all files.  In this mode, the cycle repeats endlessly as a background operation.  You may choose to minimize WinSync and forget about it, confident that your files are being continuously backed up.


Conflicting Files

A file conflict is defined as the case when both a working file and a corresponding backup file have both been modified since the last time WinSync was run.  Usually, this occurs when two people simultaneously work on a single document. As an example, consider the case where working files are stored on a network and backup files are located on your local hard disk.  In this scenario, if you make changes to the local file and a co-worker changes the matching file on the network, a conflict will result.  Both modified files are valid, not just the most recent one.

If Conflict Checking is turned on, WinSync will detect this condition and allow conflicting files to be renamed.  However, conflict checking slows down synchronization performance and should be disabled unless a conflict is likely to occur,  i.e. if you work on files which are shared with other people.

When conflicts are detected, WinSync will display the names of conflicting backup files in a scrollable dialog box with two options: Rename and Continue.  To resolve the conflicts, select each of the files in turn and click on the Rename button.  You will then be prompted for a new file name.  Repeat this procedure for all files in the conflict list.  When the list is cleared, WinSync will resume normal operation.  Alternatively, you may click on the Continue button and WinSync will ignore the conflicts and will copy the most recent file to both the working and backup directories.


Orphaned Files

A backup file without a matching working file is termed an orphan.  Orphans occur whenever you delete a file from a working directory, or move a file from one working directory to another.

When orphans are detected, WinSync will display the names of orphaned backup files in a scrollable dialog box with three options: Copy, Delete and Continue.  To resolve the orphans, select each of the files in turn.  To restore a backup file to its synchronous working directory, click on the Copy button.  If the working file was intentionally removed and the matching backup is no longer required, click on the Delete button to purge the backup file.  Repeat this procedure for all files in the conflict list.  When the list is cleared, WinSync will resume normal operation.  Alternatively, you may click on the Continue button and WinSync will ignore the orphans until the next synchronization run.


Archiving Files

Select Run > Archive Files from the main menu or click on the Archive shortcut button.

WinSync will warn you that all files in the working directories are about to be scanned and, if older than the designated archive period, moved to the archive directory. You may abort the process at this point by answering "No". If you proceed by answering "Yes", be prepared for some delay (up to several minutes) as WinSync scans all the working directories and copies expired files, particularly if you have a large hard disk.

If the archive directory happens to be on a floppy disk with limited storage capacity, you will be prompted to insert new disks as necessary.

The directory structures for the archived files are preserved intact for easy searching and, if necessary, restoration.  Also, a log file named according to the current date (i.e. 05-31-93.LOG), is created and placed in the archive directory as a record of all the transactions which occurred.  In this file are the fully-qualified names of the files archived.  The log may be used as a kind of "Table of Contents" if an archived file ever needs to be located and restored.

If Transaction Logging is turned on (see: Synchronization Options), archiving of files will also be recorded in the master system log.


Quick Backup

Select Run > Quick Backup from the main menu or click on the Backup shortcut button

Although WinSync was designed to efficiently synchronize files in two locations, it may be sufficient to simply back up working files to a backup destination.  WinSync is the ideal tool for a quick backup for several reasons:

It is fast - much faster than other backup utilities.  It also does not compress or alter the files in any way, ensuring that they are available for immediate use when the working files arent available for some reason.

It can run as a continuous background task, waking up periodically to back up only the files that have been changed, and then becoming dormant again.  The backup function uses the same Synchronization Interval (also called the sleep interval) that was specified as one of the Synchronization Options.

It will select and copy only the most recent files that fit on the backup device.  If you are using a floppy disk, WinSync will ensure that your most important files are always backed up, regardless of any other applications you may be running.

After invoking the Quick Backup, WinSync will display a form that is very similar to the synchronization status form.  You may notice, however, that only the working directories are scanned for changes.  Also, since a backup is a one-way operation, conflict and orphan checking are disabled.  However, if a working file is older than a corresponding backup file (possibly created during a previous backup operation), the older working file will not be overlaid on the newer backup file.  This is a safety precaution to ensure that the most recent file is never destroyed.

As the backup proceeds, the STOP button may be clicked at any point to terminate the operation.


Quick Restore

Select Run > Quick Restore from the main menu or click on the Restore shortcut button

This function reverses the Quick Backup operation, restoring backup files to their corresponding working directories.

After invoking the Quick Restore, WinSync will display a form that is very similar to the synchronization status form.  You may notice, however, that only the backup directories are scanned.  Also, since a restore is a one-way operation, conflict and orphan checking are disabled.  However, if a backup file is older than a corresponding working file (which may have been updated since the last Quick Backup), the older backup file will not be overlaid on the newer working file.  This is a safety precaution to ensure that the most recent file is never destroyed.

As the restoration proceeds, the STOP button may be clicked at any point to terminate the operation.


Transaction Logging

Select File > View Log from the main menu or click on the View Log shortcut button.

WinSync maintains a complete log of all significant transactions in order to track the overall status of files on your system, and as an aid in un-doing accidental file operations.  The on-screen log window displays only the most recent 1000 transactions.  To see earlier transactions, print a Log Report and specify the appropriate starting date.

If transaction logging is enabled, the disk file containing the log will grow continuously and consume valuable storage space.  It is a good idea to delete the existing log from time-to-time and start a new one.  To do this, select File > Purge Log from the main menu.


Getting Help

Select from the various options in the Help menu for selective help, or click on the Help shortcut button to jump to the main WinSync help index.  Alternatively, press F1 at any time for context-sensitive help.


Stamping Files

Select File > Stamp Files from the main menu.

Occasionally, it may be necessary to refresh the date/time stamp on a file to prevent it from being archived or to ensure that it is synchronized, even if it is old.  This function allows you select any file and apply the current date and time to it.

See also:  Archiving Files.


Labeling Backup Disks

Select File > Label Disk from the main menu.

If the backup directories are located on some kind of removable medium like a floppy disk, it is important to ensure that the correct disk is loaded before WinSync begins a backup or a synchronization cycle. This is done by specifying a unique disk name in the Synchronization Options, and applying that label to the backup disk.  WinSync will then check that the required backup disk name matches the name encoded on the disk before actually copying any files.

To add a new volume label to a disk, simply type in the desired name, insert the backup disk in the drive, select the correct drive designation from the list provided (a:, b:, etc.) and click on Assign.


Printing Reports

Select File > Print Reports from the main menu.

Reports available include:

Configuration

A listing of the current WinSync setup, including the state of all configuration options and directory/file specifications.

Archive Preview

One of the most useful and powerful reports.  Archive Preview lists the files that would be archived as of a certain future date.  As part of an overall file management and archival strategy, such a report could be run before archiving was actually performed, providing a final opportunity to retain individual files of interest.  The File > Stamp Files function is provided for this purpose and permits "freshening" of file dates, without loading other software and re-saving data.

The default future date  is the current date, and may be changed as needed to predict the effect of a future archiving operation.

Transaction Log

This is a hard-copy listing of the raw transactions that WinSync has performed, with the corresponding date and time for each transaction.  You may specify a Starting Date to print only the most recent transactions of interest.

The format of the report is virtually identical to the layout seen when viewing the log on the screen.  In general, the report indicates whenever a file is copied, deleted or archived.