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How to Encrypt Your Cloud Files

How to Encrypt Your Cloud Files

Just a few years ago, keeping files secure was a simple task—you could move them to a thumb drive, delete any duplicate copies, and store the thumb drive in a safe location. As technology has advanced, however, data security has had to adapt to usability, and that means adjusting for Cloud sharing and storage.

Moving your secure documents and files into Cloud storage can feel risky, but you can combat the risk with proper encryption. If you’re new to the realm of data encryption and Cloud storage, keep reading to learn what encryption is and how you can use different encryption methods to keep your Cloud-based files safe and secure.

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What Is Encryption?

Every file or piece of data on a computer exists as a series of characters that gets interpreted by various programs on your computer. In its most basic form, encryption uses a predetermined pattern to change those characters, scrambling them so they can’t be used. Only the user who holds the encryption key—usually accessed with a password—can unscramble the data again.

Once used almost exclusively by security techs, encryption is now a tool that can and should be used by the masses. In the words of Taylor Miller, security expert at ATTSavings, “Encryption is no longer the purview of government officials and hackers; it has never been easier to make your files safe.”

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There are many procedures used for encryption, but Advanced Encryption Standard (AES) is among the most secure out there. Files can be encrypted to AES in three ways: native password-based encryption, app-based encryption, or Cloud-based encryption. Here’s a closer look at each method.

1. Native, Password-Based Encryption

If you have ever used password protection on a document with Microsoft Office, you’ve used a form of native encryption. This encryption method is fairly basic, but it can be effective if you’ve chosen a complex, hard-to-crack password. Word, Excel, and PowerPoint all have password-based encryption options, as does Adobe Acrobat.

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Pros:

  • Native encryption is easy to use—you don’t have to go through another program to handle the encryption.
  • Native encryption requires no external software, and other users can access your files simply by knowing the password.

Cons:

  • Depending on the program you’re working with, there may not be a native encryption option.
  • Natively encrypted files may run into compatibility problems between different versions of the same software.
  • On certain programs, AES isn’t set as the default encryption standard. In these instances, you may need to change the encryption setting to AES, which ensures maximum security.

2. Application-Based Encryption

If you want to go a step beyond native, password-based encryption, consider using an encryption software application. These apps have become very user friendly in recent years. Some programs allow you to encrypt entire folders or directories, providing automatic encryption for any additional files uploaded to those locations.

Pros:

  • Application-based encryption programs allow you to encrypt most files, regardless of the programs they come from.
  • Depending on the software you choose, you may be able to encrypt many files at once.
  • These programs often allow you to select your level of encryption.

Cons:

  • If you intend to share encrypted files, the users you share with may need to have the same encryption software.
  • While many encryption packages are free for private use, using a program commercially often requires the purchase of a commercial license, which can be very expensive.
  • You will likely need to move files out of your Cloud storage account before editing them to ensure proper encryption.

3. Cloud-Based Encryption

Some Cloud storage services have built-in encryption to protect your data. This method is good to use in tandem with another method listed here, as it effectively doubles up on the protection you’ve already got. Do note that not all Cloud storage providers offer encryption, so you’ll want to clarify what security protocol—if any—your host uses.

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Pros:

  • Like application-based encryption, Cloud-based encryption allows for encryption of any file, no matter which program the file or data originated in.
  • Depending on the Cloud service you choose, encryption may be automatic.
  • You won’t need any additional programs to decrypt the data you access.
  • Collaborators can easily access Cloud-encrypted files without compatibility issues—all they need is the password to access the hosting account.

Cons:

  • Like offline encryption software, using encrypted Cloud hosting commercially will likely require extra money for licensing.
  • Some services store encryption keys internally, which can be problematic if the host experiences a breach.

Cloud hosting makes collaboration—especially long-distance collaboration—much easier than it used to be. But that increased ease of use, needs specialized security to back it up. Fortunately, encryption is a great way to ameliorate some of those Cloud-based risks, so use one or more of the above methods to help ensure your data stays protected.

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Last Updated on December 30, 2018

18 Best Time Management Apps and Tools (2019 Updated)

18 Best Time Management Apps and Tools (2019 Updated)

No one can dispute the countless benefits technology has brought us. It’s undoubtedly allowed us to connect, perform, improve and leverage our resources beyond what was once imaginable.

If you’re not taking advantage of one of the hundreds of time management apps and tools out there, you’re definitely missing a trick.

But with so many apps to choose from, how do you know which ones to use? Well, this will depend on your needs, but we’ve put together a list of 18 of the very best time management apps that can help you with the most common time management challenges.

Let’s dive straight into the list…

1. Rescue Time — Use your time wisely

    If you have doubts that you’re using your time sensibly, this app will send you weekly reports to indicate what things are stealing your time. You may be shocked to discover how much time you’re actually wasting.

    Download Rescue Time

    2. Remember The Milk — Keep on top of all your tasks

      If you’re struggling to manage everything you have to do, and you work with many different devices, then this is the app for you. It’s a great free tool which is compatible with your mobile, computer, Gmail, Outlook, etc. It helps you to manage your tasks easily, and reminds you of them – wherever you are.

      Download Remember the Milk

      3. Focus Booster – Boost motivation to complete tasks

        This app is based on the principles of the Pomodoro Technique, and is aimed at individuals who procrastinate and feel overwhelmed by tasks. It’s designed to enhance your focus and remove any anxiety you might have with time pressures.

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        Download Focus Booster

        4. Toggl – Keep track of time spent on projects and tasks

          This is a great alternative to time-sheets, if you need to track how much time you spend on different projects. Effective time management starts with being clear on exactly how much time you actually spend on your projects and tasks, and then through analysis, working out how you can manage them more effectively.

          Download Toggl

          5. Dropbox — Store and send large files easily

            There are many apps that allow you to transfer content from your computer to other devices – but Dropbox is free and easier to use than the others. With the Dropbox app, you can even access and share important files on the go.

            Download Dropbox

            6. Evernote — Keep all your notes in one place

              Evernote is a free productivity tool that allows you to capture all your ideas, thoughts and images in many different ways (e.g., with voice, notes or images).  You can even record your meetings, interviews, speeches and ideas, create lists, add voice or text attachments, and share your files with friends. You can also sync Remember The Milk with Evernote to really optimize your time.

              Download Evernote

              7. Mind42 — Focus on tasks at hand with mind mapping

                Mind mapping is a great productivity technique, and Mind42 is the best free mind mapping app currently available. It helps you to become more organized by focusing your thoughts – thereby gaining clarity on what needs to be done.

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                Download Mind42

                8. SyncBackFree — Back up and sync your files effortlessly

                  This free software allows you to back up, restore and synchronize your files easily. It not only saves you time now – but also in the future. If you have never backed up your files before, you should definitely take a look at this pivotal tool.

                  Download SnycBackFree

                  9. MyLifeOrganized (MLO) — Manage your to-do lists effectively

                    Check this out if you find it difficult to manage all your tasks, to work with your to-do lists, and to organize your goals. This task management system helps you to target what you should be focusing on to reach your objectives. It automatically generates to-do lists, with priority actions for your immediate attention so that you can track your progress methodically.

                    Download MyLifeOrganized (MLO)

                    10. 1Password — Have all your passwords remembered

                      This app allows you to keep all your passwords in one encrypted database, protected by one password. This saves you time when you forget your passwords and need to retrieve them. It also allows you to use various passwords for different accounts so you don’t compromise on security.

                      Download 1Password

                      11. Pocket — Keep your eye on the ball

                        When you’re surfing the web, it’s easy to get distracted by enticing and fascinating websites. Use this tool to save your ‘finds’ to access and read later on at a convenient time which will not impact on your immediate work.

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                        Download Pocket

                        12. [email protected] — Boost your attention span

                          This amazing app combines neuroscience and music to boost your productivity. According to the developers, it’s possible to increase your attention span by up to 400%! Ideal for those who find it difficult to focus while studying, working or reading.

                          Download [email protected]

                          13. Launchy — Interact with your computer in a smart way

                            This small and simple tool allows you to launch your documents, project files, folders, and bookmarks with just a few keystrokes. This makes life so much easier as you don’t need to go through the start menu to access what you want.

                            Download Launchy

                            14. Forest — Boost your focus by growing a forest

                              This unique and fun app helps you stay focused and on-track. The concept is simple: whenever you want to focus, plant a virtual tree. If you stay focused, the tree will grow. If you lose focus, the tree will die. As the app’s name implies, you can grow multiple trees to create a virtual forest!

                              Download Forest

                              15. Trello — Track your projects in a highly visual way

                                This is a hugely popular app that you may already be familiar with. It works by allowing you to create cards for tasks that you need to complete. Each card moves across the Trello board (which is typically broken into columns such as To Do, In Progress, and Completed) as your start, work on and complete the associated task.

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                                Download Trello

                                16. Wunderlist — Digitalize your to-do lists

                                  Purchased by Microsoft in 2015, Wunderlist is an easy to use, feature-packed to-do list app. From planning a holiday, to sharing a shopping list with a partner, or managing multiple work projects, Wunderlist will keep you on top of all your tasks.

                                  Download Wunderlist

                                  17. TimeTree — Have a shared calendar with your family

                                    This app allows families or teams to share multiple calendars and appointments. So, whether you’re planning a party, or run a local sports team, Time Tree can keep everyone up-to-date with all current and upcoming activities and events.

                                    Download Time Tree

                                    18. Todoist — Capture and order all your tasks and activities easily

                                      Todoist is close to being the ultimate digital to-do list. It’s available via browsers and apps, and lets you schedule all your tasks and activities. Each item can be flagged for priority as well as given a due date. There is also a neat option to add notes to any of your tasks.

                                      Download Todoist

                                      The above list covers what we consider to be the very best time management apps and tools. And the good news is – that many of them are completely free of charge! So, what are you waiting for? Select the ones that will be the most valuable to you – and begin boosting your productivity now!

                                      Oh, and one more thing… Take a look at a couple of our other articles that will help further streamline your time management:

                                      40 Top Productivity Apps for iPhone and 20 Quick Tips For Better Time Management

                                      More Recommended Productivity Experts on Lifehack

                                      • Leon Ho — The Founder and CEO of Lifehack, which he share productivity hacks to make life easier
                                      • Carl Pullein — A renowned productivity and time management coach
                                      • Mark Pettit — A Business Coach for ambitious entrepreneurs who want to achieve more by working less

                                      Featured photo credit: Unsplash via unsplash.com

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