FileSlinger™ Backup Reminder 09-22-06: RAZR-Sharp Backups

Lest anyone think this has become the Maxtor backup reminder, I’m going to talk about something different today: cell phones. I’ve written about cell phone and PDA backup once or twice over the past three years, but I never did get a phone sync kit for my old Motorola 120.

That phone was far from top-of-the-line when I got it; I distinctly remember the kid who sold it to me trying to convince me I needed a color screen. Two years ago Verizon offered me a free camera phone when I renewed my contract, but I couldn’t see why I’d need one, and passed it up. I have been, in a nutshell, a cell phone Luddite.

All that is changing. Among other things, I discovered why a person with a digital camera could still want a camera phone. As of just over a week ago, I am now the proud owner of a Motorola RAZR V3m. It has a color screen and a 1.3 megapixel camera.

More important, at least for the purposes of this newsletter, it has a USB port.

Not that Verizon really wants me to use it for anything except connecting the battery charger and the headset. Here is a phone designed to be able to sync up beautifully with a computer, but the wireless carrier locks out all those functions in an attempt to make you send all files and make all backups through their network. (I give Verizon credit for providing a backup option so people don’t lose their cell phone contacts, but that doesn’t mean I actually want to use it.)

Getting the phone to talk to the computer requires additional software. I invested a modest amount in Motorola Phone Tools and a companion “Advanced Features” CD from CellCables.com. Apparently the Phone Tools software works with most current Motorola phones, as does the companion CD.

I spent about two hours arguing with the software after I installed it, and then about an hour on the phone with the helpful customer service person at CellCables.com, and finally had everything working. I can now back up my cell phone numbers onto my computer, and also synchronize them with my Outlook contacts. That means that to some extent the phone also acts as a backup for my computer, though it only stores the information from phone, e-mail, and Instant Messaging fields.

The synchronize function works much like HotSync for PDAs. You get to choose ahead of time which folders and/or categories to synchronize (I don’t really need all 820 contacts in my phone) and to decide whether the computer or the phone should take precedence. (I set it to “ask each time” as there’s no guarantee one will be more up-to-date than the other.)

The main use the Motorola Phone Tools help file suggests for the backup/restore function is “cases where you would like to recover data overwritten by synchronizing.” Almost everyone has had at least one experience of overwriting the wrong thing during synchronization, so it’s definitely a good idea to back up the data already in your phone before performing your first synchronization. If you add numbers directly into your phone a lot, you should back up or synchronize (or both) frequently.

The help file also says that “The mobile phone contacts, calendar and tasks are saved locally in a .csv file.” CSV stands for “comma separated values.” You can open such file in a text editor like notepad or a spreadsheet like Excel, or import the data from it to Outlook, ACT, or another contact manager.

“Locally” isn’t very specific, though. You don’t have to know where the files are to use the Restore Wizard, but I like to know where my backups are so I can make sure to back them up, and you certainly have to be able to locate files before importing them into another program. So I went hunting and located the backup files in C:\Documents and Settings\Sallie Goetsch\Local Settings\Application Data\BVRP Software\Motorola Phone Tools\Backup.

Not exactly right out in the open. I might’ve expected Motorola Phone Tools to create a folder in “My Documents” for storing phone data, but apparently that would be too risky. “Local Settings” is one of the folders that Windows likes to hide from you, so unless you have “display hidden files and folders” turned on in your folder options, you’d never spot this file, much less be able to mess with it.

When importing the .csv file, you need to be aware that the fields are not separated by literal commas, but by semicolons. And there are several columns containing numerical data which is probably only meaningful if you’re a cell phone programmer.

If you’re using Outlook and your cell phone to back each other up, you might not need this particular backup, but why take chances? It’s actually easier to back up than to synchronize. And it’s much easier to back up than to key in all those names and phone numbers again, even on the relatively generous-sized number pad of a RAZR.

Next week at this time I’ll be in Ontario, California, giving a presentation at the Podcast and Portable Media Expo. I’m hoping to be able to write and queue up a Backup Reminder before I go, but now would be a great time for one of you to volunteer to write a guest column.

Until then, don’t let playing with new gadgets distract you from backing up your data!

FileSlinger™ Backup Reminder 1-13-06: Cell Phone Backups, ca. 2006

One of this newsletter’s loyal readers suggested that I write something about the proliferation of mobile devices and how to back up the data we carry around with us as a result. I did actually include a series of articles about cell phone and PDA backups back in October of 2004, but that was a long time ago, at least in tech terms, even if I personally am using the same mobile device and the same cell phone I was using then.

If you sync your PDA with your computer, each machine serves as a backup for the other. (You’ve also probably experienced problems with duplicates and unwanted overwrites, but that’s another article.)

Cell phones, at least the more traditional ones which are primarily phones and don’t make use of a Palm or Windows Mobile operating system, are a bit trickier, and even if nothing goes wrong, users find themselves faced with the problem of getting their phone book from the old phone to the new. In some cases you can simply move the SIM card from the old phone into the new one—but this requires 1) some technical aptitude and 2) compatible systems between phones, and 3) that you not have changed carrier or phone number in the meantime.

Some carriers will now let you upload and store your cell phone directory onto their network—but that’s not an option everyone will want to make use of, for reasons like privacy and security.

Fortunately, manufacturers are coming to the rescue of cell phone users. Two new products (one available now and one expected in the second quarter of this year) are designed exclusively for backing up cell phones. Better yet, they’re compatible with many different phones, so don’t depend on the manufacturer, never mind the carrier. (For any readers outside the U.S. who may be puzzled by this reference, it’s pretty useless to buy a cell phone here without also signing up with a cell phone carrier; hence the phones are usually provided “free” with a two-year service contract.)

The first, which is available now, is the CellStik from Spark Technology corporation (http://www.sparktech.com). It looks much like any other USB memory stick. One end plugs into your computer, the other to your cell phone. You can transfer data either from the computer to the phone, or from the phone to the computer, by pressing one of the directional buttons. You can also use it to move data between phones.

CellStik only works with Windows computers and with newer phones—my Motorola 120e isn’t on their list, but if you’ve got one of those slick new RAZR models, you can get a CellStik for $40.

The other new cell phone backup device is Cellular Phonebook Backup Pal from Advanced Wireless Solutions, LLC (www.backup-pal.com). This circular device has three buttons on it: Backup, Reset, and Restore to Phone. It runs on AAA batteries and connects to your phone or computer via an interchangable interface module (infrared, USB, or phone-specific serial).

Backup Pal is meant to operate independently of a computer, so it might not matter whether it’s Mac-compatible, but being able to get the numbers I’ve put in my cell phone while out into my computer contact program is something I’d want to be able to do with such a device.

Since it’s not actually on the market yet, I can’t tell whether it will work with my phone—but I’m not holding my breath. Maybe I should’ve taken Verizon up on their offer of a new camera phone last time I renewed my contract. I just couldn’t see what I’d want with it, since I already have a digital camera and prefer to use my cell phone only for outgoing calls.

Anyone who knows of any other such devices, or better yet, has actually used one—write in and let us know how it works.

Finally, a tip of the hat to Doug Boysen and Delphi Backup. Doug got in touch with me months ago, and I never followed up. Delphi provides online backup solutions through Value Added Resellers, in case any of you is looking to become a backup service reseller. Since I don’t want to add to the tech-support/computer geek side of my business, I’m really not interested in becoming a reseller for anyone’s backup solution, no matter how good, but if you’re looking for managed offsite backup, you can contact Doug directly at dboysen@delphibackup.net and let him tell you why you should prefer Delphi to its competitors.

Back up that cell phone!

Attention cell phone users! A recent survey conducted in the UK showed that 1 in 5 people use their cell phones as their only record of phone numbers. I've started to do it myself: why bother writing clients' numbers down in my date book when I can just put them directly in my phone? It's so much easier to call that way.

It's also risky business, because the odds are better than even that you'll either lose your phone or have it stolen inside of 3 years. I managed to do both simultaneously within a year of becoming a cell user, myself. (I've been much more careful since, and now carry the phone in my surgically attached handbag.)

Phones themselves can be replaced, but the phone numbers and other data you keep in them are stored in the phone, not on the network. (And some of us prefer to keep it that way. I really don't want my cell phone provider to have all that information, thanks very much. I have the small businessperson's innate distrust of huge corporations.)

Very few people could re-create their entire cell phone directory from memory. (I can't even remember who I have in there, never mind what their phone numbers are.) I'm not alone in my memory failure, either: only 1 in 20 of survey respondents thought they could re-create their phone directories from memory, and they were probably exaggerating.

If you have the right kind of phone and the right kind of service plan, you may be able to sign up for data backup via your cellular provider. Or see the October 29, 2004 Backup Reminder for a more detailed discussion of how to back up your cell phone to your computer.

FileSlinger™ Backup Reminder 10-29-04: Backing Up Your Cell Phone

Dear FileSlinger clients, colleagues, and friends:

The CTIA Wireless IT & Entertainment Expo and conference took place in San Francisco earlier this week, which makes it particularly appropriate for me to talk about backing up your cell phone.

The new "Smart Phones" were prominently on display at the Expo. These are essentially a combination of PDA and cell phone, and as such are already designed to be synced with a computer for backup. Some also use memory cards, as many of the newer PDAs do.

But what about those of us who use more ordinary cell phones? After all, Smart Phones are generally expensive and even the technical-minded reviewers in PC Magazine find some of their features incomplete and difficult to use—not to mention the fact that you might have to change wireless providers in order to be able to use the model you prefer.

Because cell phones save numbers that you have dialed and the phone numbers of incoming calls, it's easy to add new numbers to your phone book, and a cell phone is easier to carry than a Rolodex. Those numbers don't necessarily make it onto paper or into your computer contact program. After all, if you can get the number out of your phone at any time, what's the point having it somewhere else?

The point is this: if you don't have those numbers stored elswhere, how will you get them back if the phone is lost or stolen? And then there are phone upgrades: do you really want to have to enter all those phone numbers by hand, working your way through the number pad to spell out the names of your contacts? I don't—I've had to re-enter mobile phone numbers by hand twice now, once after a phone was stolen and once after upgrading.)

One vendor at the expo, Remo Mobile/Xpherix, offers services called iBackup, iPhonebook, and iDatebook. Naturally I looked at iBackup first: "Backup and restore your contacts at any time on your existing or new mobile phone."

I went to the website and discovered that there was only one model of mobile phone that works with iBackup: the LG VX6000. iPhonebook, which stores your phone numbers online, works with a wider range of mobile phones (though not mine), and might be an alternative. Xpherix products are designed to work with Windows PCs and either Microsoft Outlook or Palm OS. Clearly, this was not the ultimate solution, and certainly not a solution for me personally.

Supposedly my wireless provider, Verizon, is offering, or plans to offer, a backup service to those who sign up for their "Get It Now" service, but I couldn't find any mention of this in their "Get It Now" brochure or on their website. It is, however, worth checking with your own provider to see whether they have such a service, whether it works with your phone, and what it costs. Keep in mind that any service of this kind means that you are transmitting your contacts over a cellular network—and cell phone signals are notoriously easy to tap into for even entry-level hackers.

Not to be deterred in my pursuit of a backup solution, I kept looking, and found a reprint of an article on cell phone backup which recommended FutureDial's SnapSync ($30 for the software, data transfer cable not included) and Intellisync Phone Edition ($34.95, data transfer cable not included).

And, somewhat to my surprise, both of these products will work with my phone (a Motorola 120e). I haven't bought either of them, though, because a little research showed that it was possible to download the older TrueSync (the software described in my cell phone manual) from the Motorola website for free. I also downloaded the free Mobiledit Lite. I'm not sure how well either will work, since I don't have a data transfer cable (available elsewhere for much less than either Verizon or Motorola charges), but I promise to let you know the results once I do.

In conclusion: getting your cell phone backed up will probably require some research, time, and money, but if the thought of losing your cell phone gives you cold chills, it's almost certainly going to be worth it. If the prospect of figuring it out is too daunting, I'd be happy to do the research and installation for you at my usual rates.

But don't put off backing up the rest of your data until you've found a cell phone solution!

Until next week, when I'll have more software and hardware recommendations,
Sallie