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Share EVERYTHING on 2 Windows computers, especially Quickbooks

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  • Windows 7
  • Computers
  • Configuration
  • Windows 8
Last response: in Windows 8
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October 31, 2013 10:54:28 AM

Ok, short information (I know more information is better):
I work in the office of a new, home-based company. The owner, Mark, has had a Dell laptop with Windows 7 Ultimate OS for quite awhile. He just recently bought me a new Dell desktop for the business, but this one has Windows 8 version 6.2.9200 Build 9200 (In case all that matters).... by the way, holy crap this OS is confusing!

Anyway, what I am trying to do:
The Windows 7 laptop is currently the main server for company information. First of all, I'm probably going to move that to the Windows 8 desktop for memory and operation purposes, unless you tell me that Windows 7 is the better option for this situation. BUT, what I WANT to be able to do is sync/share/? both computers so that I can have a program open in one computer, make a change, and it automatically (or soon after) makes the same change in the other computer. I also want to be able to share documents, etc.
The MAIN things I want this to be available for are: Quickbooks/especially the company file (this is the MOST important), all documents (although I've been able to make this work with HomeGroup and Microsoft Office SharePoint Workspace 2010), and I would LIKE to be able to have the Access database file open and be able to edit it simultaneously on both computers if that is possible.
What I would really LOVE, what would be the ultimate awesome-est situation, if possible, would be to have full access to one computer from the other. Like I said, Quickbooks is the biggest, most important part of this situation (I'm sure you can understand why), as I have a feeling I can't have everything I want here. Lastly, I would like to be able to do this free or cheap (I don't want to subscribe to anything if we DO have to spend money, I would like to just be able to make a one-time purchase. Like I said, new company).
What I've tried: I've shared the entire C: drive of the Windows 7 laptop via HomeGroup, as previously mentioned; Also, like I said, I've attempted to use SharePoint Workspace. Some of these solutions might seem like a big giant "duh, that wasn't going to work" to you, but I'm in the learning process here. I'm also having some firewall problems with this, but that's a new problem for a different day once this is fixed. One thing at a time.

Last thing you should know, and my "novel" will be complete: I have spent COUNTLESS hours doing all kinds of research trying to figure this out, but apparently I don't understand enough to get it. Please, when answering, treat me like I'm your parents' age and only understand so much about computers (I am, however, 26). While I probably understand more than you would assume, the only things I've learned is what I can figure out based on rudimentary internet research as well as clicking around different programs, systems, and help windows. So much of that information goes right over my head, though. I am a very fast learner, but please be very specific or you will just get bombarded with more questions (or another novel). Please feel free to ask me anything, but be aware I might ask you how to find the answer.

In advance, I REALLY appreciate your time, patience and effort in helping me out. I also thank you for sticking it out (teehee, innuendo) through my novel to get to this part, the end.

More about : share windows computers quickbooks

Best solution

a b $ Windows 7
a b * Windows 8
October 31, 2013 11:02:24 AM

Your best option is going to be something like Dropbox or Google Drive. You can move your entire 'documents' folder into your Drive, and it'll automatically get synced to the cloud. Basically you would take any program you want to sync, find out where it saves its documents, and tell google drive or dropbox to add that folder to its synced folders.

That should do exactly what you're looking for, BUT - don't ever do this with important company documents such as financials, because anything that's stored on the cloud (which is exactly what syncing is), is subject to the security of the service doing the syncing, which isn't up to par for protecting sensitive information such as company financials or client information.

(Also, as for windows 8, it helps to not use metro apps - there are always desktop versions. Just don't use the windows store and treat it more like windows 7, and it should be a lot simpler.)

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a c 633 $ Windows 7
a c 491 * Windows 8
October 31, 2013 11:09:47 AM

Sharing the whole drive is not the way to go.

Designate two or three folders on each machine, and share them out. Or one set of folders on the central PC that is being a 'baby server'. Put the relevant files in those folders.
I do this at home all the time, and have seen small offices set up this way.

You can map a drive letter to each shared folder.
For instance, The "Q" drive holds QuickBooks, the "E" drive holds all the relevant Excel files, the "S" drive holds the Sales database.

Or go with Server 2012 Essentials (more money and more work).
6 months from now, you will be looking at an actual Server implementation. Start learning now.

I'm also going to be "that guy" and ask...what are you doing about a backup scenario?
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October 31, 2013 11:12:15 AM

DarkSable said:
Your best option is going to be something like Dropbox or Google Drive. You can move your entire 'documents' folder into your Drive, and it'll automatically get synced to the cloud. Basically you would take any program you want to sync, find out where it saves its documents, and tell google drive or dropbox to add that folder to its synced folders.

That should do exactly what you're looking for, BUT - don't ever do this with important company documents such as financials, because anything that's stored on the cloud (which is exactly what syncing is), is subject to the security of the service doing the syncing, which isn't up to par for protecting sensitive information such as company financials or client information.

(Also, as for windows 8, it helps to not use metro apps - there are always desktop versions. Just don't use the windows store and treat it more like windows 7, and it should be a lot simpler.)



Wow, that was fast! Thank you :)  I've actually been using Dropbox for other things, but I didn't realize it can work that way. Only thing is, you basically just told me that I shouldn't use Dropbox to share QuickBooks (being that it's the program we use for our financials) for security purposes. Is this a correct assumption? If so, damn, that's just what I wanted to do lol.

Lastly, what are "metro apps"? And the "windows store"? I suppose I could just look them up.

Thank you so much!!

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October 31, 2013 11:14:57 AM

USAFRet said:
Sharing the whole drive is not the way to go.

Designate two or three folders on each machine, and share them out. Or one set of folders on the central PC that is being a 'baby server'. Put the relevant files in those folders.
I do this at home all the time, and have seen small offices set up this way.

You can map a drive letter to each shared folder.
For instance, The "Q" drive holds QuickBooks, the "E" drive holds all the relevant Excel files, the "S" drive holds the Sales database.

Or go with Server 2012 Essentials (more money and more work).
6 months from now, you will be looking at an actual Server implementation. Start learning now.

I'm also going to be "that guy" and ask...what are you doing about a backup scenario?


lol I don't mind you asking at all, I'm just happy you're willing to take the time to do it. As far as backup, I have an external HD that we're using on the "main" computer. It backs up quickbooks every time we close it and I have it set up to backup the computer every other day. I also have the company "Documents" folder backed up to Dropbox all of the time.
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a b $ Windows 7
a b * Windows 8
October 31, 2013 11:23:17 AM

Metro apps are the dumb new windows 8 applications that fill the whole screen instead of running in a window. They're a pain to manage... but it seems like you already avoid them just fine on your own. ;)  [The windows store is where you buy metro apps and download them, like an app store on a phone.]

That's correct, you don't really want to do that, unfortunately. The trouble is that the data gets saved on DropBox's servers, which don't have as robust security as is needed to keep sensitive information safe. If you want to research more about it, the phenomenon is called 'Rogue IT.' I would talk with the higher-ups as well as your IT department to figure out what's safe to store on the cloud and what isn't.

Glad to hear that you've got a decent backup solution - if USAFRet hadn't come along, I would have been "That guy." One thing to think about though, is if you have programs that save data someplace that isn't just your main documents folder - yes, it's good that you have the external drive that backs up the entire computer, but what happens if, say, the building catches on fire?
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a c 633 $ Windows 7
a c 491 * Windows 8
October 31, 2013 11:51:26 AM

IReallyAmLisa said:


Wow, that was fast! Thank you :)  I've actually been using Dropbox for other things, but I didn't realize it can work that way. Only thing is, you basically just told me that I shouldn't use Dropbox to share QuickBooks (being that it's the program we use for our financials) for security purposes. Is this a correct assumption? If so, damn, that's just what I wanted to do lol.

Lastly, what are "metro apps"? And the "windows store"? I suppose I could just look them up.

Thank you so much!!



With DropBox, or any other 'cloud' based service, you're at their mercy. If they are down for the afternoon, so are you. Especially at the 'free' level. Of if they get compromised....so has your company data.
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October 31, 2013 12:12:48 PM

DarkSable said:
Metro apps are the dumb new windows 8 applications that fill the whole screen instead of running in a window. They're a pain to manage... but it seems like you already avoid them just fine on your own. ;)  [The windows store is where you buy metro apps and download them, like an app store on a phone.]

That's correct, you don't really want to do that, unfortunately. The trouble is that the data gets saved on DropBox's servers, which don't have as robust security as is needed to keep sensitive information safe. If you want to research more about it, the phenomenon is called 'Rogue IT.' I would talk with the higher-ups as well as your IT department to figure out what's safe to store on the cloud and what isn't.

Glad to hear that you've got a decent backup solution - if USAFRet hadn't come along, I would have been "That guy." One thing to think about though, is if you have programs that save data someplace that isn't just your main documents folder - yes, it's good that you have the external drive that backs up the entire computer, but what happens if, say, the building catches on fire?


You guys (or possibly gals) are awesome :D  And yeah, that "building catching on fire" scenario is why I've saved at least the documents folder to dropbox. I still don't have a great solution for QuickBooks. At this point, I think I'm just going to have to email the QuickBooks company backups to myself every time I close just to play it safe until I figure out some other solution (or we find one we are willing to pay for). Also, I AM the "IT department" (although I didn't consider myself that way until now lol) in this little growing company. I'm also the office cleaning lady, the billing department, secretary/receptionist... basically the only person who doesn't go out in the field, and the person who understands the most about computers and technology. Tiny, tiny new company :) 
Rhetorical question/complaint: I have seen/heard nothing but complaints about the new Windows 8, what the h*ll is their problem and why did they feel the need to change everything over to such a crappy and difficult OS? [/EndRant]
(NOT Rhetorical) Also USAFRet, why shouldn't I share the whole drive? I honestly didn't think about doing it at all until a tech friend of mine suggested it. Originally, I WAS just sharing certain folders but that got a little frustrating and I kept having to share more and more to get everything we needed to the new computer
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a b $ Windows 7
a b * Windows 8
October 31, 2013 12:24:53 PM

Ahh, I hear you; working for a startup requires you to do a whole bunch of random stuff that you wouldn't normally think about. Bear in mind that emailing the quickbooks doc to yourself has much the same problems - if your email isn't secure and someone gets into it, they can get at your data. Like USAFRet was suggesting, at some point it might be very wise to setup a company server off-campus that you can access through a company virtual private network. That's going to be by far the most secure, safest way to store all the data you need.

As for Windows 8, I actually like it better. It takes a little getting used to / configuring, yeah, but it works; to me now it's just like windows 7, but with way better search, copying, and task manager functions. I totally understand where you're coming from as the learning curve is very harsh, but you'll get used to it soon.

He probably said you shouldn't share the whole drive for bandwidth reasons so your company doesn't have to pay a lot more for internet. Again, this problem would be pretty much solved by using a server, which the company is going to need anyways at some point.
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a c 633 $ Windows 7
a c 491 * Windows 8
October 31, 2013 12:30:44 PM

Quote:
Rhetorical question/complaint: I have seen/heard nothing but complaints about the new Windows 8, what the h*ll is their problem and why did they feel the need to change everything over to such a crappy and difficult OS? [/EndRant]


It is no more difficult than the change from Win 3.1 to Win95. They are/were trying to mesh the desktop space with the mobile space. Desktop, tablet, phone...all with a similar interface.

Quote:
(NOT Rhetorical) Also USAFRet, why shouldn't I share the whole drive? I honestly didn't think about doing it at all until a tech friend of mine suggested it. Originally, I WAS just sharing certain folders but that got a little frustrating and I kept having to share more and more to get everything we needed to the new computer


Sharing the whole drive gets confusing.

A few selected folders, mapped drive letters on whatever PC, and make the relevant applications save to that folder.
Every PC on the network has a "Q drive", which is where Quickbooks data lives.
Or one shared folder, the "O drive" which is where all office files live.

Ideally, this would all be managed via a server and group policies, but it looks like you're not quite there yet.
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a b $ Windows 7
October 31, 2013 2:17:31 PM

Something that hasn't been mentioned yet is relocating the data to a NAS drive. You can pick up a decent NAS for about $150-200 as you won't be needing huge amounts of storage. Not free, but a lot cheaper than a server.

Quickbooks can access data files stored on a NAS and also allows for multi-user access (with the required licences). This means you could both be working on the same Quickbooks company at the same time.

Most NAS drives will have a USB port that you can connect an external hard drive for backup purposes.


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March 23, 2014 1:45:47 PM

If you are looking for a simpler way to accomplish QuickBooks collaboration without paying the expense of continually working in the cloud, you will want to check out Qbox. www.coraltreetech.com

With Q Box, accountants and their client’s continue to use the same desktop version of QuickBooks. However, using Q Box, they have a locally hosted copy of the file that is continually synchronized with their remote client’s copy. In other words, no more sending QBW files back and forth, no more screen sharing, no expensive cloud hosting and no more downloading/uploading of QuickBook files.

With Qbox, there is also a locking technology that avoids the creation of conflicting copies.

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May 14, 2014 3:47:55 PM

I have been using Qbox for about 6 months and it is AWESOME so far! I am the treasurer for a small organization. The secretary only opens the QuickBooks file about once per day for an hour or two each time. After it syncs, I can open the file and review what she entered and make any corrections or adjustments instead of waiting to have the file transferred to me by USB flash drive once or so per week. I would like to find some independent research about this company but so far, so good!
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May 14, 2014 3:49:18 PM

Duplicate post - sorry!
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