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Happy Birthday Us!
Thanks to everyone who came along to celebrate our fifth anniversary this month. There was, as promised, cake – for those of you who missed it, this is what it looked like, although not for long: I had little more than the silver foil base to take home afterwards.

STF 5th anniv cake 1

Since that first meeting in May 2010 attended by founders Gillian Jack and Sharon Whyte, and Helen Caldwell and Richard Beatty, STF has had 51 meetings in 5 different venues and discussed the work of 22 authors in 36 submissions. We’ve also staged 2 public events, and our mailing list has grown from that first group of four to inform 70 non-fiction writers of our monthly sessions.

We are Edinburgh’s non-fiction writers’ group, and we play an important role in the literary life of the city. Thank you to everyone who has ever come along to a meeting, to everyone who hopes to in the future, and especially to all the authors who have allowed us to review their work in progress. It’s been an honour.

Stranger Than Fiction May 2015
Besides scoffing cake we had a very enjoyable session giving Reta feedback on her memoir. We first discussed an extract from it a year ago, and it was interesting and encouraging to see the impact which that first session had on the material we discussed this month. Thanks for sharing, Reta.

Stranger Than Fiction June 2015
Our next meeting is on Thursday 25th June 2015. It looks as if we’ll have a submission to discuss; and we are also expecting a guest speaker. Details nearer the time, but both author and speaker will benefit from your presence and your views! I hope you can come along – it’s at 7.30pm, upstairs in the Wash Bar on the Mound.

Stranger Than Fiction on the Internet
As I mentioned before, we now have a proper website address, and should discuss what we want to use it for. In preparation for this I thought it would be useful to know how individual STFers use the internet. I’ll circulate a list of memebers’ blogs and websites some time next month. We can all learn from each others’ use of the web, and perhaps develop some sort of concensus about what a Stranger Than Fiction website might do for us.

Edinburgh Literary Salon
At rather short notice, a reminder that TOMORROW Tuesday 26th May 2015 in this month’s Edinburgh Literary Salon. After raising the profile of non-fiction at last month’s Salon, it will be interesting to see if the poets, who were the butt of a joke or two in April, are out for revenge! Joking apart, it’s always a great evening for meeting writers in other disciplines, not to mention non-writers (agents, illustrators, booksellers, publishers etc) with an interest in the published word. It starts at 6pm, downstairs in the Wash Bar on the Mound.

Keeping your work safe
All three of Keith Houston‘s articles about keeping your work safe on computer and internet are now up on Stranger Than Fiction’s blog. It has been very generous of Keith to share his wisdom with us, particularly as he will soon be leaving Edinburgh (and Stranger Than Fiction). His insights during feedback sessions have always been useful too. Thanks for your good counsel, Keith.

Feedback sessions
We have two more meetings before our summer break in August. If anyone is working on something which they’d like the feedback of their fellow non-fiction authors, get in touch so that we can book a slot for your work! If you’re in any doubt about the value or friendliness of doing such a thing, just ask one of the 22 authors who have already done so. To help you plan, the July meeting is on Thursday 23rd July, and after a break we reconvene on Thursday 24th September.

I hope to see you at the Salon tomorrow, or at our next meeting in June. As always, good luck with all your non-fiction writing.
Colin

Stranger Than Fiction was invited to give one of the keynote talks at the beginning of this month’s Edinburgh Literary Salon. Colin Salter stepped up, and here’s what he said:

Non-fiction. It’s odd to be asked to talk about something which is defined by what it is not. You tell people you’re a writer. “Oh, what do you write?” “We-e-ell, it’s not fiction …”

Non-fiction authors are often seen as the chartered accountants of the literary world, just logging facts and figures – keeping the books rather than writing them. But we face the same challenges as fiction writers in telling our stories and constructing clear narratives for our readers. For that reason I think it’s a great pity that we are excluded from events such as, for example, Storyshop in the Edinburgh Book Festival. Because after all, WE tell stories too!

The only difference is that we can’t make stuff up. We can’t un-behead kings in our histories, or invent fantastical creatures for our bestiaries, or write happy endings for the subjects of our biographies or case studies. But we can tell our truths with clarity and as much poetry and drama as any fiction writer.

Stranger Than Fiction is Edinburgh’s non-fiction writers’ group. It was founded five years ago by Gillian Jack and Sharon Whyte, who saw the need for a forum to discuss their non-fiction work with their peers in a way that fiction authors’ groups were already doing. Since then we’ve met almost every month: 50 meetings now in our five years, and we’ve peer-reviewed 35 submissions from 22 different non-fiction authors.

Our members write books on everything from alchemy to zoology via social history, psychotherapy, literary criticism and personal memoir. Peer review is at the heart of what we do, but we also talk about the qualities and challenges of non-fiction in general; and we’ve just staged our second public event doing just that, a panel discussion about the value of science biography, at the Edinburgh International Science Festival.

We meet on the Thursday before the Salon, here in the Wash Bar, at 7.30pm. Our next meeting is 21st May. If you’re a writer with a serious interest in writing non-fiction, you are very welcome to join us. We are open to non-fiction authors at every stage of their career – general writers, specialists, widely published authors and first-timers.

Someone asked me what the difference was between Stranger Than Fiction and other writers’ groups. I don’t write fiction at all so I don’t really know what fiction groups get up to; but I’ve been told that we are unusually friendly and supportive, and not as bitchy as poetry groups!

Non-fiction authors aren’t just authors: they have to be authorities. They are the writers that fiction authors read when researching their next novel! What do we write? Non-fiction, or as we like to call it, fact.

News, reviews and previews! A look back at a busy month for Stranger Than Fiction, but more importantly a look forward to future development, future events and a landmark anniversary.

Stranger Than Fiction April 2015 meeting
We had a very lively meeting this month. Without a submission to consider, it was a good chance for newer members to meet older ones, and to find subject matter and writing issues in common. It almost seemed a shame to interrupt the many animated individual conversations to encourage a more open one on the subject of STF’s future. That too was animated and fruitful. Much of what we discussed applies to items in this newsletter, so read on …

Science Festival success
April also saw Stranger Than Fiction‘s second foray into public events, when we were invited back to stage a panel discussion at the Edinburgh International Science Festival. This year’s theme was science biography – and the panel debated its value in communicating science and engaging public interest in science. It was an interesting exploration of the subject. We were up against some famous names holding concurrent events in the same building; but our smalll audience was engrossed and asked some big questions during the Q&A finale. Congratulations to all the panellists, and grateful thanks to Mhairi Stewart for taking the chair and organising the event.

For the future: Not all STFers write science or even have an interest in it; and looking to the future it would be perfectly possible to apply the panel format (or indeed to devise other formats) to to discuss other non-fiction subjects – for example history, tourism or therapy, to think of just three which are well represented among STFers at the moment. If Stranger Than Fiction wants to continue to expand into public events, one suggestion last week was to have a few events prepared in advance that we can offer to literary festivals or other specialist gatherings. Another suggestion was to prepare a series of STF workshops on particular aspects of non-fiction writing. We certainly have the expertise! If anyone has suggestions for ways to expand in this area, do please get in touch.

Keeping your work safe
I’ve just posted the third of Keith Houston‘s articles about keeping your work safe on computer and internet. This one looks at passwords and online security, and like the first two is full of wise and useful tips. If you missed the first two, there are links to them at the start of the third. I’ll post the fourth and final one next month. Thanks as ever to Keith for giving us the benefit of his knowledge and experience.

For the future: Stranger Than Fiction‘s internet presence is one area of activity which is almost certain to expand in the future. Our website is a WordPress blog. Apart from Keith’s articles it is desperately underused. (Our Twitter account, @edinburghnonfic, is similarly ineffective most of the time.) There is scope for example for guest articles by STF members – book reviews, publishing experiences, first steps in non-fiction and much more. Should we have a non-fiction forum? a members’ area on the website? (Of course, we don’t even have formal membership, and that’s another matter!). Not all of us are up to speed on the business of author blogs, which are such a vital tool of self-promtion these days. Should we devote a future meeting to sharing blog experience and expertise? If anyone has suggestions for blog articles or website developments, I’m listening! (We should probably buy a strangerthanfiction.org sort of address, for example; but since we don’t have memberships we don’t have any vehicle for funding such purchases, another matter for future discussion.)

Literary Salon keynote talk
Those of you on the Edinburgh Literary Salon mailing list will have noticed that I am giving one of the opening talks this month, on the subject of Stranger Than Fiction. It’s a mark of how much STF has done to raise awareness and respectability of non-fiction that we’ve been given this platform. The Salon starts at 6pm next Tuesday 28th April, downstairs in the Wash bar on the Mound; and the opening speeches happen from around 6.15pm onwards. I’m one of four speakers. I hope I do STF justice, and it would be lovely to see some friendly non-fiction faces out there!

For the future: I’ve also been asked to speak about STF at Weegie Wednesday – in November. As far as I know STF is unique and certinly there’s nothing like it in Glasgow. Perhaps as pioneers we should be encouraging the formation of non-fiction groups elsewhere. There was talk, for example, of one starting up in Dunblane at the instigation of an STFer of long standing. I can imagine there might be advantages to writers in having several forums for discussion, and to guest speakers in having several platforms from which to speak or from which to draw an audience.

Stranger Than Fiction May 2015 meeting
Our next meeting is Thursday 21st May 2015. We have one request for feedback already, and will have time for another if you fancy submitting something to the friendly scrutiny of your peers. We meet as ever at 7.30pm, upstairs in the Wash Bar on the Mound. The May meeting will be Stranger Than Fiction’s fifth anniversary. Five years since Gillian Jack and Sharon Whyte saw the need for a forum to discuss non-fiction work-in-progress in the same way that genre fiction writers and other authors have been able to do for decades. I do hope you will be able to come along and raise a glass to celebrate the community of non-fiction writers which they founded and which we all carry forward into the future.

For the future: I’ve been coordinating things at STF for the last three of those five years. I’m happy to take a little of the credit for STF’s steady progress; but I’m also aware of many fine qualities and ideas which I DON’T have and which other STFers bring to the party! It is difficult in an organisation which has no formal structure or membership to do anything other than evolve organically. But I would like to open up the coordination of STF to the input of others. Perhaps those interested could take turns at curating one of the monthly meetings, either folllowing the usual format or according to a particular theme – for example history writing, or shared experiences of blogging. I hope to discuss this more fully at the May meeting, but if you have any ideas or enthusiasm for helping to plan one of our meetings, or indeed a separate special event, do get in touch.

I hope you can make it either to the Salon next week or to our fifth anniversary meeting in May. As always, best wishes for all your non-fiction writing.
Colin

This is the third of a series of articles by Stranger Than Fiction member Keith Houston, about protecting your work from the pitfalls of computer and online usage. We’re very grateful to Keith for giving his time and expertise so freely for our benefit. You can read Part One here and Part Two here.

Passwords and security

Ask yourself this: if a thief was to steal your computer or other electronic device right this minute, what could they do with it? If you’re logged in to your email account, they could read all your correspondence and impersonate you to all your contacts. (A similar problem exists for social media sites such as Facebook and Twitter.) If you’re logged into an e-commerce site such as Amazon or eBay, they can spend your money. Perhaps most dangerous of all, they could read all the files on your device that are not otherwise protected. Quite aside from its material value, an unsecured laptop or mobile phone can be a treasure trove for a fraudster or identity thief.

Protecting your devices and files

The most fundamental part of securing your computer or mobile device, then, is to place some barrier between unauthorized users and your data. Typically, this means protecting it with a password or PIN so that only you, or people you trust, can use it. The details vary as to how to do this, but the following links provide basic instructions for the most common operating systems:

If a simple password isn’t quite glamorous enough for you, there are other, more esoteric means of protecting your device. If your laptop or phone has a front-facing camera, for example, you may be able to configure it to unlock only when it recognises your face. Other computers, tablets, and smartphones have fingerprint readers that obviate the need to type in a password.

Having set up a password or other protection mechanism, you will be prompted to enter that password (or look at the camera, or place your finger on the fingerprint reader) whenever you switch on your device; after it has been woken from sleep; or if you have explicitly locked it. (It is worth getting into the habit of locking your computer whenever you step away from it; phones and tablets, on the other hand, tend to go to sleep after a few minutes of inactivity, and lock themselves as a result.) Though it may be frustrating at first to have to unlock your laptop or phone each time you want to use it, it quickly becomes second nature. You wouldn’t want your bank card to be usable without a PIN number, and you should treat your computer and smartphone in exactly the same way.

Even with a password in place, however, a determined thief may be able to access the contents of your computer’s hard drive or your smartphone’s memory card by physically removing it from your device and accessing it directly. For an additional layer of protection, you may wish to “encrypt” your files: this is a process that obfuscates the contents of your files so that they can only be read when some predetermined condition is met, such as the provision of an additional password, the presence of a special USB key, or your computer being physically intact. The following links explain how to encrypt files on various common operating systems:

Though it may sound daunting, encryption can usually be enabled without presenting too many additional obstacles to you, the user, while preventing unauthorised access to your files and other data. If you have protected your computer with a password and encrypted your data, a thief will find it very difficult indeed to access your files.

Online passwords

So: you’ve password-protected your computer, tablet or smartphone, and perhaps encrypted your data. These are good first step! Unfortunately, however, there are other ways in which an attacker might gain access to your data.

Much of our day to day use of computers revolves around online services: library catalogues, newspaper archives, genealogy sites, email accounts, and more. Much of our important data lives in these services, too, such as emails, documents, calendar events and more. Protecting your computer with a password stops a thief from accessing services to which you are logged in on that computer, but there is always the danger that can discover the password to a particular service and so access that service without having to steal your device at all — and without you ever realising they have done so.

The best way to fight this is to ensure that you use strong passwords for all online services. Google has some excellent advice on choosing passwords, but here are some simple rules of thumb:

  • The longer, the better. Each additional character in a password makes it an order of
    magnitude harder to guess.
  • Deliberately misspell your words. The first place a password cracker looks is the dictionary, so don’t make it easy for them. The best passwords are random strings of letters, numbers, and symbols.
  • Don’t reuse passwords across services. Email addresses, which often serve to identify users of a given service, are easily guessed. If you reuse a single password across accounts and an attacker manages to guess what it is, they now have access to all those accounts.
  • Change your passwords often If an attacker guesses your password, they may choose to observe your activity on a service rather than take control of it entirely. The best way to fight this is to periodically change your password.

It is safe to say that this advice is not universally followed. For reference, the top ten passwords used in 2014 were as follows:

  1. 123456
  2. password
  3. 12345
  4. 12345678
  5. qwerty
  6. 123456789
  7. 1234
  8. baseball
  9. dragon
  10. football

If any of these look familiar, then for the love of God, stop what you’re doing right now and change the offending passwords. Lists of common passwords like these circulate among the hackers who attack lucrative services such as email providers, online banking sites, and credit card companies, and your best defence is to pick a password that they’ll have to work hard to guess.

Managing passwords

The problem with all this is that a truly secure password — something like cyHhR4C*VY*8#yr&m&9f, for instance — is intrinsically difficult to remember. And, as we use more and more online services, we have more and more of these brain-twisting passwords to remember, increasing the temptation to use simpler passwords or to reuse the same password across services. Neither of these is a good thing.

Perhaps the best solution to this problem is to use a “password manager”. This is a piece of software (or rather, a software service) that will both generate and remember complex passwords for you. The basic concept is this:

  • You install an application, app, or browser plugin to access the service. You pick a single, strong password to log into the service.
  • As you log in to online services, the service offers to fill in username and password fields for you, and to generate and remember strong passwords for you.
  • The service encrypts these passwords in such a way that they cannot be deciphered by an attacker, even if they succeed in obtaining the encrypted passwords. Only you, with the master password, can access them, so guard it with your life.

There is much more to password managers than this (LastPass offers a decent summary here), but that’s the basic idea. Try Lastpass, 1password, or Dashlane to get started. There’s a small learning curve at first, like the rest of the measures described here, but the reward is much better online security — assuming, of course, you choose a strong master password and keep it safe.

More options

We’re almost at the end of this stroll through computer security, but there’s one last thing worth considering for even stronger protection.

Conceptually, password-based security is simple. The identity of a user is publicly known (or, like an email address, it is easily guessed), but that user can only access a service if they are also in possession of a secret, or “factor”, known only to the service — that is, their password. Recently, however, a number of services have started offering “two-factor authentication”, in which a second factor is required to correctly identify a user.

Most two-factor authentication systems require you, the user, to be in physical possession of some device or token that identifies you personally. If you enable two-factor authentication on Twitter, for example, when you try to log in with your email address and password the system will send you an SMS message with a numeric PIN that lets you complete the login process. Your mobile phone is the second factor: even if an attacker knows your password, they cannot know the PIN Twitter will send to your mobile phone.

Many services now support two-factor authentication (there is a list here) — including, for instance, the password managers mentioned above, which may assuage any concerns you have about using a single password to protect all your others.

Computer security is an enormous (and enormously complex) subject, but the measures discussed above will help you keep your data, files, and online identities protected with the minimum of effort.

News of last night’s and next month’s Stranger Than Fiction meetings; of STF‘s presence online and at the Edinburgh International Science Festival; of the Salon; and of a competition you may be interested in entering.

Stranger Than Fiction March 2015
A really good turn-out for our March meeting in the Wash Bar last night. Three new faces joined a veritable crowd of regulars as we caught up with each others’ work and in particular Dave’s current project about Scottish castles. The feedback was useful not just for him but for anyone wrestling with many of the problems common to all non-fiction writers. Even in a large group, where you might expect to run out of things to say about a particular submission, everyone has a different angle, a different personal interest in the work, a different experience to bring to bear on it. Thanks to Dave for giving us his work to discuss, and to all those who came along and gave him and the rest of us the benefit of their constructive criticism.

Stranger Than Fiction April 2015
Next month’s meeting in the Wash Bar on the Mound is only four weeks away, at 7.30pm on Thursday 23rd April. If you are working on something at the moment which would benefit from the considered and helpful views of your fellow non-fiction writers, why not put a chapter up for discussion at the meeting. As Dave (and everyone else who has ever submitted) will tell you) it is a relaxed and genuinely useful aid to the writing process. We aim to circulate submissions a week ahead of the meeting to give us all time to read them; so get in touch if you’re thinking of putting something forward for feedback.

Stranger Than Fiction Online
I’ve just posted the second of Keith’s informative articles about keeping your work safe from the perils of the digital age. You can read the first one here, which deals with documents and files. The latest one looks at the security of the software we all use to produce our work. Feel free to leave your comments or questions for the benefit or answers of other non-fiction writers. Thanks once again to Keith for the time and experience he has put into writing these articles for us.
Unsurprisingly, many people at the March meeting were unaware that Stranger Than Fiction has a Twitter account, @edinburghnonfic. I am not a very active tweeter, and if anyone has any suggestions for a better use of the account, do feel free to make them. At the very least, if you follow @edinburghnonfic you will be able to see the Twitter names of other STFers who are also following, and then we can all follow each other and speed the exchange of information on the information super highway. Or something like that. (FWIW my personal account is @bigrainyday.)

Stranger Than Fiction at the Edinburgh International Science Festival
After our successful debut at EISF last year, with a lively panel discussion about good and bad science writing, Stranger Than Fiction has been asked back for this year’s EISF. We are staging an event called Stranger Than Fiction: Illuminating Scientific Lives which will look at the value or otherwise of the biographies of scientists. I know that many STFers are biographers of one sort or another, and since the problems of science biography are often the same ones confronting a biographer in any field, it should be an interesting hour’s discussion for many of us. I do hope you can come along and support your fellow STFers in only our second ever public event. The event is at 5.30pm on Thursday 16th April (a week before next month’s regular Stranger Than Fiction meeting) in the Anatomy Lecture Theatre at Summerhall. Tickets (£8/£6) are available through the EISF website or on the door – but probably better book in advance as it’s not a huge auditorium.

Edinburgh City of Literature Salon and the alternative
The City of Literature organisers are being honoured with a Civic Reception this month to mark the 10th Anniversary of Edinburgh being designated a UNESCO City of Literature. Unfortunately this has resulted in the cancellation of the March Literary Salon, which would have taken place on Tuesday 31st March. I think it is just possible that this news may not filter through to all the Salon’s regulars, so I am probably going to go along to the Wash Bar that evening anyway and see who else turns up. If you need another fix of literary networking/socialising, do please turn up too!
Failing that, may I recommend Weegie Wednesday, Glasgow’s answer to the Salon, which next falls on Wednesday 15th April, at 7.30pm in the CCA Bar on Sauchiehall Street. I will be going by the 6.30pm train from Waverley, and would be very glad of your company at this useful networking event.

Notting Hill Editions Essay Prize
And finally … you may be familiar with Notting Hill Editions, an imprint “devoted to the best in non-fiction essay writing.” They have just announced their 2015 Essay Prize, for an essay of 2000-8000 words on any subject, worth £20,000. Full details and guidelines are on their website here – the submission deadline is midnight on 1st May 2015. Go for it!

Phew, there you go. A lot of news, and all of it good. Hope to see you again next month, and until then, as always,
Best wishes for all your non-fiction writing,
Colin Salter

This is the second of a series of articles by Stranger Than Fiction member Keith Houston, about protecting your work from the pitfalls of computer and online usage. We’re very grateful to Keith for giving his time and expertise so freely for our benefit.

Software

However painful it is to lose a work in progress, being deprived of the ability to create that work in the first place can be equally trying. As such, it is worth taking an inventory of the software you use on a day to day basis, especially those applications that you have paid for or that are no longer available. (See below for further reading on how to identify recently-used programs.)

Having made a note of any pieces of software you couldn’t live without, make sure you can reinstall and activate them if your computer were ever to crash irretrievably. For physically boxed software, installation media (such as CDs or DVDs) and activation codes are usually present in the software’s packaging; for software purchased or downloaded online, your email account is often a good place to check for activation codes, download locations, or login details. Alternatively, contact the software vendor.

Even a simple list of the programs you consider to be indispensable will help you recover from a fatal hard disk crash or theft. If you want to preserve your working environment as it is right now, however, things get a little more involved.

“Traditional” backups

Programs often scatter settings and transitory information (such as lists of recently-used files) around your computer’s hard disk in nooks and crannies that are deliberately hidden from the user. This means that Google Drive, Dropbox and their ilk, which manage a handful of public folders, cannot generally back up installed programs. (What they can do is store the list of software programs you made after following the instructions above – you did make that list, didn’t you? – or even the installers, downloads and licensing information you will need to reinstall them.) No; the only sure-fire way to preserve the programs installed on your computer in their current state is to back up your computer’s entire hard disk.

Simply put, this entails copying the entire contents of your computer onto a separate hard disk or another backup medium, such as a set of writeable DVDs, using either your operating system’s backup feature or a standalone backup utility.

This need not be as much of a chore as it once was. Apple’s “Time Machine” feature will automatically back up your Mac’s hard disk every hour, storing only files that have changed since the last backup in order to save huge amounts of time and storage space. To make things even easier, it is possible to configure Time Machine to back up to an external hard disk or to a computer elsewhere on your home network – you may never have to plug in a USB cable again in order to back up your system.

For Windows, things are less clear cut. Windows’ built-in backup feature can be set up to save incrementally, like Time Machine, but only to a disk that is plugged in to your computer. If you want to back up to a disk or another computer elsewhere on your home network, you will have to do a complete backup each and every time.

Ultimately, you will have to decide: are your programs worth the investment of a little time spent setting up a regular backup? It may only take one crashed hard disk to change your mind.

Further reading

This is the first of a series of articles by Stranger Than Fiction member Keith Houston, about protecting your work from the pitfalls of computer and online usage. We’re very grateful to Keith for giving his time and expertise so freely for our benefit.

Documents and files

Your documents should always be backed up. In the past, this meant saving them at regular intervals to some external storage medium (another computer, a USB stick or an external hard disk, for example), but there are now number of free online services to help back up files and folders with the bare minimum of effort. Dropbox, Google Drive, Microsoft OneDrive and other products like them all work in the same way: having installed a small program to your computer, all files in one or more special folders are automagically backed up to some remote location with no work on your part. If your computer breaks or is lost or stolen, your files are safe in the cloud.

In addition, all these services allow you to access your files on any number of different computers or tablets. Assuming you have installed the appropriate program or app, you can create a file on one computer or tablet and continue to edit it on another. This means that in the event of your primary computer being lost or stolen, all it takes to retrieve all your files on its replacement is to reinstall Dropbox, Google Drive, Microsoft OneDrive as appropriate — your files will be downloaded to your new computer automatically. Beyond this, some services (notably Google Drive and Microsoft OneDrive) allow you to edit your documents in a web browser with no need to install anything at all.

For more fine-grained recovery of lost data, Dropbox and Google Drive record snapshots of your files as they change over time. If you accidentally erase part of a text document, for example, you can examine older versions and choose an appropriate one to reinstate. (Microsoft OneDrive offers a more limited feature that records changes to Office files only.) If you accidentally delete a file altogether, it can usually be retrieved from the “bin” area of the backup service.

In short, it is hard not to recommend the use of at least one of these online services. Your files are saved regularly, reliably, and for free, far away from whatever catastrophes may strike your personal computer; they are available to read (and often to edit) on all your devices; and, if you so desire, they can even free you from the tyranny of Microsoft Word entirely. If you aren’t already using Dropbox, Google Drive, Microsoft OneDrive or a similar service, it is well worth taking a few minutes to look into the possibility of doing so.

Caveats

Most of the services described above charge for extra space beyond some initial quota; as such, their free incarnations are of most use for the storage of space-efficient files such as text documents and spreadsheets rather than photographs or videos. They all require an internet connection to save and sync files, so any changes you make to a document while offline will not be backed up until you reconnect. And lastly, file histories (where they are supported) are usually retained only for a finite period — old edits are eventually forgotten, and deleted files cannot be retrieved after some fixed period has elapsed.

In addition, these services are most accurately described as “file syncing” services rather than proper backup solutions: their focus is making your files available everywhere you might want to use them, rather than providing a bulletproof solution to recovering from a crashed computer. They provide a means to recover your documents and files rather than the entirety of your computer’s hard disk. If this is important to you, you should periodically take a “traditional” backup of your system and store it securely at an off-site location.

Further reading

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