Software & Apps Backup & Utilities SpiderOakONE: A Complete Tour A detailed look at the SpiderOakONE backup program by Tim Fisher General Manager, VP, Lifewire.com Tim Fisher has 30+ years' professional technology support experience. He writes troubleshooting content and is the General Manager of Lifewire. our editorial process Facebook Twitter LinkedIn Tim Fisher Updated on May 20, 2020 Backup & Utilities Design Cryptocurrency MS Office Windows Linux Google Drive Apps File Types Backup & Utilities View More Tweet Share Email This is a full look at the SpiderOakONE backup software that's used to send your files to your online account. Included below are screenshots and information on the backup settings, sync and share options, scheduling preferences, and more. Our Review of SpiderOakONE 01 of 10 Dashboard Tab SpiderOakONE Dashboard Tab. The "Dashboard" tab in SpiderOakONE is where you can monitor your active backups, syncs, and shares. This is all contained within the "Overview" tab like you see in this screenshot. The "Schedule" information next to any of these sections can be edited from the "Preferences" screen, which we'll look at in more detail later in the tour. There's also a "Activity" tab here, which simply shows you all the files that are marked for backup but haven't yet been uploaded. A file's location, size, and upload progress are shown. The "Actions" section shows various things that have occurred in your SpiderOakONE account. One such entry shown here could be Application: save backup selection, which will appear if you change the files/folders you're backing up from the "Backup" tab. "Completed" is essentially the opposite of the "Activity" tab because it shows the files that have already been uploaded to your cloud-based account. You can see a file's location, size, and time that it was backed up. The "Completed" tab clears every time you close out of SpiderOakONE, which means the entries only reflect what files have been backed up since you last opened the program. The "Details" tab shows list of statistics related to your account. Information that's shown here includes the combined size of all the backed up data, the total number of file versions stored in your account, the folder count, and the top 50 folders using up the most space. The Pause/Resume Uploads button (seen from the "Overview" tab), of course, serves as a one-click action to halt all the backups at once. Clicking it again will resume them. Completely shutting down the SpiderOakONE program and reopening it will also serve as a pause/resume function. 02 of 10 Backup Tab SpiderOakONE Backup Tab. This is the "Backup" tab in SpiderOakONE. It's here that you can choose the specific drives, folders, and files from your computer that you want backed up. You can show/hide hidden files and folders and use the search tool to find things that you want to back up. Clicking Save will keep any changes you've made to the backups. If you have automatic backups enabled (see Slide 8), changes you make here will begin to reflect in your account almost immediately. You can also use the Run Now button to start the backup manually at any time. 03 of 10 Manage Tab SpiderOakONE Manage Tab. The "Manage" tab is used for managing everything you've backed up to your SpiderOakONE account. Every file and folder you've backed up from all your devices will be shown in this one screen. On the left side, under the "Devices" section, are all the computers you're actively backing up files from. The "Deleted Items" option shows you all the files that you've deleted from each device, organized by the folder they were deleted from, and lets you very easily download them again. It's important to understand that what you see here in the "Deleted Items" section are only the files and folders you removed from your computer. Removing files from your SpiderOakONE account skips this section and deletes them permanently. There's more on this below with the Remove button. Once you've chosen one or more files and/or folders from any device, clicking the Download button from the menu will let you download that data from your SpiderOakONE account to the computer you're currently using. If a file has a number in parentheses next to it, that means there are one or more versions of that file that are stored online. Clicking the file once will open the "History" screen to the right. This lets you choose a previous version of the file to download instead of the most recent one. The Remove button is used to permanently remove a whole device or select files and folders from your SpiderOakONE account. This action does not send the data to the "Deleted Items" section. Instead, they skip it entirely and are simply removed permanently with no ability to restore them. This is how you free up space in your SpiderOakONE account. To reiterate, SpiderOakONE doesn't actually remove files from your account until you manually do so with the Remove button. It doesn't matter if you deleted them from your computer and they're now in the "Deleted Items" section. They will exist there forever, using up space in your account until you manually remove them using this button. The Changelog button shows you activity that has occurred in your folders. Whether you've added files or deleted them from the folder, they'll show up in this "Folder Changelog" screen with the date that the action occurred. As you move along the menu, the Merge button comes next. This lets you merge two or more folders together between any number of your devices. It works by selecting the folders you want to merge and then choosing a new, different folder that the merged files should exist in, where SpiderOakONE then copies the files together into one place. This is not the same thing as a sync, which keeps multiple folders identical with one another. We'll look at syncs in the next slide. The final option from SpiderOakONE's menu in the "Manage" tab is Link, which gives you a publicly accessible URL you can use for sharing a file with others, even if they aren't SpiderOakONE users. This sharing option works only with files (even deleted ones), and each link you generate is only valid for three days, after which you'll have to generate a new link if you want to share that file again. To share folders, you must use a different tool, which is explained later below. To the left, the Download Manager button can be accessed to see the files that are downloading to your computer. Files will show up here only if you used the Download button, and they're cleared each time you close out of the program. 04 of 10 Sync Tab SpiderOakONE Sync Tab. The "Sync" tab is used for building synced folders, which keep two or more folders from any number of your devices in perfect sync with one another. This means any change you make in one folder will be changed in all the other devices that are using that sync. Plus, the files are uploaded to your SpiderOakONE account, making all the files accessible from the web and mobile app as well. The default sync setup by SpiderOakONE is called SpiderOak Hive. It can be disabled from the "General" tab of the "Preferences" screen if you'd rather not use it. To set up a new sync with SpiderOakONE, you'll be asked to name the sync and provide a description for it. Then, you'll need to select two or more folders that you're already backing up (you can't choose folders that aren't being backed up with SpiderOakONE), no matter what device they're on. All the folders can even exist on the same computer, like on an external hard drive and an internal one. Before you finish setting up the sync, you're able to exclude any file type you want by using wildcards. An example would be entering *.zip if you don't want to sync any of the ZIP files from those folders. 05 of 10 Share Tab SpiderOakONE Share Tab. The "Share" tab lets you create separate shares, called ShareRooms, of your SpiderOakONE files that you can give out to anyone. None of the recipients have to be SpiderOakONE users to access the shares. For example, you can build a share for your family that has all your vacation pictures in it, one for your friends that contains videos and music files you're sharing with them, and more for any other purpose. Multiple folders can be chosen as shares from multiple computers you have connected to your account. Any change you make to these folders, such as removing or adding files, will be reflected automatically for anyone who accesses the shares. Recipients can stream certain files (like images and music) from your account as well as download them individually or in bulk. Bulk files are downloaded as a ZIP file. Before setting up any ShareRooms, you'll be required to define what's called a ShareID, which is a unique name you assign to all of your ShareRooms. It's tied directly to your SpiderOakONE account and is shown in every URL of your shares. Even if you set it up now, you can change it later if you wish. A RoomKey also needs to be configured, which changes with each ShareRoom you build. It's essentially a username that others can use to access that particular share. For greater security, you can optionally require a password be entered as well before anyone can see the files. A ShareRoom can be accessed directly by the URL as well as through SpiderOak's website, where the ShareID and RoomKey serve as the credentials. The name, description, password, and folders of a share can all be changed even after you build a ShareRoom. SpiderOakONE also lets you create public share links for specific files in your account, but you can not password protect them, and it only works for files, not folders. There's more about this in Slide 3. 06 of 10 General Preferences Tab SpiderOakONE General Preferences. This is a screenshot of the "General" tab of SpiderOakONE's preferences, which you can open from the bottom right side of the program. Several things can be done here, like choosing to open SpiderOakONE minimized to the taskbar when you first open it instead of in regular window mode, disabling the splash screen when SpiderOakONE first starts (which will make it open a tad bit faster), and changing the folder location used for downloading backed up files. "Enable OS integration" will let you do things directly from the right-click context menu in Windows Explorer instead of having to first open SpiderOakONE, like to choose what files and folders to back up, create share links, and show historical versions of a file. To show a special icon on the files and folders that are already backed up to your SpiderOakONE account, enable the "Display File & Folder Overlay Icons" option. While browsing through the folders on your computer, this makes it easy to quickly see which of your files are backed up and which ones aren't. "Ask for Password at Startup" will require your account password to be entered each time SpiderOakONE starts up after having been completely shut down. Normally, when you're selecting the folders and files you want to back up from the "Backup" tab, the amount of space needed to hold the files will be calculated for you at the bottom of the screen. Because this may take a long time to perform, you can avoid it by placing a check next to the option called "Disable disk space calculations during backup selection." If you want to use a shortcut key to quickly open SpiderOakONE, you can define one at the bottom of this tab after enabling "Use Global Shortcut for displaying the SpiderOakONE application." 07 of 10 Backup Preferences Tab SpiderOakONE Backup Preferences. This screenshot shows the "Backup" tab of SpiderOakONE's preferences. The first option lets you skip backing up files that are larger than the value (in megabytes) you enter here. It's like setting your own file size limit. For example, if you enable the option and then put 50 in the box, SpiderOakONE will only back up files that are 50 MB or smaller in size. If a folder you have marked for backup contains, say, 12 files over this size, none of them will be backed up, but everything else in that folder that is less than this size will be backed up. If you're using this size restriction, and a file becomes larger than what you've entered here, it will simply stop being backed up - it won't be deleted from your account. If it's modified again, and moves into the range you've specified, it will start being backed up once again. You can also enable the "Don't backup files older than" option. You can pick a certain number of hours, days, months, or years. For instance, if you enter 6 months, SpiderOakONE will only back up files that are less than 6 months old. Anything over 6 months old will not be backed up. As your files become older than the date specified here, they will stay in your account but won't be backed up any longer. If you modify them again, thereby making them newer than the date you've chosen, they'll start being backed up again. Please understand that both situations I talked about above only take effect for new backups. For example, if you've backed up files that are over 50 MB in size and older than 6 months, and then enable these two restrictions, SpiderOakONE will do nothing to your existing backups. It will just apply the rules to any new data you back up. To stop backing up files of a certain file extension, you can fill out the "Exclude Files Matching Wildcard" section. This is akin to setting up your own file type restriction. For instance, if you'd rather not back up MP4 files, you can simply put *.mp4 in this box to prevent them from backing up. You could also put *2001* in the box to prevent any file with "2001" in its name from being uploaded. Another way you can exclude files is with something like *house, which would prevent files with names that end in "house" from being backed up. Using these restrictions, the following are examples of files that would not be backed up: "video.mp4," "pics_from_2001.zip," and "ourhouse.jpg." Separate multiple exclusions with a comma and space. For example: *.mp4, *2001*. With the exception of the file type wildcard (*.iso, *.png, etc.) these wildcard syntax rules also work in the "Exclude Folders Matching Wildcard" section. Entire folders, plus any files they contain, can be avoided in your backups by using these wildcards. Something like *music* or *backup* could be entered here to ensure no folders with "music" or "backup" in their name will be backed up. To allow thumbnail previews in your SpiderOakONE account, place a check next to the "Enable Preview Generation" option. This means supported file types will show a preview in the browser for you to see before you download them. 08 of 10 Schedule Preferences Tab SpiderOakONE Schedule Preferences. Changing the schedule SpiderOakONE runs on for checking for updates with your backups, syncs, and shares can be done here in the "Schedule" tab of the program's preferences. Each section - "Backup," "Sync," and "Share" - can be configured to run at the following times: automatically, every 5/15/30 minutes, every 1/2/4/8/12/24/48 hours, every single day at a certain time, once a week at a certain time of the day, or a particular time of day every weekday or weekend. Neither the "Sync" nor the "Share" schedule can be configured to run any more frequently than the "Backup" schedule. This is because these two functions require their files to be backed up before they can be synced or shared. When files in a folder have been changed, SpiderOakONE can re-scan the whole folder for updates immediately after if the "Enable Automatic Re-Scan of Changed Folders" option is enabled. 09 of 10 Network Preferences Tab SpiderOakONE Network Preferences. Various network settings can be configured from SpiderOakONE's "Network" tab in the preferences. The first set of options are for setting up a proxy. Next, you can enable "Limit Bandwidth" and enter a figure in the box to prevent SpiderOakONE from uploading your files any faster than what you define. You can not limit download bandwidth, just upload. This, then, is essentially throttling your own bandwidth to SpiderOakONE's servers. If you have multiple devices on the same network connected to your SpiderOakONE account, you'll want to keep the "Allow LAN-Sync" option enabled. What this does is let your computers communicate with each other directly when they're syncing files with one another. Instead of downloading the same data to each computer from the internet, the files are uploaded to your account from the originating computer and then synced to the other devices through the local network, thus speeding up the sync transfer considerably. 10 of 10 Account Information Screen SpiderOakONE Account Information. The "Account Information" screen can be accessed from the bottom right corner of the SpiderOakONE program. You're able to see information about your account from this screen, such as the total amount of storage you're currently using up, when you first created your SpiderOakONE account, the plan you're using, how many devices are connected to your account, and the number of active shares you have. You're also able to edit your account password, change the ShareID that's used with all your ShareRooms, and access other account settings for changing your email, editing your payment information, and cancelling your account. Sign Up for SpiderOakONE There's a lot to love about SpiderOakONE and I find myself recommending it on a regular basis, especially to those that have lots of computers, don't need an unlimited amount of backup space, but do appreciate the unlimited access to previous file versions. Be sure to check out our complete review of SpiderOakONE for details on all of their plans like pricing, features, and lots more. Sign Up for SpiderOakONE SpiderOak Inc. 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