Offline Folders


You might recognize the "Offline" problem: You'll eventually want to have copies of a remote computer's files on your own computer. If you make changes to your copies, the network's copy will be out of date. If someone changes the originals on the remote computer, your copies will be out of date. And trying to remember where the originals came from and where the most recent copies are located is a painful job. The answer to the offline problem, of course, is automation. Computers can do anything, right?

I don't know if you ever tried to use My Briefcase in previous versions of Windows, but the answer to that question is "not always." My Briefcase was a tool that let you transfer files between computers by copying them to and from a special folder. Or something like thatthe whole thing was so confusing I never really understood it. Whenever I tried to use it, it froze, lost files, or crashed my computer. Well, as the saying goes, "It's the thought that counts."

Windows's Offline Folders feature takes care of these problems. Here's the skinny: When you mark a network folder for offline use, Windows stashes away a copy or caches the folder's files somewhere on your hard drive, but all you see is the original shared folder on your screen. When you disconnect, the shared file folder remains on your screen, with its files intact. You can still add, delete and edit the files. Meanwhile, network users can do the same with the original copies. When you reconnect later, Windows will set everything right again.

"Right," I can hear you say, "and if you believe that, I have this bridge to sell you." Okay, I was skeptical too at first, but this time, Microsoft really did it right. You'll find that this feature works, and it's more powerful than it seems at first glance. The following are some of the applications of Offline Folders:

  • Maintaining an up-to-date copy of a set of shared files on a server (or desktop computer) and a remote or portable computer. If you keep a project's files in an offline folder, Windows keeps the copies on all your computers up-to-date.

  • "Pushing" application software or data from a network to a portable computer. If software or data is kept in an offline folder, your portable can update itself whenever you connect or dock to the LAN.

  • Automatically backing up important files from your computer to an alternate location. Your computer can connect to a dial-up or network computer on a timer and refresh your offline folders automatically.

After I describe all the functions and settings for Offline Folders, I'll give you some scenarios and show how you can set up Offline Folders to help.

NOTE

To use Offline Folders, you must disable Fast User Switching. To do this, click Start, Control Panel, and User Accounts. Select Change the Way Users Log On or Off, and uncheck Use Fast User Switching.

Then, you must enable Offline Folders. Open any Explorer window or My Computer. Select Tools, Folder Options. View the Offline Files tab, and check Enable Offline Files.


Identifying Files and Folders for Offline Use

You can mark specific files, subfolders, or even entire shared folders from a "remote" server for offline use.

NOTE

The server I'm talking about might be in the next room, which isn't very "remote" at all, but that's what I'll call it for simplicity's sake. In this section, a "remote" server refers to some other computer that you access via networking.


While you're connected to the remote network, view the desired items in Explorer, My Network Places, or, if you've mapped a drive letter to the shared folder, you can select it under My Computer.

NOTE

The Offline Folders feature works with folders shared by any network server using Microsoft's standard SMB networking protocol, so you can use shares from Windows, OS/2, Samba, and so on, but not native NetWare shares.


When you find the folder or folders you want, select them, and right-click Make Available Offline. Be cautious about marking entire shared drives or folders available offline, though, unless you're sure how much data they contain, and you're sure you want it all. You could end up with a gigabytes of stuff you don't need!

If Make Available Offline isn't displayed as an option, see "Can't Make File Available Offline" in the "Troubleshooting" section at the end of this chapter.



You might run into a bit of glitch. If you choose a shared folder listed under My Network Places, Make Available Offline isn't a choice. You can select a subfolder, but not the whole shared folder. To make an entire shared folder available offline, select it in Explorer or My Computer.

The first time you mark a folder for offline use, Windows starts the Offline Files Wizard. The wizard then asks you to make choices for three options:

  • Automatically Synchronize the Offline Files When I Log On and Off My Computer Check this to have Windows automatically update or synchronize your cached copies with the network. If unchecked, you need to tell Windows to sync-up files manually.

  • Enable Reminders Check this to have Windows periodically pop-up a reminder when you're offline and using cached files.

  • Create a Shortcut for the Desktop Check this to put an Offline Files icon on your desktop. You can use this to see what you've made available offline.

NOTE

If you select a shortcut to a file and mark it Make Available Offline, Windows does you a favor: It gets the file to which the shortcut points and makes it available offline, too. But Windows doesn't do this with a shortcut to a folder.


If you get the error Files of This Type Cannot Be Made Available Offline, see "Can't Make File Available Offline" in the "Troubleshooting" section at the end of the chapter.



When you've marked a folder for offline use, Windows immediately makes a local copy of it, and when the synchronization is finished, the network folder or file icon appears with a special "roundtrip" marker to indicate that it is available offline.

Using Files While Offline

When you disconnect from the network by undocking or disconnecting a remote connection, only the offline files and folders remain in the Explorer display, as shown in Figure 18.14.

Figure 18.14. When you disconnect from the network, only offline folders and files remain.


While offline, you can still use the remote folder. You can add, delete, or edit files in it. If you have a drive letter mapped to the offline folder, the drive letter still functions.

This process works so well that it's disconcerting at first because the effect is… well, because there is no effect at all. You can happily copy files to a network folder, and it seems to happen, except they don't show up on the remote server until you reconnect.

When you reconnect, you should synchronize your offline folders with the network folders so that both sets will be up-to-date.

The Synchronization Manager

You can synchronize files anytime you are connected to the network containing the original shared folder, whether by LAN, modem, or VPN network connection. You can start a synchronization in five ways (of course):

  • Manually, from Explorer's Tools menu or by choosing Start, All Programs, Accessories. This method lets you synchronize any offline folders whose remote server is available.

  • Manually, by right-clicking a specific shared file or folder and choosing Synchronize. This method synchronizes just that file or folder.

  • Automatically, when your computer is connected and idle.

  • Automatically, when you log on, off, or both.

  • Automatically, at specified times and days of the week. For a scheduled synchronization, Windows can even automatically makes a dial-up connection.

As wonderful as the Offline Folder system is, it can't help you if two people modify the same file from two different locations. Windows helps you avoid this problem while you're connected by using the online copy of the file whenever available (see the following tip for one teensy exception). This way, everyone uses the same copy, and Windows can use its standard file and record locking mechanism to control access to the file by multiple users.

TIP

Although Windows uses the online copy of the file whenever possible, there is one exception: If the person who shared the files made them available for offline use as "applications," Windows doesn't let you change them, and it uses the local copy when possible. I'll talk about this topic under "Making Your Shared Folders Available for Offline Use" later in this chapter.


During offline use, though, it's possible for both the original and your copy to be changed. When you synchronize, you must pick the "winner," and one set of changes will be lost. If you are keeping copies only of your own files, shared from your own computer, losing one set probably won't be a big problem. You can't work in two places at the same time anyway. If you're dealing with shared files used by many people, though, offline folders can't save you from collisions in editing.

TIP

If you're collaborating with others on a project and editing files offline, the way to avoid problems is to coordinate with each other before editing and synchronize frequently.


Manual Synchronization

You can start synchronization manually after you've reconnected to a network whose files you took offline. You must synchronize manually if you connect to the remote server with a dial-up or VPN connection.

In Windows Explorer, choose Tools, Synchronize. Select the shared folders whose files you want to update, as shown in Figure 18.15, and select Synchronize.

Figure 18.15. For manual synchronization, check the network shares whose folders you want to update.


Windows copies updated files as necessary and then asks you to resolve any conflicts it encounters. The three types of conflict for any given file are as follows:

  • A file on the server was deleted. Windows asks whether you want to delete your local copy, too, or put your copy back on the server.

  • You deleted your copy of the file. Windows asks whether you want to pick up another copy or delete the original file on the server.

  • Your copy of the file and the server's copy were both edited since you last synchronized. Windows asks who wins: Do you want to copy your file to the server, the server's copy to your computer, or keep both files under two different names. This dialog box is pretty nicely done; you can view either version with the click of a button. You can check a box to apply the same decision to all file conflicts.

I can't tell you a right or wrong answer for any of these situations. You'll have to determine which is the appropriate answer in each case.

If you get the error Unable to connect to server, see "Offline Synchronization Gives Unable to connect to server ErrorUnable to connect to server Error" in the "Troubleshooting" section at the end of the chapter.



After all files have been checked, Windows displays a summary. This synchronization summary indicates any significant problems encountered. If any problems occur synchronizing a folder, Windows stops updating that folder and continues with the next network share.

CAUTION

If the process fails because a file is in use, you should repeat the synchronization when no one is editing files in the shared folder; otherwise, you might lose changes to some files.


Automatic Synchronization

You can tell Windows to perform synchronization automatically upon logon, logoff, or when your computer is sitting idle while you are connected to the remote network. This feature is good for dockable mobile computers that spend a good deal of their time directly connected to a LAN.

If you bring up the Synchronization Manager (in Windows Explorer, by choosing Tools, Synchronize), you can select the Setup button to display the Synchronization Settings dialog, which is shown in Figure 18.16.

Figure 18.16. On the Synchronization Settings dialog, you can specify when automatic synchronization should occur.


You can specify that Windows is to synchronize selected folders each time you log on or log off while connected to a network. You can check which offline files are to be updated (and which offline Web pages too, by the way; I've been ignoring them, but they are updated with the Synchronization Manager, too). You can also select different folders to update, depending on which connection is active, using the When I Am Using This Network Connection selection.

For information on updating offline Web pages, p. 320.


Update on Idle

You can instruct Windows to synchronize offline folders and cached Web pages when your computer is sitting idle by using the On Idle tab of the Synchronization Settings dialog. Here, you can also choose which folders to update, depending on which connection is in use. By default, Windows waits for 15 minutes of inactivity before starting an update, and it updates again every 60 minutes. You can change these times by choosing the Advanced button.

Updating when idle is useful for computers that spend a lot of time connected to a LAN, but it is less useful for a portable computer dialed in by modem.

Scheduled Synchronization

Finally, you can instruct Windows to begin synchronizations on a timed schedule. Enabling this feature makes sense only if your computer is on at the time of the scheduled update. It would be useful to get copies of large files from a LAN server or from a distant server through a VPN connection. The Scheduler can automatically establish a dial-up or VPN connection before synchronizing.

You can view scheduled synchronizations on the Synchronization Manager's Scheduled tab. The Synchronization Settings dialog lists any currently scheduled updates. To add a new entry, click Add, and the Scheduled Synchronization Wizard will walk you through the process.

Once configured, you can manage the scheduling information for scheduled synchronizations just like any other scheduled task. It's a rather complex system with many options (for example, don't synchronize while the computer is running on battery power).

Making Your Shared Folders Available for Offline Use by Others

When you've marked a network file for offline use, Windows makes a copy of the file on your hard disk. While you're still connected to the network, it's faster to use the local copy when you want to access the file. On the other hand, this would not be appropriate for files that change frequently or for database files that are used by multiple users concurrently.

Windows has to know whether or not it's appropriate to serve up the cached copy for online use, and leaves the choice up to the person who shares the network folder. When you share folders on your computer, you should specify the way Windows will make this folder available for offline use by others.

Normally, Windows will not give users a cached file when the network copy is available. This is appropriate for database files and editable documents. It's only useful to change the default settings when you are sharing a folder with read-only documents and application programs. In this case, you may be able to give users faster access by following these steps:

1.

Simple File Sharing must be disabled. If you are using Simple File Sharing on a workgroup LAN, open Explorer or My Computer and select Tools, Folder Options. Select the View tab and uncheck Simple File Sharing in the Advanced Settings List. Click OK, and then log off and back on.

2.

Use Explorer or My Computer to locate the folder you're sharing. Right-click it and select Properties. View the Sharing tab and click the Caching button.

3.

Select Automatic Caching of Programs and Documents, and click OK. Close the Properties window.

4.

If you disabled Simple File Sharing in step 1, re-enable it, and then log off and back on.

You also can force Windows to make files available for offline use by specifying Automatic Caching. With automatic caching, when a network user accesses any file in your shared folder Windows automatically marks it as available for offline use and makes a copy on the user's computer.

The complete list of caching options are described in Table 18.3.

Table 18.3. Caching Settings

Option

Description

Allow Caching of Files in This Shared Folder

If this box is unchecked, the files cannot be copied for offline use. Use this setting to protect sensitive or fast-changing data.

Manual Caching of Documents

Users can select files and folders for offline use and are responsible for synchronizing them. This is the default setting and is appropriate for most cases.

Automatic Caching of Programs and Documents

Windows automatically makes any file accessed by the user available offline and uses the cached copy if it can. You should use this setting if your files are programs or are documents that cannot be modified by the remote users.

Automatic Caching of Documents

Windows automatically makes any opened file available offline, but Windows uses the network copy if it can. You should use this setting to "push" documents to the other user's computer for offline use.


The amount of disk space allocated to "automatically" available offline files is limited to an amount set in the Offline Files properties page.

Offline Files Properties

You can control your computer's overall treatment of offline files from Windows Explorer. Select Tools, Folder Options, and then select the Offline Files tab, as shown in Figure 18.17.

Figure 18.17. The Offline Files properties page makes global settings for the handling of offline files.


The settings are described in Table 18.4.

Table 18.4. Offline Files Options

Option

Description

Enable Offline Files

Uncheck to disable the entire Offline Files system.

Synchronize All Offline Files When Logging On, Synchronize All Offline Files Before Logging Off

Check to force Windows to run the Synchronization Manager when you log on and off. These options also can be set individually for each folder.

Display a Reminder

Uncheck to disable the annoying balloon that pops up on the taskbar to remind you that you're offline. You can also set the time between annoyances.

Create an Offline Files Shortcut on the Desktop

The shortcut can let you view the cached file list; not too useful.

Encrypt Offline Files to Secure Data

Check to have Windows encrypt the cached files. Check this if the files you use are sensitive.

Amount of Disk Space to Use

Limits disk space used to cache temporary ("Automatic") offline files. Manually chosen offline files are not counted against this amount.

Delete Files

Deletes temporary and/or manually chosen offline files from the cache. Network copies are not deleted. Use this feature to force a refreshed copy of all files.

View Files

Displays the Offline Files folder, a listing of all cached files. It provides the same view as given by the desktop icon.

Advanced

Allows you to specify computers whose connection can be lost without triggering Offline mode.


You don't need to change any of these options to use Offline folders. However, after you've been using Offline Folders a while you might find that some of these settings will save you some time or trouble.

Using Offline Folders

Earlier, I listed three uses of offline folders. Now that you've read all the details, you should be able to see how the Offline system handles these tasks:

  • Maintaining an up-to-date copy of a set of shared files on a server (or desktop computer) and a remote or portable computer. If you manually select a network folder to be available offline, your computer will always have up-to-date files. If you typically connect to the LAN with a docking portable computer, you can synchronize automatically on logon and logoff. If you connect to the network by a dial-up or VPN connection, you must synchronize manually.

  • "Pushing" application software or data from a network to a portable computer. If you put application software or seldom-changed read-only data on a shared network folder and mark it Automatic Caching for Applications, remote users must copy the file across a slow network connection only once. The trick is to have the users always refer to the files by their network shared folder name, even when offline. Windows gives them the cached copy automatically. This capability is a boon for modem users.

  • Automatically backing up important files from your computer to an alternate location. You can make a shared folder on a server or computer at your office and create an offline copy of it at home or in your portable. If you do all your work in the offline folder, the synchronization process really is an intelligent backup process. You can even schedule it automatically.

I don't get too enthusiastic about these things usually, but after struggling and suffering with My Briefcase and then working with offline folders, I'd say that they're probably one of the three neatest features I've found in Windows XP.

Remember, after you've marked folders for offline use, continue to use them in the normal way, referring to them using their full network path filenames or through mapped network drives.

If you can't find a file that was marked for offline use, see "Offline Files Are Missing" in the "Troubleshooting" section at the end of this chapter.



Finally, you can uncheck Make Available Offline on a file or folder at any time to remove it from the cached file list.



Special Edition Using Microsoft Windows XP Professional
Special Edition Using Microsoft Windows XP Professional (3rd Edition)
ISBN: 0789732807
EAN: 2147483647
Year: 2003
Pages: 450

flylib.com © 2008-2017.
If you may any questions please contact us: flylib@qtcs.net