Use Offline Files in Windows: Cache Network Files
Accessing Files Outside Your Network with Windows Offline Files
A common challenge arises when files are exclusively stored on a file server or networked computer: how can these files be accessed when you are no longer connected to the network?
Rather than relying on solutions like a VPN or Dropbox, Windows provides a built-in functionality called Offline Files that addresses this issue.
Understanding Offline Files
The Offline Files feature allows you to synchronize selected files and folders from a network location to your computer, enabling access even without a network connection.
This synchronization process creates offline copies of your files, ensuring continued productivity while you are mobile or disconnected.
Important Considerations
While technically feasible, utilizing this guide to create an offline version of extremely large datasets, such as a 2 terabyte movie collection, is not advised.
The Offline Files feature is optimally designed for managing and accessing smaller, frequently used files, rather than serving as a solution for massive offline storage.
It’s important to remember that the feature wasn't specifically engineered to handle such substantial data volumes.
Configuring Offline File Access
Individuals unfamiliar with network configurations may find our guides on Windows 7 networking with XP or Vista, or file and printer sharing between Windows 7 and XP, to be beneficial resources.
The initial step involves establishing a connection to the computer hosting the shared folder. Several methods exist for achieving this, but a straightforward approach is utilizing the Windows key plus the 'R' key to open the Run dialog. Subsequently, inputting two backslashes followed by the IP address or hostname of the target PC will initiate the connection.
Upon connecting to the machine – which may require username and password authentication depending on your network settings – the shared folders on the remote computer become visible. Right-click the desired folder and choose the "Map Network drive" option. The subsequent screen prompts you to select a drive letter and optionally provide alternative credentials.
It's worth noting that drive mapping can be accomplished through alternative methods if preferred.
After successfully mapping a drive and opening it within Windows Explorer, navigate to any sub-folder within the drive. From the context menu, select "Always available offline".
The system will then process all files, and a notification will appear confirming their availability for offline access.
As an illustration, a folder named "Personal" has been configured for offline access, containing a single text file, "My Plans," with the content "Text Text Text Text," as demonstrated below.
Consequently, even when disconnected from the network, the document remains accessible, as shown in the following screenshot.
Please note that a list of other folders will be displayed, as the system caches this information. However, attempting to open a folder not designated for offline use will result in an empty appearance until a network connection is re-established.
With offline files now configured, you can proceed to open and modify your files as needed.
Initiating Synchronization Manually
Although automatic syncing is generally preferred, a manual sync can be performed at any time. This is achieved by right-clicking the folder containing the offline files and choosing "Sync" from the context menu, then selecting "Sync selected offline files."
Alternatively, synchronization can be initiated for each drive individually.
Automating Synchronization Tasks
For users who prefer an automated approach, syncing can be configured to occur on a schedule. Begin by accessing Sync Center through the Start Menu; simply type "Sync Center" and press Enter.
Upon opening Sync Center, navigate to the "View sync partnerships" link located in the left-hand pane. Then, double-click the offline files displayed on the right to view a comprehensive list of your available offline content.
Configuring a Sync Schedule
After selecting the specific folder you wish to synchronize on a recurring basis, the "Schedule" button will become enabled in the menu bar. Clicking this button initiates a wizard designed to guide you through the scheduling process.
This wizard will prompt you to identify the folders for which you want to establish a schedule, and will then lead you through the remaining configuration steps.
- The scheduling tool allows for precise control over when synchronization occurs.
- You can customize the frequency of syncing to suit your needs.
- Automated syncing ensures your offline files remain up-to-date.
Addressing File Synchronization Conflicts
When working with networked files in Windows, conflicts can arise if a file is modified both online and offline by different users. The system will prevent synchronization in such instances and flag these files as conflicts. Fortunately, resolving these discrepancies is a straightforward process.
Initiate the process by typing "Sync Center" into the Start Menu search bar and pressing Enter.
Upon opening Sync Center, navigate to the "View sync conflicts" link located in the left-hand navigation panel. This will display a comprehensive list of all files experiencing synchronization issues.
To begin resolving a specific conflict, right-click on the affected file within the Sync Center interface. From the resulting context menu, select the "View options to resolve" command.
A dialog box will then appear, presenting you with several options. You can choose to retain your locally created version, keep the server-based version edited by another user, or preserve both versions by renaming your local copy.
Enhancing Security for Offline Files
An additional security measure can be implemented for your locally stored files through the use of EFS (Encrypting File System). It’s important to note that this feature is not activated by default and requires manual enablement. This encryption process applies solely to your offline files, leaving server-based files unaffected.
Initiating the process of enabling offline files involves accessing Sync Center. Simply type "Sync Center" into your start menu and select the application. Upon opening, navigate to the "Manage offline files" link located in the left-hand sidebar; this will open the necessary configuration window.
Within the dialog box that appears, transition to the "Encryption" tab. Subsequently, click the "Encrypt" button to activate the encryption process.
While the functionality of offline files differs from cloud-based solutions like Dropbox, it remains a valuable feature. It is certainly worth exploring if you frequently utilize networked folders.