Help mobile users stay in sync
Windows 2000's Offline Files feature lets users who aren't connected to the network manipulate network-based files as if the users were connected. When the users log back on to the network, they can synchronize the changes they made locally so that the files on their local systems and on the network file share are identical. This capability is especially beneficial for mobile users and users who dial in from remote branch offices. To use Offline Files, you need to carry out two sets of configuration processes: one set on the server and one on the client computer.
Configuring the Server
To configure the server to use Offline Files, you must share the folder that holds the files you want to make available to offline users. Then, you must specify the way in which Win2K maintains those files on the server.
First, right-click the selected folder and choose Sharing from the context menu. This action takes you directly to the Sharing tab of the folder's Properties dialog box. Select the Share this folder option, as Figure 1 shows.
By default, Win2K gives the Everyone group Full Control permissions (i.e., permission to read, write, and modify) on shared folders. This setting usually is appropriate for file sharing because it permits all users to synchronize files they changed locally. To restrict access to files in the specified folder, you can substitute another group (or groups) for the Everyone group. Then, the users in the group that you specify are the only ones who can take advantage of Offline Files for this folder. If you want to change the permissions setting, click Permissions, then Add and Remove groups on the Permissions dialog box's Share Permissions tab.
Click Caching on the Sharing tab to open the Caching Settings dialog box, which Figure 2, page 90, shows. Select the Allow caching of files in this shared folder check box to make the files available for offline access. The options in the Setting drop-down list specify the way in which Offline Files will operate for the files in the specified folder. Choose one of the following caching settings: Manual Caching for Documents, Automatic Caching for Documents, or Automatic Caching for Programs.
Manual Caching for Documents. Manual Caching for Documents is the default setting and gives users offline access to any file in the folder. Users must select each file manually, and multiple users can access the same file for offline manipulation.
Automatic Caching for Documents. Automatic Caching for Documents automatically transfers any file a user opens to that user's local Offline Files folder. Users can't merely select a file for offline access; they must open the file.
Automatic Caching for Programs. Automatic Caching for Programs lets users access files for offline access but prevents synchronization of any changes that users make offline. In other words, a user can view a file, but when the user reconnects, Win2K doesn't upload any user changes. You can use this setting when a folder contains programs instead of (or in addition to) documents so that users can run the programs locally by transferring the executables to their local disks. However, be aware that many programs require additional files (e.g., DLLs) to run, so few programs can run in offline mode. Scripts and batch files are good candidates for this caching configuration option.
Some file types—primarily database data files—don't work properly (or at all) offline. By default, Win2K disables Offline Files for files with a .db?, .ldb, .mdb, .mde, .mdw, .pst, or .slm file extension. When you configure a folder that contains these file types to be available for Offline Files, Windows displays (for each ineligible file) the error message Unable to make file filename available offline on \\servername\sharename. Files of this type cannot be made available offline.
Configuring the Local Computer
To configure the local computer to use Offline Files, you must first confirm that the feature is enabled. (Offline Files is enabled by default on Win2K Professional systems but not on Win2K Server systems.) Open the Control Panel Folder Options applet or choose Tools, Folder Options from any Windows system window (e.g., My Computer, Windows Explorer, My Network Places) to open the Folder Options dialog box. Go to the Offline Files tab, which Figure 3 shows. Confirm that the Enable Offline Files check box is selected.
The other settings on the tab configure Offline Files' operation. The Synchronize all offline files before logging off option guarantees that users will get the most recent version of each offline-enabled file from the server when they log off. (Win2K automatically controls the synchronization process that occurs when users log on; you can't modify that process.)
The Enable reminders option controls the reminder balloon that appears over the taskbar system tray to help users remember that they're working offline. I suggest you select the Place shortcut to Offline Files folder on the desktop check box. Doing so provides a quick way for users to view their offline files. (Otherwise, users must navigate to the Folder Options' Offline Files tab and click View Files.)