How Do I Set Up Offline Access for File Editing in Google Apps?
One of the objections to getting Google For Work in the first place is “how do I edit my files offline in a cloud-based environment?” It’s a valid question. You could not have Internet access for many reasons, including being on an airplane or a network outage. Luckily, it’s very easy to set up Offline Access to any Google App in the Google for Work suite of apps, including Google Docs, Google Sheets, and Google Slides. However, you do need to set it up in advance of being offline as you need an Internet connection to do the setup work.
Getting Ready for Offline Editing
First, you’ll need to make sure you are using the Chrome browser. Then, you’ll need to download Google Drive in order to work on files offline on a computer. From a mobile device, you can use the appropriate app for each application (e.g. Google Docs for a word processing file) or Google Drive if preferred.
Get more instructions and links for downloading Google Drive for your appropriate operating system here.
Setting Up Universal Offline Access for All Google Apps
Sign into your Chrome browser with your business Gmail account. Then, type in drive.google.com/drive/settings. This will bring you to this screen:
Check the box beside “Offline” to enable offline syncing. Note that all Google Drive files associated with your account will be downloaded to your computer, so you’ll want to make sure there is sufficient room on your hard drive to handle it.
How to Work on Google Apps Files Offline
This is VERY IMPORTANT - you must make sure you are signed into your Google account associated with the documents you want to edit before you go offline. Most Google for Work users are logged in throughout their day, so you may want to make sure that you are “always on” during your work day too in case of a network outage. If you are working from a mobile device, make sure you are logged in under your Google Account on all your apps - it’s usually only necessary to log in only once on a mobile app, but double check that you are logged in to be safe. When you want to work on a file in offline mode, open the “Google Drive” application on your computer or mobile device, or use the appropriate app for the file on a mobile device (e.g. Google Sheets for a presentation). If you are opening the Google Drive application on a computer, opening the application will open an instance of your Google Chrome browser which will allow you to select the files you want to work on. Once you are back online, your changes will be automatically synced to the files stored on your Drive. If you need help setting this up for your organization, contact UpCurve Cloud today for assistance.