Teaching Users about Offline Files and Synchronization Manager

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Applies To: Windows Server 2003, Windows Server 2003 R2, Windows Server 2003 with SP1, Windows Server 2003 with SP2

When files are modified offline by more than one user, file conflicts can occur. Offline files are referenced to a specific version of the corresponding file on the server. When a file is modified offline, it replaces the server version of that file when the user reconnects to the network. Synchronization Manager checks the server version of the file to determine if it has changed since it was last synchronized.

If the server version of the file has not changed, the local copy of the modified file is copied to the server. If the server version of the file has changed since it was last synchronized, Synchronization Manager displays the Resolve File Conflicts dialog box. The user is offered the following options for dealing with multiple versions of the file.

Keep both versions   Both versions of the file are saved to the server. The user name and a version number are appended to the local file name. For example, Report.txt becomes Report (John Doe v1).txt.

Keep only the version on my computer   The local file replaces the server file.

Keep only the network version   The server file replaces the local file.

View: Network Version   Open and view the server version of the file.

View: Local version   Open and view the local version of the file.

Typically, it is a good practice is to minimize the number of users who can modify a file that is available offline. This practice prevents data loss and multiple file versions. The user can use Windows NTFS permissions to specify who can access the files. Grant Change permissions to users who are allowed to modify the file offline and Read permissions to users who need the data to be available while they are offline. Permissions still apply when users are offline.

Tell users that when the status of their network connection changes, an Offline Files icon appears in the notification area, and a message is displayed over the icon to notify users of the change. Users can continue to work with their files without interruption. For more information about the status of their connection, they can click the Offline Files icon in the notification area.