Enabling Windows My Documents Synchronization

Most Windows applications default to storing a user’s documents and data within the My Documents folder, which is located on the local hard disk. This presents a problem when the hard drive fails, and all of the user’s documents are lost.

Enabling the Offline File Synchronization (link to text only instructions, including how to restore this process after a computer has been reimaged) program solves the problem by telling Windows that it should keep a copy of each document on the local hard drive as well as secured network storage. If the computer is removed from the Bates network, Windows continues to allow the user to work on the local copy of the documents. When the computer is reconnected to the network, Windows will synchronize the files with those in the network storage.

Note: By default Offline File Synchronization is turned on for an individual folder, and covers all of the files and folders contained in it. Permissions are set for the user to access the file only, not shared. We do not want to copy the entire My Documents folder to the network because it often contains personal files that we do not want to store on the network. We're going to create a folder called Bates Work, within the My Documents folder and all Bates work will then be stored there.

A. Create a folder called Bates Work and turn on Offline File Synchronization:

The goal is to create a Bates Work folder on a network share, the path will look like this, [substituting your Bates username at the end] ex: \\mexico\Backups\username

To create this folder:

1. Click on Start button
2. Choose run
3. Type in \\mexico\Backups
4. Double click MakeMyFolder icon (MakeMyFolder.vbs)
5. A folder will appear in the window labeled with your username  
6. Double click on that folder to open it, create a new folder, and label it Bates Work
7. Right click on Bates Work, and then select:
8. Make Available Offline The Offline Files Wizard should launch.
9. Click Next

Make sure that there is a check next to:
Automatically synchronize the Offline Files when I log on and log off my computer

Click Next

Make sure that there is a check next to Enable reminders.

Make sure that there is no check next to Create a shortcut to the Offlines Files folder on my desktop.

Click Finish.

At this point, the icon for Bates Work should have changed to include

two small blue arrows, arrows which indicates that Offline Synchronization is enabled.

B. Create a shortcut to Bates Work within our My Documents folder:

 

1. Right click on your Bates Work folder, and select Copy (You can then close the window to Mexico.) 
2. Open your My Documents folder
3. Right click within My Documents, and select Paste Shortcut. A new file called Shortcut to Bates Work should appear. Rename the shortcut Bates Work.
4. While the My Documents folder is still open, click on Tools, which is located in the menu bar. Then click on Synchronize… The "Items to Synchronize" window appears and check \\mexico\Backups on mexico.
5. Click on Setup
6. A window with three tabs should appear. The first tab is labeled Logon/Logoff. Make sure that there are checks next to When I log on… and When I log off….

Click on the On Idle tab. Under Offline Files, make sure the box is selected next to the \\mexico\Backups on mexico, and next to Synchronize the selected items while my computer is idle.

Click on Advanced.

Enter appropriate values for how often Windows synchronizes your computer when it is idle: 5 and 60 respectively.

Click OK (twice) until you are back in the Items to Synchronize window.

Click Close.

Now you should move your Bates files and directories into your Bates Work folder. By default, Windows will recognize that you are copying your files and directories to a different hard disk. You will therefore have another copy of your files. After you have verified that the files have been copied to their new location, you should delete the originals. Log off and then log on again to your computer to verify that the files you placed in the folder appear as they should.

Please remember that you should not use your Bates Work folder for storing personal files, or media. Access databases will not synch successfully to the network in this manner.

Please also consult the Frequently Asked Questions concerning Windows File Synchronization Process.