SharePoint is a powerful tool used by businesses and organizations all over the world to collaborate and manage content. But what about those times when you can’t be online? Is there a desktop application available for SharePoint? The answer is yes, and it’s called SharePoint Workspace. In this article, we’ll take a look at how to set up and use SharePoint Workspace on your desktop.
Before we dive into the step-by-step process, let’s talk about what you’ll achieve by following these steps. You will have a fully functional SharePoint Workspace on your desktop, which will allow you to access SharePoint content even when you’re not connected to the internet.
Step 1: Download and Install SharePoint Workspace
The first step is to download and install SharePoint Workspace on your computer.
After you’ve downloaded the SharePoint Workspace installation file from the Microsoft Office website, run the installer and follow the on-screen instructions. This will set up SharePoint Workspace on your computer.
Step 2: Add a SharePoint Site
Now that you have SharePoint Workspace installed, it’s time to add a SharePoint site.
Open SharePoint Workspace and click on “Add” to connect to a SharePoint site. You’ll need to enter the site’s URL and your login credentials. Once connected, the site’s content will be synced to your desktop.
Step 3: Work Offline
Working offline is as simple as disconnecting from the internet.
Once you’re offline, you can still access all the synced content in SharePoint Workspace. Any changes you make will be saved and then synced back to the SharePoint site once you’re back online.
After you complete these steps, you’ll have a SharePoint site fully synced to your desktop, giving you the ability to work offline and sync changes once you’re back online.
Here are some helpful tips to ensure you get the most out of SharePoint Workspace:
- Make sure to sync your SharePoint Workspace regularly to keep the content up to date.
- Use the search functionality within SharePoint Workspace to quickly find the documents you need.
- Take advantage of the collaboration features, like document check-in/check-out, even when you’re offline.
- Customize the SharePoint Workspace interface to suit your working style and preferences.
- Keep an eye on the storage space used by SharePoint Workspace, especially if you’re working with large sites or numerous documents.
Frequently Asked Questions
Is SharePoint Workspace included in all versions of Microsoft Office?
No, SharePoint Workspace is not included in all versions of Microsoft Office. It’s available in specific editions, so it’s important to check your version.
Can I access all SharePoint features in SharePoint Workspace?
Not all features available in the web version of SharePoint are accessible in SharePoint Workspace. However, you can access and edit documents, lists, and libraries.
Is there a limit to how much content I can sync to SharePoint Workspace?
Yes, there is a limit to the amount of content that can be synced to SharePoint Workspace. It’s important to manage your content to avoid reaching the limit.
Can multiple users work on the same document in SharePoint Workspace?
Yes, multiple users can work on the same document in SharePoint Workspace, and changes will be synced once a connection to the SharePoint site is reestablished.
Can I use SharePoint Workspace on a Mac?
Unfortunately, SharePoint Workspace is not available for Mac. Mac users can use the web version of SharePoint or look for third-party solutions.
Summary
- Download and Install SharePoint Workspace
- Add a SharePoint Site
- Work Offline
Conclusion
In conclusion, SharePoint Workspace is a valuable tool for those who need SharePoint accessibility even when they’re not online. It provides a convenient desktop application that syncs content from a SharePoint site to your computer, allowing you to work offline and sync changes later. Although it may not have all the features of the web version, it’s a great solution for staying productive during those times when an internet connection is unreliable or unavailable. Remember to manage your synced content and make the most of SharePoint Workspace’s collaboration features. With these tips and steps, you’ll be well on your way to maximizing your SharePoint experience, even without constant internet access.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.