Offline and Online Copies in Microsoft Office Applications

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Offline Files In Microsoft Office 365

Say for some reason we are not connected to the Internet, the first thing that we think is how are we going to get our work done? Will we be on time for the deadline? Among with many other questions. So, what do we do?

First of all in order for this to work, means that we must have uploaded our Document, Workbook or Presentation on our OneDrive Storage Space.

Then, even though we are not connected to the Internet, we use the same procedure to Open our Document, Workbook or Presentation, only that we open them from our OneDrive Personal Account. We then continue to work on our Document, Workbook or Presentation while we are Offline, and anything that we change or do will be uploaded to the server when we reconnect to a Network. Office Online is completely free, can easily be accessed from any device, and is better for real-time collaboration.

Let’s see this in action then.

As we can see in the image below, I have opened a Microsoft Word Document from my OneDrive Storage Space and I am disconnected from Internet. We then notice at the bottom on the Status Bar the Offline Copy command.

Offline Copy

If we move to Backstage View and from the left of the drop down menu, we make sure that the category Info is selected as shown below. In the middle of the Info task pane we notice the area name Offline Copy with the following information:

  • We Couldn’t Contact The Server, So We Opened An Offline Copy That Was Up To Date As Of (Dd/Mm/Year – Time)
  • We’ll Upload Any Saved Changes When The Server Becomes Available
  • Where Is This Offline Copy From?

Offline Copy Word Document

If we select the command Connect To Server the drop down menu will appear where we can do either one of the following:

  • Save: Save And Upload Your Changes
  • Re-Open Document: Open This Again From The Server

Offline Copy

As we can see in the image below, I have opened a Microsoft PowerPoint Presentation from my OneDrive Storage Space and I am disconnected from Internet. We then notice at the bottom on the Status Bar the Offline Copy command. In the image, we can see also a notification mentioning that the current Presentation is an Offline Copy and when it was up to date.

Offline Copy PowerPoint Presentation

If we move to Backstage View and from the left of the drop down menu, we make sure that the category Info is selected as shown below. In the middle of the Info task pane we notice the area name Offline Copy with the following information:

  • We Couldn’t Contact The Server, So We Opened An Offline Copy That Was Up To Date As Of (Dd/Mm/Year – Time)
  • We’ll Upload Any Saved Changes When The Server Becomes Available
  • Where Is This Offline Copy From?

Info - Offline Copy

If we select the command Connect To Server the drop down menu will appear where we can do either one of the following:

  • Save: Save And Upload Your Changes
  • Re-Open Document: Open This Again From The Server
  • Where Is This Offline Copy From?

Connect To Server

As we can see in the image below, I have opened a Microsoft Excel Workbook, from my OneDrive Storage Space and I am disconnected from Internet. We then notice at the bottom on the Status Bar the Offline Copy command.

Offline Copy

Below you can check out the video describing the Offline and Online Copies in Microsoft Office Applications.

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