Using Google Workspace Offline

Although Workspace (formerly G Suite) is a heavily web-based set of applications, there are a few ways to improve the offline experience while using their products. This feature may be useful in circumstances where internet connection may not be the most reliable, such as on trains or in remote locations. However, the range of abilities Workspace can provide will be significantly reduced. If an unreliable network is a given for the line of work, Workspace is undoubtedly not the best approach to remote work. The following will break down how to enable offline options for some Workspace applications and what those offline options provide. To edit documents from Docs, Slides, and Sheets, download the Google Docs Offline extension provided by google.com. Although there are third party chrome extensions available that might offer more functions, they are not recommended for safety reasons.

Mail

To enable Gmail’s offline function, Gmail has an “offline” option in its settings. All you have to do is confirm to allow offline mail, and Gmail will automatically store emails within a set time range. The options are 7, 30, and 90 days. Gmail can also save all the attachments offline. Trash and spam emails are not available offline. If this is on a personal computer, bookmark Gmail in the browser to access it offline easily. On the Gmail app, this will not be necessary, and apps typically automatically save a cache of most recent emails without the need for configuration. For enhanced security, Google can remove the stored files once a user logs out. This feature is useful for working on information on a shared computer, such as in hotels or internet cafes, where internet usage may be charged based on time.

Calendar

Unfortunately, Google Calendar is not designed for use offline. Although Calendar can still be accessed offline, the uses are limited to viewing existing calendar events and responding to calendar invites. Users cannot create new events on Google Calendar when offline.

Drive

Google Drive does have better support for offline uses compared to Calendar. Similar to Gmail, offline Drive access can by setting it up through a similar process in settings. Although this is unnecessary, it might be helpful to bookmark docs, sheets, and slides homepages separately. Drive will automatically create local copies of your most recent documents for editing. For specific files that want to be available offline, click on a file’s settings and toggle on the “make available offline” option.

Multiple Accounts

A critical note about offline usage is that only one account can be enabled offline for a particular chrome profile. Switching Chrome accounts allow users to access different offline files, but is a more tedious process.

For all your Google Workspace questions be sure to reach out to VForce, your remote workforce and Google Workspace experts.

Posted in

Signup Today!

Stay updated on the latest virtual workforce news and solutions.

Something went wrong. Please check your entries and try again.

Related Posts