Synchronizing data between a SharePoint Files tool and SharePoint site in SharePoint Workspace 2010

Periodic synchronizations must occur in order to maintain parallel sets of data between a SharePoint Files tool and its associated SharePoint site. Every time a synchronization is started, all changes that have occurred in both locations since the previous synchronization are exchanged. These changes might include files that were added, deleted, renamed, or moved, as well as updates to file content.

Only one member of a SharePoint Files tool can be the synchronizer, and therefore this member holds the responsibility for initiating synchronizations with regular frequency. If you are the synchronizer and will be unable to perform this task for an extended period, you should pass the responsibility to another member. Alternatively, you can enable scheduled synchronization so that synchronizations occur automatically at specified time intervals.

To initiate a synchronization, click Synchronize Now...

Switching between manual and scheduled synchronization

The synchronizer can switch between manual and scheduled synchronization at any time. To see the current synchronization setting, point at the Calendar icon in the status area. For example:

Current synchronization schedule setting

To change this setting:

  1. On the Home tab, click Sync, and then click Sync Schedule.

    Tip: You can also click the Calendar icon in the status area.

  2. Make the changes you want and click OK.

Determining when there are unsynchronized changes

The status area of the SharePoint Files tool displays current synchronization status, but only for the current synchronizer.

Status Message

Meaning

All Groove files are synchronized.

There are no changes to content in the SharePoint Files tool to be sent to the SharePoint document library. However, there may be changes pending in the SharePoint library to be sent to SharePoint Workspace at the next synchronization. Click the Preview link to see if there are any changes pending in the SharePoint library.

All Groove files are synchronized. Synchronization errors.

Although rare, there can occasionally be a circumstance in which all files are synchronized but there are synchronization errors. For example, there may be different rules regarding allowable file types in a SharePoint Files tool and on the SharePoint site. As a result, a file added to the SharePoint library may not be allowed in the SharePoint Files tool.

There are unsynchronized changes in this tool.

There are one or more changes pending in the SharePoint Files tool to be sent to the SharePoint library at the next synchronization. Click the Preview link to see a summary of all pending changes, including pending changes in the SharePoint library.

There are unsynchronized changes in this tool. Synchronization errors.

Typically, this status is the result of file conflicts between the SharePoint Files tool and the SharePoint site that occur during a synchronization. Click the Synchronization errors link to review errors and take actions to resolve conflicts and other issues.

Previewing synchronization updates

When the synchronizer initiates a synchronization, the Preview Synchronization window opens and describes all pending updates. The Preview Synchronization window also lists any pending changes that will result in synchronization errors. For synchronization errors that indicate a file conflict, it is recommended that you take steps to resolve these cases before continuing with the synchronization.

Note: You can continue the synchronization without first resolving conflicts. If you do so, a Synchronization Errors link will display. You can click this link to open a Synchronization Errors dialog box that will display a list of the conflicts. However, this dialog box does not contain the automated features for resolving conflicts that are found in the Preview Synchronization window. You must consequently take manual steps to resolve all conflicts.

Resolving synchronization errors

To resolve synchronization errors reported in the Preview Synchronization window:

  1. Select an entry that is indicating a conflict.

    The bottom section of the dialog box provides information about the cause of the conflict.

  2. Click Resolve... to open the Resolve Conflict dialog box.

  3. Select the file or folder changes you want to keep (the SharePoint Files tool version or the SharePoint site version), and click OK.

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