Synchronizing content in a SharePoint workspace

A SharePoint workspace is automatically synchronized with the SharePoint site as follows:

  • All updates you make in a SharePoint workspace are immediately sent to the SharePoint site when you save them.

  • All content in the SharePoint workspace and the SharePoint site is automatically synchronized as frequently as possible, at minimum every 10 minutes, depending on network traffic.

You do not need to take any action to keep your content synchronized. However, since updates that occur on the SharePoint site are not immediately sent to the SharePoint workspace, you may sometimes want to manually synchronize the SharePoint workspace to be sure that you have the latest content.

Note: External lists synchronize with the external system on a different schedule, typically about every three hours.

What do you want to do?

Synchronizing an individual list or library

Synchronizing all lists and libraries in the SharePoint workspace

Changing synchronization settings for a list or library in a SharePoint workspace

Learning about the relationship between SharePoint workspaces and the Microsoft Office Upload Center

Synchronizing an individual list or library

  1. Click the list or library you want to synchronize in the Content pane.

  2. On the Sync tab, click Sync, and then click Sync Tool.

The status bar reports on the progress of the synchronization.

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Synchronizing all lists and libraries in the SharePoint workspace

On the Sync tab, click Sync, and then click Sync Workspace.

The status bar reports on the progress of the synchronization.

Note: This feature does not apply to external lists. External lists do not synchronize with the external system when you use synchronize all lists and libraries.

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Changing synchronization settings for a list or library in a SharePoint workspace

When creating a SharePoint workspace, it is common to download content for lists or libraries that you do not intend to use. You may wish to disconnect from these lists or libraries so that they no longer use storage space on your system, or spend needless resources synchronizing content with the server. Additionally, if you are having a problem with a list or library, you may prefer to simply remove its content from the SharePoint workspace and then download it from scratch.

When you disconnect a list or library from the SharePoint site, its downloaded content is removed from the SharePoint workspace. The list or library name still displays in the Content list, categorized under "Available on Server." You can choose to download the content for the list or library again at any time.

Note: Disconnecting from the SharePoint site has no effect on the corresponding list on the SharePoint site.

  1. Select the list or library in the SharePoint workspace.

  2. On the Sync tab, click Change Sync Settings to see the available option.

  3. If the list or library is currently unconnected, you see the option Connect listname to Server.

  4. If the list is currently synchronizing content with the SharePoint site, you see the option Disconnect listname from Server.

    If you select this option, a warning message prompts you to confirm that you really want to disconnect this list or library from the server.

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Learning about the relationship between SharePoint workspaces and the Microsoft Office Upload Center

Synchronization between a SharePoint workspace and its corresponding SharePoint site is managed via the Microsoft Office Upload Center (msosync.exe). As a result, given the frequency of synchronization between a SharePoint workspace and the SharePoint site, the Upload Center icon is present most of the time in your notification area, and you are likely to see frequent notifications about synchronization activities. For example, you may see notifications about pending uploads or upload failures.

Note:  SharePoint workspaces can synchronize only with sites running on Microsoft SharePoint Server 2010, SharePoint Foundation 2010 or SharePoint Online 2010 servers.

When you open the Microsoft Office Upload Center, you may notice that it does not contain a feature for exiting the Upload Center, though you can close the Upload Center window by clicking the close box. This is because applications such as SharePoint Workspace rely on the Upload Center to be running in order to function properly. Therefore, although it is possible to exit the Upload Center by clicking End Process in the Windows Task Manager, doing so is not recommended.

If the Upload Center icon is busier than you’d like with notifiers, you can select options to hide certain types of notifiers or to hide the Upload Center icon.

To change Upload Center settings, click the Upload Center icon, and then click Settings. Do one of the following in the Microsoft Office Upload Center Settings dialog box:

  • To suppress notifications, uncheck any of the options for showing notifications

  • To hide the Upload Center icon, uncheck Display icon in notification area.

If you have hidden the Upload Center icon, and want it to show again in the notification area, you must first open the Upload Center. Click Start, All Programs, Microsoft Office, Microsoft Office 2010 Tools, and then Microsoft Office 2010 Upload Center. In the Upload Center window, click Settings.

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