Working offline with Google Docs, Sheets, and Slides in Chrome or Microsoft Edge becomes easier for Word, Excel, and PowerPoint format files.
In June 2022, Google has announced a seemingly minor update to Google Docs, Sheets, and Slides. Now on a computer, if you have offline access enabled for files stored on Google Drive, the system will automatically sync for offline use Microsoft Word† Excel or Power Point file you opened using the Docs, Sheets, or Slides apps in Chrome. Google Workspace enthusiasts who often work with Office files will no doubt welcome this change, as it eliminates the need to manually make Office files available for offline use.
However, the change challenges some of the misconceptions people still have about the capabilities of Google Docs, Sheets, and Slides: that these apps only work in Chrome online and that they’re not compatible with Microsoft Office files. While these statements were correct a long time ago, things have changed. Now you can:
- Use Chrome or Microsoft Edge as your desktop browser
- Create, access and edit Google Docs, Sheets or Slides offline
- Edit Microsoft Word (.docx), Excel (.xlsx) and PowerPoint (.pptx) files directly with the Google Docs, Sheets and Slides apps, without having to convert files
TO SEE: Edit Microsoft Office files in G Suite (TechRepublic)
The June update includes all of the above existing features and extends them to allow automatic offline access to any Microsoft Office format file you recently opened in Google Docs, Sheets, or Slides. For example, if you received a Word document as an attachment in Gmail and opened it with the Google Docs editor, the Word document will automatically be set up to sync so you can open it again when you’re offline. However, for this to function as described, the following things need to be configured:
You must sign in with a Google account
You must be signed in to a Google account in Chrome or Microsoft Edge on a computer to enable offline sync. Any standard Gmail or Google account will work. Likewise, your Google Workspace account probably allows syncing as well.
If you use a Workspace account, keep in mind that your Google Workspace administrator may choose to prevent offline access to Workspace data to protect your organization’s data. If your Google Drive files aren’t showing up, go to Google Drive in your browser, then select Sign in at the top right.
TO SEE: The difference between Gmail, a Google account and Google Workspace accounts (TechRepublic)
You need to install an extension for Chrome or Microsoft Edge
You need to install the Google Docs Offline Extension† As you would expect, you can install this extension for Chrome. You can also install the extension in Microsoft Edge as Microsoft’s modern browser is built on the same core as Chrome. If you are using Edge, you may need to select an option to allow installation of extensions from external sources.
You must enable offline access
In Chrome or Microsoft Edge, go to the Drive settings and check the Offline setting to make, open, and edit your recent Google docs, sheets, and slides on this device offline. Wait while the system completes the initial file synchronization and displays a prompt indicating that the offline installation is complete. After the first data sync, files are automatically synced in the background when connected.
TO SEE: Google Drive for Desktop app: 4 reasons why you should install it (TechRepublic)
Open a Google or Microsoft file for editing? It will be available offline.
Once configured, you can use Google Drive, Docs, Sheets, or Slides to access and work with any file synced for offline use. You can also create new files offline with a click on the + button icon in the lower right corner. Shortcuts, such as doc.new, do not yet work when offline.
When you work on a file offline, your work is still automatically saved in the Google Docs, Sheets, and Slides editors. The system will display “Save…” to the right of the file name as you edit, and will display the message “Saved on this device” when the file has been successfully saved to your system. When you reconnect to the Internet, your changes will sync to Google Drive as usual.
What is your experience with offline Google Workspace apps?
It’s nice to be able to edit when you’re offline, either by choice or circumstance. I sometimes turn off WiFi on a laptop to be able to concentrate and work undisturbed. And before I travel, I make sure my files are synced so I can work offline. When editing offline, I usually use the Insert | Comment feature to add a comment to remind myself to look up information or add a link at a later time when I’m connected to the internet again.
How do you work offline with Google Docs, Sheets or Slides? Do you use Chrome or Microsoft Edge for offline editing? Do you like the system’s ability to automatically sync Office files you’ve recently opened with the Google editors?
Call or message me on Twitter (@awolber) to let me know how you work with these Google Workspace apps offline.
