File synchronisation

When working on documents saved to the university file stores using different PCs in the library there are a couple of things you can do to ensure that you see the most up-to-date version with your latest edits in place.

  • Save your file and allow a bit of time for file changes to be uploaded to the server copy before you switch your PC off or log off. This will help to counter busy periods on the network.  
  • Save your work before shutting down rather than relying on the prompt to save work as software is closed automatically as the system shuts down.
  • Run a manual sync for individual files by right clicking the file and going into ‘Properties’, ‘Offline Files’ and select ‘Sync Now’.
  • Right click on the Synchronisation icon on the Windows 7 ‘System Tray’ and select ‘Sync All’ Sync Icon

When is the best time to save your new document?

Short answer: Immediately!

Long answer: When you create a new document (be it Word, Excel, PowerPoint, etc.) it is always best to save it as soon as possible to an appropriate location. By doing this it not only means you know where the document is but also this greatly reduces the risk of losing any future additions or amendments to the file.

When to attach?

When should you attach a file to your email and when not? This is usually dependant on how many people you are emailing and whether they are internal to the University or external. The below table provides some basic guidelines:

1-3 recipients 4+ recipients
Internal audience Yes No*
External audience Yes Yes

*In such cases it is always better to put the file on the staff filestore (i.e. Y drive) under the appropriate folder (e.g. “store – interim”) and then email people saying where they can find it.

Scan to Email

When using the staff printer/copier to scan documents the default “email To” option is yourself. Whilst this can be changed (so as to email the scan directly to someone else) this isn’t recommended because:

  • It’s always a good idea to check the scanned image is readable before forwarding it to someone else, otherwise they will only contact you back to have the document re-scanned
  • Emailing it to yourself then forwarding it on means a copy of the document will be in your sent box in outlook just in case you need to refer to it (e.g. to resend in case the other person has deleted the email)