Six Steps to Using Your Chromebook Offline

Google Drive & Docs
Google Drive & Docs

Using a Chromebook Offline is not as simple as turning WiFi off and expecting it to work. There are a few steps to guarantee a smooth transition to offline.

Google has made huge strides with the Chrome OS operating system, ensuring the Chromebooks can work effectively offline. Microsoft’s ill fated Scroogled campaign tried hard to make Chromebooks look like bricks when not connected to the Internet, and initially, that was true. Today, a Chromebook can work effectively offline.

“Using a Chromebook Offline is not as simple as turning WiFi off and expecting it to work”

I created this document a few minutes ago, while sitting in a bus far from WiFi.

Media playerI am listening to music played by the ChromeOS media player, and typing in a Google Document. I have successfully used Google Docs completely offline for a week to prove the reliability of Drive/Docs over a long period.   

From startup to offline use are from six to ten steps, depending on what apps you use. Let’s have a look at six of them.

The first thing to remember is that a chromebook does not run background processes like Windows, or a mobile phone. Drive, Keep, Gmail Offline, and Google Books only run when they are opened in a tab. For example if you use Keep on your phone, tablet and Chromebook, you MUST open keep on your Chromebook for it to update with changes made on your phone.

“Drive, Keep, Gmail Offline, and Google Books only run when they are opened in a tab.”

I use Keep frequently as a note taker on my Android phone. The ability to capture a quick note as a voice recording is exceptional. But if I want to access those notes on my Chromebook I must open Keep while I am connected to the Internet, so the Keep tab can update. I does not happen unless the Keep tab is opened.

This applies to Drive, Gmail and any other app that shares or syncs data with other devices or cloud services. If you rely on these apps and are frequently away from a network, pin the tabs and keep them open all the time.

Lets step through the things you need to do to use a Chromebook offline. I assume you are logged in, and have an Internet connection. If I describe a service you do not need or want, go to the next item. This is based on my personal useage.

1. – Open Keep. You are done. Keep is a simple but powerful note Google Keeptaker, and it synchronizes automatically and continuously. If you have a lot of notes in keep it may take a minute to download everything. This is it for Keep! I suggest you pin the tab, or open it as a separate window so it stays up to date.

2. – Open Google Drive. Go to settings and select “Offline” and wait Google Drivefor it to sync up. This can take a while. If you only store Google docs, sheets, slides and drawings, you are done.

3. – Open the Files app. If you want to save non gDocs in drive, there Files Appis another step. You must open the Files app, find the files you want to save locally, and right-click each one and tick “Available offline”.  Optionally, if there are a large number of files, copy them to a USB or SD card, and open them from there.

Files Offline

4. – Open Google Calendar. In settings, select “Offline” to enable Google Calendaroffline access to the Calendar app. This will sync all current appointments. It will NOT allow you to add new entries in your calendar at this time. But usually, you will be offline because you are travelling, so your calendar should have the information you need in it beforehand.  

Calendar Offline

Calendar Syncronizes

5. – Open Gmail Offline. Go to settings and select offline.  and decide Gmail Offlinehow much e-mail you want to store. I delete everything not vital, so my mail store is small, I select the longest time available, one month.

As Gmail Offline syncs, it starts from the latest, and saves backwards, giving a running update on how much it has stored. You can read, delete, and create mail while offline, but, obviously, nothing is sent or updated on the web until you are back in range of WiFi.

Offline EmailThe Gmail Offline app also saves starred messages. I am looking at a package dispatch notice sent to me four years ago, that I starred at the time.  This app is not my favourite, but it works fine. One gotcha is that it does not download graphics, so if you have email that is heavy on graphics, it will not be readable offline.

Some people who have multiple gmail accounts use Gmail Offline for one account, so they can have two accounts open without having to log out of their main account in Chrome OS.

6. – (Optional) Open Google Books. You may not use Google Books, Google Play Booksbut I find it a wonderful resource. Not only does the Google Play Store sell many books cheaper than Amazon, but any ePub that does not have DRM can be uploaded from your local machine. I have purchased books from Baen and other publishers, and downloaded many from sites such as Project Gutenberg. Some of my Favourite Sci-Fi authors are available on Google books, but not on Amazon. And books purchased on the Google Play Store can be downloaded and used in other e-readers if they do not have DRM added.  

I read most on my Nexus 7 tablet, but the Chromebook also provides a good reading experience. Simply look at “My books” hover over the ones you want to take with you, and select “Make available Offline” to download it. I currently have eight books available on my Chromebook.

Google Books will synchronize the reading locations, and my copious highlighting and notes between the Chromebook and any Chrome browsers I use, and my Android Reader apps in seconds. I highlight and take notes on the Chromebook, it is easier with a mouse and keyboard. I can then read and see my notes in seconds on any other device. It is a great study tool.

At this point, your Chromebook is ready to be used offline. Any time you have a connection, simply open the Keep, Drive, Gmail Offline and Google Books tabs, and they will sync.

I use a number of other tools, but what else you use is a matter of personal preference. One tool I think is irreplaceable for me is Pocket.

7. – (Optional, Bonus) Open and Synchronize Pocket. Pocket allows Pocket Offlineme to capture content from any web site, and read it later, offline. I can access it on my Chrome or Android device for offline reading. I often capture news articles, blog posts and other content relating to articles I am working on. I also often capture articles that I want to read later, when I have more time.

The “Save to Pocket” addon puts a button on the browser toolbar. Clicking on this saves the article to Pocket. Tags and annotations can be added. Then, when the Chrome App is opened, it downloads all the articles to the local machine for offline reading. I currently have several hundred articles saved in this fashion. Not everything works offline, searching does not work, but usually I have no trouble making things findable.

So that is the basics. Most people will want other apps and tools, and there are many that work offline. I will discuss some of them in future posts, and some have already been discussed.

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