How to back up accounts and workspaces in SharePoint Workspace 2010

Introduction

To prevent data loss from hardware failure or from accidental deletions, we recommend that you back up vulnerable accounts and workspaces. This article describes how to back up accounts and workspaces in Microsoft Office SharePoint Workspace 2010.

More Information

How to back up an account

If you use an account on multiple computers, or if you are part of a managed Microsoft Groove domain that performs automated backups, you already have other copies of your account. You can use one of these copies to restore your account if something occurs to the local Groove installation. However, if you use a SharePoint Workspace account on one computer, and if you do not belong to a managed domain that performs automated backups, you should help protect the account by manually saving the account to a file regularly.

Older account files may be difficult to reconcile with more recent Groove Relay information. Therefore, we recommend that you back up your account at least every 60 days.

To save your account data in SharePoint Workspace 2010, follow these steps:
  1. In Launchbar, click the File tab, and then click Options.
  2. Click Preferences.
  3. Click the Account tab, and then under Save Account As File, click Save to create an account file.

How to back up a workspace

A SharePoint Workspace account contains your preferences, settings, and contacts. Additionally, the account lists your workspaces and the members of those workspaces. However, the account does not contain the actual workspace data. Therefore, when you save an account file, you save only information about your workspaces. You do not save any data that is stored in those workspaces. If you import an account file into a SharePoint workspace, all the old workspaces are listed in your Workspaces list. However, you cannot enter those workspaces until you fetch them from another member.

SharePoint Workspace has three kinds of workspaces:
  • SharePoint workspaces synchronize data with a SharePoint site.
  • Shared Folders synchronize a Windows folder to folders of other workspace members or to folders on other computers that run the same SharePoint Workspace account.
  • Groove workspaces contain tools that contain files or other data that is synchronized with other workspace members or with other computers that run the same SharePoint Workspace account.

Of these workspaces, only Groove workspaces must be backed up from SharePoint Workspace. A site administrator should back up SharePoint site data from the SharePoint site. Shared Folder data should be backed up by using your preferred file system backup tool to back up the Windows folder that is synchronized by the workspace. Groove does not encrypt the contents of Shared Folders except when the contents are sent over the network. Therefore, a file system backup is sufficient to preserve your data.

Note If you lose files in a shared folder, and then you go online in Groove, Groove sends delete messages to synchronize the workspace. If you have lost files from a shared folder, do not restart Groove until all files are restored. Any file that is added while Groove is active or that is restored with a name that was changed is seen as a new file. New files are propagated to other workspace members according to the folder download properties. Although resending these files does not cause data loss, resending files consumes network resources and computer resources.

In contrast, Groove workspaces store some data internally in an encrypted form. Depending on the workspace version, file data from a Groove workspace may be stored in the Groove Cell Store or in encrypted files in the Groove Binary File Store.

If you have Groove workspaces that contain only a few members or that contain critical data that is frequently edited, we recommend that you regularly archive those workspaces. If the workspace is lost, or if critical data is overwritten by mistake, you can use the archive to restore a copy of the workspace.

To save workspace data from a Groove workspace, you must save the workspace as an archive. To do this in SharePoint Workspace, use one of the following methods:
  • Method 1: Right-click the workspace in any list of your workspaces, click Save As, and then click Archive. When you are prompted, provide a file name and, if you want, a password.
  • Method 2: In the workspace, click the File tab, and then click Send & Save. Under Save, click Workspace as Archive. When you are prompted, provide a file name and, if you want, a password.

To restore the workspace in SharePoint Workspace, follow these steps:
  1. In Launchbar, click the File tab, and then click New.
  2. Click Workspace from Archive.
  3. When you are prompted, provide the location, file name, and password that you used to save the workspace.

When you restore a workspace, you create a copy of that workspace. You are the only member of that copy of the workspace. You must still be re-invited to the original workspace to return to active membership in that workspace or to invite other users to your copy to make it the active version.

Workspace archive files do not explicitly time out. However, as with any backup, workspace archive files become less useful as the active information diverges from the information that is saved.

Automated backup options

For additional automated data protection, consider a backup product that works with Groove. Groove-compatible backup tools may be available from third-party sources.

References

For more information about how to save and restore workspace data, see the "Groove Workspaces" section of "Managing Workspaces" in SharePoint Workspace Help.
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Artikel-id: 983270 - Laatst bijgewerkt: 2 aug. 2010 - Revisie: 1

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