Most of the apps and software we use for work now assume an always-on internet connection. Even in such modern times, it is possible to work partially offline depending on the settings of the PC. Here are three essential steps to do so.
Even millennials aren’t young anymore. So it’s also a duty to look back and share a past that might otherwise be forgotten. For example, it used to be that most software worked just fine without an internet connection.
Believe it or not, PCs in the 1990s and early 2000s treated “going online” as a novelty. But now it’s the other way around. Most software expects users to be connected at all times, and much of it only works when online.
Most of the time that’s fine. But it can be frustrating when you want to get your work done when you don’t have an internet connection, like when you’re on a plane or visiting your family’s farm.
In today’s world, there are things that cannot be done offline. Especially if you’re in a job where you interact with people in real time.
Still, it’s possible to work offline, at least partially, if you set up to do most of the work you do on your PC offline. In this world of always-on connectivity, here’s how to work offline.
1. Check which apps work offline
The first thing to do would be to figure out which tools depend on the Internet and which don’t. As a rule of thumb, apps that work in the browser rarely work offline.
Of course, there are exceptions. Google Drive, for example, works offline if you install a Chrome extension. But most browser-based apps are designed to work while connected to the Internet, so you can’t rely on them when you need to work offline.
Another thing to remember is that most communication apps, like Slack, can’t send or receive messages offline. Most of these apps don’t even let you read old messages when you’re offline. This means that even if you have vital information buried somewhere in your DMs (direct messages), you won’t be able to access it.
Finally, files stored in cloud services cannot be opened offline unless they are synced with your PC. Some cloud services, like Dropbox, sync files to your PC by default.
There are also services that only sync files in specially marked folders so that you can access them offline. For files that are frequently accessed on a regular basis, I would like to set them to be synchronized so that they can be used offline without fail.
If you are unsure if a tool works offline, there is a simple test. Turn off Wi-Fi on your PC. I know what it feels like to be scared. Still, within five minutes of getting to work, you should be able to figure out which tools work and which don’t.
2. Save necessary data locally
Once you know which apps won’t work offline, it’s time to plan ahead. Make sure you have all the information you need to know which projects can do all the work offline, what information you need to work on that project. Be careful, especially if the information is in an app that you know won’t work offline.
For example, if you have a document you need to read or edit, make sure it’s downloaded to a folder on your PC. If the DMs you exchanged with your boss contain vital information, copy that information somewhere locally.
Personally, I like using the Notes app. Gather important information about a project in a notes app and copy it to a dedicated page or folder.
Working offline requires methodicality, so don’t assume you can “find it later” and gather information upfront. However, there are limitations to this method, if only in terms of time. You don’t want to spend hours copying information.
But there are things you can do to ensure that relevant information is at your fingertips without too much effort.
- Make your email available offline: The easiest way to do this is to install an email app for all major services, like Outlook or Canary. Even if you don’t normally use such email software, it’s an easy way to make your email available offline. If you prefer Gmail, you can set Gmail to work offline.
- Configure the cloud service to sync locally: As already mentioned, Dropbox syncs all files to your PC by default. However, not all services work in this way, so after confirming that the folders you need to work can be used offline, turn off Wi-Fi and verify that you can actually access the files. I want you to.
- Make sure your app doesn’t have an offline mode: Just because an app doesn’t work offline by default doesn’t mean it will never work offline. Google Drive and Gmail are apps that run in the browser, but they also have an offline mode, as I’ve already explained. There are other apps that have these features as well. It’s worth checking or searching for how to use your favorite apps.
- Keep your music in sync: Most streaming services, like Spotify and Apple Music, let you download songs to play offline. If you can’t work without music, make sure you have your favorite albums downloaded. It’s a bit old-fashioned, but you should know that a folder full of MP3 files works fine offline.
- Everything depends on advance planning. Once you’ve done that, it’s easy, and you just have to actually work offline. If you prepare properly, you shouldn’t have any problems. Far from causing problems, you may find that you can work more smoothly without being constantly interrupted by emails, chats, and other things that feel like work but don’t allow deep focus.
3. Specialize in “focusing” offline
- In the 90s, non-browser apps rarely depended on an internet connection. Back in the days of dial-up connections, you couldn’t stay connected to the Internet for long periods of time. “Do I really need to be online now because I have an important call coming in? It’s past 9pm, and are any of my friends online at this time?” is).
- PCs were mostly offline, so the software was designed for offline use. There is even software developed on the assumption that you will connect to the Internet, download online, and then work offline. Email software, for example, was designed to download a message, log off, write a reply, log back on, and send.
- But in the 2020s, most software doesn’t work that way. PCs are designed to be online almost all the time, so much so that some apps don’t display error messages when they’re not connected to the Internet.
- In other words, the offline situation is now a very special situation. App developers don’t even think about going offline as a common cause of problems.
- But there are many benefits to working offline. Personally, sometimes I write my best stories in my backyard or on the train. The trick is to do everything in advance that requires an internet connection, and use your offline time to focus. Please try it.
