Limitations of Microsoft Office Groove 2007

the Limitations of Groove or…….. times when Groove just isn’t groovy enough

sorry  had to do it 

Groove 2007 is my new favourite app but it has some limitations, this refers to a standalone installation of Microsoft Office Groove 2007, I’ll look at the benefits of Groove 2007 within the context of Groove Server 2007 and Groove Enterprise services later.

I’ve been wondering just how far you can go with Groove.

there’s not a great deal out there on Groove’s limitations, the FAQ  expounds it’s virtues there are a few limitations which I’ve discovered, thankfully not through trial and error

  • Groove cannot synchronize any files that are larger than 1 GByte.
  • Groove will stop synchronizing any file sharing workspace that has more  than 5000 files or which exceeds 2 GBytes in total.

in addition you can’t synchronise Hidden, System, Temporary, or Offline files, this last limitation caused me a problem recently, I needed to share historical documents with a colleague which only existed in an offline folder on my machine when I created the workspace.

I had to save it elsewhere and then upload the saved folder to Groove – I suppose it’s too much to expect Groove to synchronise an already synchronising  file so you do need to plan when you are going to build your Groove Workspaces.

you also can’t share a networked folder or any folder already being shared by another groove account.

There are a few tips for keeping your Groove Workspace running nicely,  bear in mind a beefier system will help but much like walking in the wilderness keep the Groove party moving at a speed that suits the slowest members.

  • Don’t flood the workspace by adding large numbers of files at once, the update grinds, and I mean really grinds if you add loads of files,  you can go and make a cup of tea, the single multiple upload seems to take far longer than the combined duration of the same uploads when completed individually.
  • try to keep the number of files down in a workspace, there’s an overhead as Groove has to check multiple files for changes over and over again.
  • the number of files multiplied by the rate of change is a good indication of how the workspace will perform lots of files with little change will perform better than a few files with lots and lots of changes – due to the overhead of updates  
  • keep Groove running, there seems to be a lag when you start the launchbar before the synchronisation stabilises.

if you have members of your workspace that don’t need to be appraised of every update in all or any part of the workspace as it happens you can encourage them to use manual updates, to do this right click on a file folder in the files tool and select properties

grooveWS

then click the downloads tab and select manual download

  • grooveDL

you can do this folder by folder or by a folder tree as folders inherit the download properties of their parent.

reducing the number of people automatically downloading means the Groove clients reduce the number of updates they have to do, keeping things zipping along.

Microsoft say that

Any team of information workers that needs to collaborate on a project can derive value from Office Groove 2007. Team sizes typically range from 2 through 30 members for maximum productivity and effectiveness

Groove hits the mark in this environment and as a solution to the problems surrounding ad hoc collaboration it seems to me to be a winner.

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10 Responses to Limitations of Microsoft Office Groove 2007

  1. abbott says:

    Thanks for the great info about the limitations in the workspace. I’ve linked to the post from our team blog, The Groove Advisor (http://blogs.technet.com/groove).
    –abbott

  2. fanatical says:

    feel free glad to be of service :)

  3. Clive Davies says:

    Nice review. Just a note on the setting of manual download for the files tool in Groove. To keep synch changes low, if you set the files tool to manual before inviting members thay will be set the same, manual. You can then set your own files tool back to automatic should you want to recieve all changes. Note also that if all members have manual the chance that a file will be required but no-one available to download it from could occur. In this case, where members are often offline, you can set a system to automatic and if it is always online any user can always get the file they require at any time.

  4. fanatical says:

    cheers for the great tip Clive – it’s always difficult to get collaborators to amend their settings, making it manual by default is a real godsend

  5. terriblecow says:

    I’m curios about one of the points made above..
    “in addition you can’t synchronise Hidden, System, Temporary, or Offline files”

    Do you have any clue why hidden files are not allowed? Or do you know if syncing through a private Groove Server will allow this? I just need a way to sync those hidden files:)

    I’ve used FolderShare for a while, but Groove is oh so much nicer.

    Thanks for your comments.

  6. fanatical says:

    not sure about the reasoning behind the hidden files apart from I presume it ensures you don’t inadvertently share something you shouldn’t, I’ll look at the server side see if there is any way to override the setting

  7. Eric says:

    Hey does anyone know how to override limits like Maximum Total File Size in a Folder Sharing workspace or the Maximum Total File and Folder count in a Folder Sharing Workspace?

  8. YOUSAF says:

    I HAVE THE SAME QUESTION AS ERIC, HOW TO OVERRIDE LIMITS OF 2GB AND 5000 FILES. ITS REALLY REALLY ANNOYING.

    I MEAN THERE SHOULD BE SOMETHING, INFACT WHEN YOU ARE GOING TO GROOVE ENTERPRISE OR GROOVE SERVER EDITIONS, ONE SHOULD GET THE MAXIMUM BENIFTS AND CUSTOMIZATION BEYOND THESE LIMTS.

    TRYING TO GET INFO FOR THIS, SO FOR NO AVAIL.

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