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External USB Drive for backups
External USB Drive for backups

Introduction: Excel Add-Ins offer a diverse range of features that can elevate your Excel experience, and one valuable category of add-ins is dedicated to extra protection for Excel spreadsheets with an add-in or a plug-in you can install. In this section, we will delve into the world of Excel add-ins designed to streamline the backup process and ensure the safety of your valuable data.

What Are Excel Add-Ins for Backup? Excel add-ins are specialized extensions or plugins that seamlessly integrate with your Excel software, enhancing its functionality. Add-ins tailored for backup purposes are designed to simplify and elevate the way you safeguard your Excel files and workbooks.

Key Features of Backup Add-Ins:

  1. Automated Backup: Many backup Add-Ins provide automated backup schedules, allowing you to set specific intervals for saving copies of your Excel files. This ensures that your data is regularly and consistently backed up without manual intervention.

  2. Versioning: Some Add-Ins offer advanced version control features, allowing you to maintain a comprehensive history of changes made to your files. This feature can be especially useful when you need to revert to a previous version of your spreadsheet.

  3. Cloud Integration: Several backup Add-Ins seamlessly integrate with popular cloud storage services like OneDrive, Google Drive, or Dropbox. This means your backups can be securely stored in the cloud, making them accessible from anywhere and safeguarded against local hardware failures.

  4. Password Protection and Encryption: Many Add-Ins offer options for encrypting and password-protecting your backup files, adding an additional layer of security to your sensitive data.

  5. Advanced Scheduling: You can configure detailed backup schedules, specifying which files to back up, when to back them up, and where to store the backup copies. This level of customization allows you to tailor the backup process to your specific needs.

Benefits of Using Backup Add-Ins:

  1. Efficiency: Backup Add-Ins automate the backup process, saving you valuable time and effort. No need to remember to manually back up your files.

  2. Reliability: These Add-Ins are purpose-built for data protection, significantly reducing the risk of accidental data loss due to user errors or technical issues.

  3. Accessibility: Storing backups in the cloud ensures that your data is accessible from anywhere, promoting collaboration and ensuring you can recover your files even if your local storage encounters issues.

Popular Backup add-ins:

  1. Veeam Backup for Microsoft Office 365: Offers comprehensive backup and recovery solutions for Microsoft 365, including Excel files.

  2. Zoho Docs: Provides a suite of cloud-based collaboration tools, including robust backup options for Excel and other documents.

  3. Kutools for Excel: While not exclusively a backup tool, it offers Excel productivity enhancements, including features for managing and safeguarding your files.

  4. Synkronizer: Focuses on version control and comparison of Excel files, aiding in tracking changes and managing backups effectively.

  5. SOS Click: Enables you to save your Excel workbook across many places in one click so you never lose access to your material in case anything goes wrong.

Choosing the right backup add-in: When selecting a backup Add-In, consider your specific needs, budget, and the level of data protection required. Look for user reviews, trial options, and compatibility with your Excel version to ensure a seamless integration into your workflow.

Incorporating an Excel Add-In for backup into your toolkit can significantly enhance your data protection efforts, providing automation, security, and peace of mind as you work with your important Excel files and workbooks.

Manual cash register
Manual cash register

Introduction: Manual backups are a straightforward yet powerful way to ensure the safety and availability of your Excel data. In this section, we will delve deeper into the concept of manual backups, providing you with the knowledge and tools to implement them effectively.

What is a Manual Backup? A manual backup involves creating a copy of your Excel file or workbook outside of its current location, typically on your local computer or an external storage device. Unlike automatic backups, which occur at set intervals, manual backups give you full control over when and how you back up your data.

How to Create Manual Backups:

  1. Copying Files: The simplest method for creating manual backups is to make a copy of your Excel file and store it in a designated backup folder. You can do this by right-clicking the file, selecting "Copy," and then pasting it into your backup folder.

  2. Renaming Files: Another approach is to rename your file with a date or version number before making significant changes. For example, if your original file is "SalesData.xlsx," you could rename it to "SalesData_2023-09-06.xlsx" before working on it. This way, you maintain a historical record of your files.

  3. External Storage Devices: For added security, consider backing up your files on external storage devices like USB drives or external hard drives. Simply copy your Excel files to the device regularly.

Advantages of Manual Backups:

  1. Control: With manual backups, you decide when and what to back up. This level of control allows you to capture critical points in your work, ensuring no important changes are lost.

  2. No Dependency on Automation: Manual backups are not reliant on automated systems or software features, reducing the risk of unexpected failures in the backup process.

  3. Versioning: By creating copies or renaming files with dates, you can maintain a history of your work, making it easier to revert to previous versions if needed.

Best Practices for Manual Backups:

  1. Consistency: Establish a routine for creating manual backups. Whether it's daily, weekly, or before making significant changes, consistency is key.

  2. Organization: Keep your manual backups organized in a dedicated folder structure. This will help you quickly locate and retrieve specific versions when necessary.

  3. Labeling: Use clear and descriptive file names for your backups. Including dates or version numbers makes it easier to identify the content and timeline of each backup.

  4. Secure Storage: Store your manual backups in secure locations, both locally and externally, to protect against data loss due to hardware failure, theft, or other unforeseen events.

By incorporating manual backups into your Excel workflow, you gain a valuable layer of data protection and peace of mind. You're in control of your data's destiny, ensuring that your hard work is always within reach, even in the face of unexpected challenges.

Woman working on her computer
Woman working on her computer

Introduction: You thought you saved your Word document when you clicked on the save button. However, you might not have waited long enough for the action to complete, a sudden power outage interrupted the action, or you might have mistakenly overlooked the prompt when you decided to close the Office application asking you if you want to save your work. And you clicked on No...

The good news is that your work may still be recoverable! Although it may not always work, you can still try to recover your unsaved Word document or another Office file like an Excel workbook or a PowerPoint presentation using the temporary files created in such cases. In this post: Recover Unsaved Office Documents: A Guide for Word, Excel and PowerPoint Users, we will explore several ways to recover those files and how to save your work in a more secure way to always remain on the safe side.

Ways to Recover Unsaved Office Documents:

01. First Option: Open Word, Excel, or PowerPoint and look for the side pane asking you if you wish to restore the file or files in action. Go over them and see if anything there is relevant. In case the file is relevant, quickly save it. We recommend saving it in at least two locations in case one of them becomes unavailable (such as due to hard drive failure, corrupted thumb drive, or loss of internet connection). To do this, you can use the SOS Click add-in for Microsoft Office, which allows you to save to multiple destinations.

02. Second Option: Look for the temporary file folder where each Office application saves an auto backup copy of your work. The paths are as follows (for Windows 7, 10 and 11) with colors representing the respective Office application, i.e Word is blue, Excel is green and PowerPoint is orange:

  • For Word: C:\Users\Username\AppData\Roaming\Microsoft\Word

  • For Excel: C:\Users\Username\AppData\Roaming\Microsoft\Excel

  • For PowerPoint: C:\Users\Username\AppData\Roaming\Microsoft\PowerPoint. However, for this method to work, you need to ensure you enable the AutoRecover function as in the following screenshot:

03. Third Option: The best way to avoid such occurrences i

s to always save your work across several locations, minimizing the risk of losing files. For this reason, SOS Click, which works with Word, Excel, and PowerPoint, enables you to set up multiple places for saving your work. The add-in also supports various auto-save functions, including auto-saving to your mailbox (Gmail, Office 365, or other platforms), ensuring your work is always accessible both locally and online in the cloud.

Please keep in mind! Cloud services like Dropbox, Google Drive, Microsoft OneDrive and similar ones do go down and users could find themselves without their files at the least favorable moment.

Therefore, the best thing to do is to combine the best of both worlds: local storage and cloud storage as also suggested by this article from the StarTribune when using Dropbox, Google Drive, Microsoft OneDrive or your favorite cloud service.

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