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The rationale behind creating many backup copies of your documents everywhere

Updated: Jan 15

People working together
People working together

In today's data-driven world, safeguarding your valuable files is paramount. Whether you're working on crucial business documents or treasured personal memories, having multiple copies in different locations ensures data security and accessibility. In this article, we'll explore the best way to save your files to multiple destinations with a single click, including local storage, network resources, and cloud services, all while harnessing the power of Excel's AutoSave feature—no VBA macros required.

Top reasons to save documents in many places may include:

Saving to multiple destinations is a proactive approach to data protection. It guards against various risks, including hardware failures, accidental deletions, and cyber threats. By distributing your files across local and remote locations, you ensure redundancy and accessibility.

Utilizing Excel's AutoSave Feature:

Excel's AutoSave feature is a known and trusted way to save when you forget. It automatically saves your Excel active workbook or another file you choose to open with Excel like CSV at regular intervals, reducing the risk of data loss due to crashes or unexpected errors. To enable it, follow these steps (applies to Word and PowerPoint too):

  1. Open Excel.

  2. Click on "File."

  3. Select "Options."

  4. In the Excel Options dialog, navigate to the "Save" section.

  5. Check the box for "AutoSave OneDrive and SharePoint Online files by default."

  6. Choose your preferred AutoSave interval (e.g., every 5 minutes).

Now that AutoSave is set up, you can focus on saving your files to multiple locations simultaneously with a single click.

The Best Way to Save to Multiple Places in One Click:

  1. Local Storage: a. Click "File" and select "Save As." b. Choose your local storage location (e.g., your computer's hard drive or an external drive). c. Give your file a name and click "Save."

  2. Network Resources: a. Access your network drive or resource where you want to save the file. b. Click "File" and select "Save As." c. Choose the network location, specify the file name, and click "Save."

  3. Cloud Services: a. For Dropbox, Google Drive, or OneDrive, ensure you've installed their respective desktop apps. b. Save your Excel file to your local computer (AutoSave will automatically update the cloud copy).

  4. Email Accounts: a. Click "File" and select "Share." b. Choose "Email" and select the email account you want to send the file from. c. Attach the Excel file and send it to your desired email address. This creates a backup in your email account.

By following these steps, you can efficiently save your Excel files to multiple places in one click, including local storage, network resources, cloud services, and email accounts, all while leveraging the power of Excel's AutoSave feature. This comprehensive approach ensures data redundancy and accessibility, providing peace of mind in a world where data protection is paramount.

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