Manage Workbook File Recovery in Excel
In Excel, managing workbook file recovery is essential for ensuring that your work is preserved and can be restored in case of unexpected events such as crashes or power outages. This webpage will guide you through the key concepts and steps to effectively manage workbook file recovery in Excel, specifically for MOS Excel Expert (Office 365 and Office 2019).
Key Concepts
- AutoRecover: Automatic saving of workbook versions at regular intervals.
- Manual Recovery: Manually saving and managing backup versions of your workbook.
- Recover Unsaved Workbooks: Retrieving workbooks that were not saved before a crash.
- Backup Settings: Configuring settings to ensure regular backups are taken.
Concept Explanations
1. AutoRecover
AutoRecover automatically saves versions of your workbook at regular intervals, ensuring that you have recent versions to revert to if something goes wrong. To configure AutoRecover:
- Go to the File tab and select Options.
- In the Excel Options dialog box, select Save.
- Under the Save workbooks section, check the box for Save AutoRecover information every [X] minutes.
- Specify the interval and the location where AutoRecover files should be saved.
- Click OK.
Example: Imagine you are working on a critical report. By enabling AutoRecover, Excel periodically saves your work, so even if your computer crashes, you can recover your progress from the last saved AutoRecover version.
2. Manual Recovery
Manual recovery involves manually saving backup versions of your workbook at regular intervals. This ensures that you have multiple points to revert to if needed. To manually recover:
- Save your workbook regularly by pressing Ctrl + S.
- Save additional versions with different filenames or in different folders (e.g., "Report_V1.xlsx", "Report_V2.xlsx").
Example: If you are working on a project over several days, you might save a version at the end of each day. This way, if you need to revert to a previous state, you have daily backups to fall back on.
3. Recover Unsaved Workbooks
Recovering unsaved workbooks allows you to retrieve workbooks that were not saved before a crash or unexpected shutdown. To recover unsaved workbooks:
- Open Excel.
- Go to the File tab and select Open.
- Click on Recover Unsaved Workbooks.
- Select the workbook you want to recover and click Open.
Example: Suppose you were working on a budget spreadsheet but forgot to save it before your computer shut down. By using the Recover Unsaved Workbooks feature, you can retrieve your unsaved work and continue from where you left off.
4. Backup Settings
Configuring backup settings ensures that regular backups are taken, providing additional security for your workbooks. To configure backup settings:
- Go to the File tab and select Options.
- In the Excel Options dialog box, select Save.
- Under the Save workbooks section, check the box for Always create backup copy.
- Click OK.
Example: By enabling the backup copy feature, Excel automatically creates a backup each time you save your workbook. This backup can be invaluable if the original file becomes corrupted or lost.
By mastering these recovery techniques, you can effectively manage workbook file recovery in Excel, ensuring that your work is protected and can be restored in case of unexpected events.