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During this Microsoft Excel 2016 training tutorial video, we will discuss the different ways in which you can backup and recover your Excel spreadsheets. We will show you how you can autosave your work, recover unsaved workbooks, autorecover a file location, and create a backup copy of a file.

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Welcome back to our course on Excel 2016. In this section I’m going to look at Backup and Recovery. There are various aspects of Backup and Recovery and the first one I want to look at is the question of losing your workbooks. If you, for example, work on a laptop and the only copy you have of your workbooks is on your laptop and you’re away from home and your laptop is stolen or you lose your laptop and the only copy you have of those workbooks is on the laptop then you’re going to be in big trouble. If you store your workbooks in the Cloud then to a large extent this is no longer a problem, although there are intrinsic dangers there as well which I’ll refer back to later. But if you save your workbooks on the device and that’s the only copy you have then you really could finish up in quite a bit of trouble.

Now you have a number of options but basically you need to keep a backup copy of each of the workbooks that has any value to you on a different device to the one that you work on them with. Now this might be an external hard drive, perhaps just USB drive that plugs into the device but is then kept somewhere separately or if you have access to a computer network you may transfer it onto another device on the network. But it is very important that that backup copy of each of your workbooks is on a different device so if the original version is lost or stolen you still have a backup copy available.

Now I’m not going to go into how to setup a sort of backup regime on this course but you should get into a routine process for backing up your workbooks. Perhaps you just take a backup of each workbook at the end of each working day or even after you’ve worked on a workbook you put a copy of it on a different device. The most important thing is that you make sure that if the worst did happen, so if your laptop was stolen, for example, that you have a recent enough copy that you wouldn’t face a huge problem restoring the content of the stolen workbook.

Now the next situation to consider is one where Excel or your device fail. If this happens you may have been working on a workbook for a period of time, made a lot of changes, enter some data, the device fails. Perhaps the electricity fails or Excel itself crashes. Potentially you’ve lost all of that work. As I mentioned earlier on in the course you should normally have AutoSave enabled. You do that from Backstage View in the Excel Options.

On the Save Page one of the options there, Save AutoRecover information, in my case every 10 minutes. That’s the default. Ten minutes is the figure that I normally stick with. It means that at worst case I’m going to lose 9 minutes and 59 seconds worth of work. If you find that the AutoSave process, perhaps if you’re working on a very big and complex workbook, is actually slowing things down too much for the time that it takes to happen you may want to increase that figure. If you do of course, if you do go up to I think the maximum is 120 minutes then potentially you could lose that much work. So only really increase that number if it’s giving you some problems.


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