There is nothing more frustrating than being unable to find or losing a file that you worked diligently to perfect. There will be times when data loss is inevitable, but by incorporating the suggestions below, you will decrease your chances of losing valuable information you have worked hard to put together.
Compuquip’s Tips to avoid losing files:
- Set your computer to “Auto Save” every 5 or 10 minutes. This will automatically save what you are working on while you are actively working in it. There are several different ways to do this, but you can always go to the help section of Microsoft Office to figure out how to do it on your computer. This function can be a lifesaver if your computer crashes, freezes, or you accidentally delete a document you’re working on.
- Schedule regular file Backups. Depending on your version of Windows this feature works differently, but it is always a good idea to use. You will be able to backup your files to a hard drive, to your network, or somewhere else on your computer.
- Empty your recycling bin only once a month. It doesn’t hurt to keep the files you have deleted in the recycling bin for a reasonable time period in case you realize you need them later on.
- Use “File – Save As”. To prevent from overwriting information you need, use the “Save As” function instead of “Save”. This will prompt you to create a new title for a document when you make changes and will save a new copy, instead of overwriting the old content.
- Keep hardcopies of your most important documents.
In the case that you have accidentally deleted a file:
- Double-click on the Recycle Bin in Windows or the Trash on a Mac to see if the file is still there. If you find the file, restore it.
- If the file is no longer in the Recycle Bin or the Trash, look for a backup. If your PC is on a network that has regular backups, contact your system administrator to see if it’s possible to retrieve a saved copy of the file.
Last Week’s Post: Top 10 Outlook Calendar Tips
Up Next! Microsoft Office Keyboard Shortcut Keys
