[Libs-Or] Tech-Talk: WORD – Are Your Documents Really AutoSaving?

Tue Aug 6 13:05:03 PDT 2019

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 This Week's Topic: WORD / OFFICE
1. VIDEO ... Are Your Documents Really AutoSaving?
2. ARTICLE ... Are Your Documents Really AutoSaving?
3. COMMUNICATING ... Hearing what isn't said.

[autosave]<http://r20.rs6.net/tn.jsp?f=001_I3IUPI1M_CLJ905wwrNhOiMG4_1YAsdCKmq35bK2B89qkIXqCP4oGtSQDeReO_OIPCkOvyLeBN9h8QqkOKL2cvEDWwURtZbnJ44EAQK5XWCfH3lR2TMWuEtjup7E-HFbUx1ro_KdjxOxm7uGprC1Ld9wB9idh8GutwXm-24deAHXhhrVMJuuR5Ihc-RR3ZW&c=SgqiDs6A_Opii4UAs-kns3cIWQAn_y2Q7AbLNbzPbBol9QGTtKhYyw==&ch=aLkVrbMJO9BZHbqzxt7JuibgWGM5r7BLUAo-R2G82N3gFTToZ1QqyA==>

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WORD – Are Your Documents Really AutoSaving?
Intermediate

Things have changed!

It used to be (with the Office Suite software that you paid a one time fee for), that your documents were automatically being saved <http://r20.rs6.net/tn.jsp?f=001_I3IUPI1M_CLJ905wwrNhOiMG4_1YAsdCKmq35bK2B89qkIXqCP4oGtSQDeReO_O6wZjkvZDVo77eJloIh1IRWt2cePztPHdgCxuznd7dofcbMxL1hQ8DqW0CikpojZ-U1JOkgvkYsNG3ML_60qTcDw36E9Lk9qlBjnUXlfgAB-0AV5BWWLQi5XHGsKll6w5WHLibXeoXb0=&c=SgqiDs6A_Opii4UAs-kns3cIWQAn_y2Q7AbLNbzPbBol9QGTtKhYyw==&ch=aLkVrbMJO9BZHbqzxt7JuibgWGM5r7BLUAo-R2G82N3gFTToZ1QqyA==> to someplace on your hard drive. And they still are.

Yes, you could (and should) change the time span for saving<http://r20.rs6.net/tn.jsp?f=001_I3IUPI1M_CLJ905wwrNhOiMG4_1YAsdCKmq35bK2B89qkIXqCP4oGtSQDeReO_OzsMnWb-VoaCQHBbwgYeUYy2rpgR1SvesQEBEpsu2QAhSYP4DxbQduN-SVdPL5xVJBjnJV-eL0tPhlrvmAzVCv6mRolNAb4jO7DY3Y5M4w1vJStlm8dp86g==&c=SgqiDs6A_Opii4UAs-kns3cIWQAn_y2Q7AbLNbzPbBol9QGTtKhYyw==&ch=aLkVrbMJO9BZHbqzxt7JuibgWGM5r7BLUAo-R2G82N3gFTToZ1QqyA==> (reducing the number from 10 minutes to two or three), just to be safe. You could also change where you wanted the files to be saved<http://r20.rs6.net/tn.jsp?f=001_I3IUPI1M_CLJ905wwrNhOiMG4_1YAsdCKmq35bK2B89qkIXqCP4oGtSQDeReO_O4giafH2yf3gc4N45UtFzqDRG13mfkz5KvLP6TTV9rYRyg7sF7KpJS1BfdG1xCi8pRzItXkxxHKj3Brs43aa1PJdzwEqiM5yio-_DiodtuVkbl4gFB2RbQwrMTEb0onBa&c=SgqiDs6A_Opii4UAs-kns3cIWQAn_y2Q7AbLNbzPbBol9QGTtKhYyw==&ch=aLkVrbMJO9BZHbqzxt7JuibgWGM5r7BLUAo-R2G82N3gFTToZ1QqyA==> so that you could find them more quickly.

Well, now that Office 365 (Office 2016 / 2019) has come on the scene with the new license form of "buying" software, and cloud saving / sharing options, things are different. (Learn all about this in our article on Is Windows Disappearing<http://r20.rs6.net/tn.jsp?f=001_I3IUPI1M_CLJ905wwrNhOiMG4_1YAsdCKmq35bK2B89qkIXqCP4oOs81EB8MzvShJSFEiUNdV8-l0JDYjiBtQy2iBQZQChgQAe2qCF1EqTWx2_nygJci9briKbAThyoz5P8aOZIznlLtqraJi7jl6kOkj6-FV8_gEke0Y5ZgbcV1K2iaMvXp5pW6hevKgLf3yQu-lCqZgs=&c=SgqiDs6A_Opii4UAs-kns3cIWQAn_y2Q7AbLNbzPbBol9QGTtKhYyw==&ch=aLkVrbMJO9BZHbqzxt7JuibgWGM5r7BLUAo-R2G82N3gFTToZ1QqyA==>.)

[Autosave]

So now, when you are working in a document (if you have an Office<http://r20.rs6.net/tn.jsp?f=001_I3IUPI1M_CLJ905wwrNhOiMG4_1YAsdCKmq35bK2B89qkIXqCP4oOs81EB8MzvShJSFEiUNdV8-l0JDYjiBtQy2iBQZQChgQAe2qCF1EqTWx2_nygJci9briKbAThyoz5P8aOZIznlLtqraJi7jl6kOkj6-FV8_gEke0Y5ZgbcV1K2iaMvXp5pW6hevKgLf3yQu-lCqZgs=&c=SgqiDs6A_Opii4UAs-kns3cIWQAn_y2Q7AbLNbzPbBol9QGTtKhYyw==&ch=aLkVrbMJO9BZHbqzxt7JuibgWGM5r7BLUAo-R2G82N3gFTToZ1QqyA==> subscription), you'll notice in the top left of the screen a section that shows "AutoSave" -- and it is turned OFF by default.

This can be a little alarming at first because you think documents are being automatically saved every few minutes or so, even if you haven't named the files yet, right? (And they are.)

But here's the kicker ... when you move your mouse over this feature, it displays this message:

"Save to OneDrive or SharePoint if you want to use AutoSave"

So this "AutoSave" feature is different than what we may think.

The feature (if turned ON) actually saves documents to your Microsoft online storage site (OneDrive) ... not to your personal computer.

Let's back up and look at the general saving option and then learn more about how this new AutoSave feature can give you more options.

AutoRecovery (Often Thought Of As AutoSave)

Whatever it's called, the good news is that your documents are being saved automatically. In Microsoft Office programs like Word, PowerPoint and Excel, there is a default setting that does this. It is really handy if your computer gets "hung up" somehow -- so you don't lose a lot of work. The default is set to save every 10 minutes. (You can shorten that time<http://r20.rs6.net/tn.jsp?f=001_I3IUPI1M_CLJ905wwrNhOiMG4_1YAsdCKmq35bK2B89qkIXqCP4oGtSQDeReO_OzsMnWb-VoaCQHBbwgYeUYy2rpgR1SvesQEBEpsu2QAhSYP4DxbQduN-SVdPL5xVJBjnJV-eL0tPhlrvmAzVCv6mRolNAb4jO7DY3Y5M4w1vJStlm8dp86g==&c=SgqiDs6A_Opii4UAs-kns3cIWQAn_y2Q7AbLNbzPbBol9QGTtKhYyw==&ch=aLkVrbMJO9BZHbqzxt7JuibgWGM5r7BLUAo-R2G82N3gFTToZ1QqyA==>.)

To view your AutoRecovery setting in each program ... or make changes to the time interval:

·     Go to File, choose Options.
·     Select the Save tab.
·     Make sure the Save AutoRecover information every "x" minutes box is checked.
·     If the default interval is fine, you can exit the window.
·     Or, to change the time interval, enter the amount of minutes you'd like to use and click OK.

[AutoRecovery]

The New AutoSave Feature

If you have the Office Suite as a subscription (Office 365, 2016, 2019) then you will see in Word, Excel and PowerPoint a new feature called AutoSave.

This is an additional auto-save option that stores your documents online instead of your hard drive.

If it is turned ON it saves your documents automatically (every few seconds) to OneDrive, OneDrive for Business, or SharePoint Online.

CAUTION: Be sure that you know which online file storage you are connected to as OneDrive (your personal account) and OneDrive for Business (where you save files for your organization or school) are different locations.

[autosave]

How Does the New AutoSave Work?

You can turn the new AutoSave ON or OFF at two different levels: Program or Document. This gives you flexibility. Plus, if you have AutoSave turned ON universally, you still have the ability to turn each individual document ON or OFF.

(OFF means your work is saved to your computer. ON means it's saved online in a Microsoft storage area.)

For example, you may want to save a file that only you need access to on your personal computer. In this case, you'd leave the document Toggle Setting on OFF.

[https://files.constantcontact.com/ee1208b4001/3d2f6ea5-58f2-4a7d-b7ae-0e6ed9e90f13.png]

However, with other documents you may want to share them with others, so turn it ON for that particular file and it will be Autosaved to OneDrive.

[https://files.constantcontact.com/ee1208b4001/561cb776-0e59-4e97-bce2-03d9e959ace2.png]

AutoSave Settings at the Program Level

Microsoft has turned AutoSave ON by default, at the program level in Word, Excel and PowerPoint. This is good. It gives you the ability to AutoSave to the cloud as needed on each document, using the Toggle Switch.

However, if you find that you never want to save to OneDrive, you can switch it at the Program level to Off by un-checking this feature in Options.

·     Go to File, choose Options
·     Select the Save tab.
·     Make sure the AutoSave OneDrive and SharePoint Online files by default on Word box is checked.
·     Click OK and re-start Word for it to take effect.

[Autosave options]

TIP: You have to do this individually in Word, PowerPoint and Excel. Making the changes in one does not affect the other programs.

AutoSaving Files Individually at the Document Level

When you create a new document in Word (or Excel or PowerPoint), you have options for where you want to keep it ... location choices.

·     To save your document to your computer (or shared drive): Go to File, then Save (or Save As).

·     To save your document to your OneDrive account and turn ON the AutoSave option: In the upper left section of your screen you can toggle the AutoSave button from Off to On. You'll then be prompted to name the file and it will be saved to your OneDrive account. (You can also go to File, Save As and choose OneDrive as the location.)

[Save as]

EXAMPLE: If you're having a hard time wrapping your head around these options, maybe this will help. Many people use online file storage services like Dropbox<http://r20.rs6.net/tn.jsp?f=001_I3IUPI1M_CLJ905wwrNhOiMG4_1YAsdCKmq35bK2B89qkIXqCP4oGtSQDeReO_OGe_nXgwKbMvxyWt9vMn9xSS4mFwkZtJco0NAw4lED5JKfxUQ6jrNLEAKLcJzJa47jG5Ayqlpn10YIa0bktd2YaCTOxcQbTbDUy6Pf4wEas3mHdkJIcPjtRLldGnVtSCcM6mnIQE7LhQ=&c=SgqiDs6A_Opii4UAs-kns3cIWQAn_y2Q7AbLNbzPbBol9QGTtKhYyw==&ch=aLkVrbMJO9BZHbqzxt7JuibgWGM5r7BLUAo-R2G82N3gFTToZ1QqyA==>. When you create a Word document you can save it to Dropbox (instead of your computer). When you open the file, make changes and save it again, it knows to save to that Dropbox location. This is the same in using the AutoSave option. Once you turn it on and save to OneDrive or SharePoint, the saved file lives there instead of on your computer.

"Save As" vs "Save a Copy"

[Save a copy]

When it comes to saving a new version of a document, we're used to going to Save As, naming the file and picking a location where it will be saved to.

However, when you save to OneDrive or SharePoint, the "Save As" option goes away.

At first, this can be jolting. But there's a solution. Instead of using "Save as" and giving it a new name as you did in the past, choose the option called Save a Copy.

CAUTION: If you just try and rename the file (such as you do with "save as"), you will just overwrite your old file instead of creating a new one. So choose, "Save a Copy".

[http://files.constantcontact.com/ee1208b4001/f8f1ecc8-4884-4c21-8ed0-cf647e6db944.png]

Communication: Listening
The non-spoken element

"The most important thing in communication is to hear what isn't being said."
~ Peter F. Drucker

This is a deep thought ... and an important one. How do you feel about it? What are some ways we can hear what isn't being said?

Share your ideas here in the comment section.<http://r20.rs6.net/tn.jsp?f=001_I3IUPI1M_CLJ905wwrNhOiMG4_1YAsdCKmq35bK2B89qkIXqCP4oGtSQDeReO_O1pKUsbDECIwds1HweWOlyyJutmPV80ESObq2QEcUwm-YjhL9gXZMD07j431BL_cQtLygzMr-unX7Jig2Xfn23_57F5CWyAbjenYKE_0xcOjFJvl0tI9fCQ==&c=SgqiDs6A_Opii4UAs-kns3cIWQAn_y2Q7AbLNbzPbBol9QGTtKhYyw==&ch=aLkVrbMJO9BZHbqzxt7JuibgWGM5r7BLUAo-R2G82N3gFTToZ1QqyA==>

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