[Libs-Or] Tech-Talk: OFFICE – Sneaky OneDrive and Where You Save Documents

Tue Feb 13 15:16:10 PST 2024

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OFFICE – Sneaky OneDrive and Where You Save Documents

Intermediate

[frustrated]

Imagine my frustration when I thought I had lost a large document that took a lot of time to prepare!

Here's what happened. I opened a Word file that had been saved on my computer previously. I made a lot of changes to it and then I went to File, then Save As and gave it a new version name. A few days later I opened the folder that contained the series of documents… but my new one wasn't there. Where did the file go?

After doing a deep search I found it in a OneDrive folder. How did it get there?

Let's back up…

Some software updates are applied in the background … so that you don't even know that they have happened. One day you open a file and something is different! It may be noticeable; more often, it is not. This is especially the case with Microsoft Office 365 products such as Word, Excel, PowerPoint and so on.

As it turns out, in a prior update, Microsoft changed the default "Save location" to OneDrive instead of the folder that I had previously set up!

Why? We assume that's because the trend is to save documents, videos, and images to cloud locations, rather than to desktop drives. Microsoft is giving us a hard nudge to use their associated online system, OneDrive. Make no mistake about it, this is a great place to store documents. But if you have been saving files to your hard drive all along, being forced into OneDrive can be annoying.

TIP: One advantage to keeping your documents in the cloud is that they are backed up … which is great if your hard drive goes bad. Another benefit is that you can reach your files from any location.

Going back to my story, when I created a new document by giving it a new name, I assumed it would be saved in the original document's folder. However, I didn't notice that the default location (the folder shown in the image below in the red box) had been changed on me and was now set to a OneDrive folder.

(Oh, by the way, in the image you see "OneDrive – Personal," yours may not say "personal").

[default location]

What's the Solution?

Well, you could turn off OneDrive entirely and disconnect it from Windows. But you may need it sometimes, especially if you share documents with colleagues. So this isn't the best solution for most people.

A better answer? Change the default save location in each Office Suite product (Word, Excel, PPT, etc.) It's an easy fix. You just need to know where to make the switch from OneDrive to your preferred folder.

Change Your Default Microsoft File Location

It's a pretty simple process, but remember, you need to do this for EACH Microsoft platform individually - Word, Excel, PowerPoint, etc. We'll use Word in our example.

·     In an open Word document, go to File then Options.
·     In the Word Options box, in the left menu click Save.

Then do THREE things:

1.  UN-check the box: Autosave files stored in the Cloud by default in Word.
2.  CHECK the Save to Computer by default box.
3.  In the Default local file location box, either click the Browse button to navigate to the new default location that you want. Or (as in Excel) if there is no Browse button, go to your File Manager, copy the file address, then paste it in the box so that it is accurate.

[change default file location]

·     Then click OK to save this setting.

TIP: If the new default folder is not showing, you may need to close Word entirely and then open it again.

Now, even though you probably save documents to various folders in your file structure (not to your default folder each time), at least they won't get lost in OneDrive unexpectedly.

TIP: As a precaution, you may want to open your OneDrive.com account to see if you have files saved there that you want to move back to your desktop.

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Communication: 12 Power Words

#4: "Meat Story" .. With a Twist

We have several articles on the "Meat Story" in Tech-Talk.

(Go to www.tech-talk.com<http://www.tech-talk.com/>. Click on Search. Type "meat story" to find out how it got its name.)

But it's such a great communication technique that it bears repeating. We'll approach it with a different twist.

When you develop a "meat story" to address a situation, you need two components:

1) The problem [stated succinctly] and

2) What you want [again, keep it short].

Examples:
·     "You're being too loud, I need you to keep it down."
·     "I've paid you in full; I need the job finished."
·     "You've been late multiple times. I want you to start showing up 5 min. early."
·     "I understand you're upset. We have to uphold the policy."
·     "I hear that you want to watch TV. Bedtime on week nights is 8:00."

In our other articles on the Meat Story, we emphasize how you want others to do something for you. You have a problem and they can solve it. You tell them how, without elaborating with lots of justification.

Remember, "just the facts, ma'am"! State the problem and how you want it solved. Don't elaborate. Be kind, but firm.

* * *

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Cheers,
Darci Hanning, MLIS (she/her/hers)
Public Library Consultant / CE Coordinator
Continuing Education Resources: https://libguides.osl.state.or.us/conted

State Library of Oregon | Library Support and Development Services
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