Chapter 7: Understanding Excel Files
157
Safeguarding Your Work ...................................................................................................
Nothing is more frustrating than spending hours creating a complicated Excel workbook only to
have it destroyed by a power failure, a hard drive crash, or even human error. Fortunately, protect-
ing yourself from these disasters is not a difficult task.
Earlier in the chapter, I discuss the AutoRecover feature that makes Excel save a backup copy of
your workbook at regular intervals (see “Using AutoRecover”). AutoRecover is a good idea, but it
certainly isn’t the only backup protection you should use. If a workbook is important, you need to
take extra steps to ensure its safety. The following backup options help ensure the safety of indi-
vidual files:
l Keep a backup copy of the file on the same drive. Although this option offers some
protection if you make a mess of the workbook, it won’t do you any good if the entire
hard drive crashes.l (^) Keep a backup copy on a different hard drive. This method assumes, of course, that
your system has more than one hard drive. This option offers more protection than the
preceding method, because the likelihood that both hard drives will fail is remote. If the
entire system is destroyed or stolen, however, you’re out of luck.
l (^) Keep a backup copy on a network server. This method assumes that your system is con-
nected to a server on which you can write files. This method is fairly safe. If the network
server is located in the same building, however, you’re at risk if the entire building burns
down or is otherwise destroyed.
l (^) Keep a backup copy on an Internet backup site. Several Web sites specialize in storing
backup files. This is a safe method, as long as the company doesn’t go out of business.
l (^) Keep a backup copy on a removable medium. This is the safest method. Using a remov-
able medium, such as a USB drive enables you to physically take the backup to another
location. So, if your system (or the entire building) is damaged, your backup copy remains
intact.
Excel File Compatibility ....................................................................................................
It’s important to understand the limitations regarding version compatibility. Even though your col-
league is able to open your file, there is no guarantee that everything will function correctly or look
the same.
Checking compatibility ...........................................................................................
If you save your workbook to an older file format (such as XLS, for versions prior to Excel 2007),
Excel automatically runs the Compatibility Checker. The Compatibility Checker identifies the ele-
ments of your workbook that will result in loss of functionality or fidelity (cosmetics).