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May 23, 2004

Keeping It Safe, Part 1

You put a lot of work into your Workbooks. Are they as safe as they should be?

Save As...
When you save your work, there are some very good safety options available to you. Select Tools on the Save As dialog box then General Options.




Always create backup?
The choice is yours. Creating backup files will use up more disk space, but hopefully that should not be a problem. I always make a point to select this option, it's better to be safe than sorry. You might also consider saving under different filenames if you think that more than one backup file may be prudent or even create backups of your backup files.

Passwords
Two options, a Password to open the file and a Password to modify it. I wonder just how many people use the first option (and what kind of environment they must work in) but the second option is quite handy, it also offers an read only option for anyone who does not intend modifying the file. Just keep in mind that anyone can change something and then save under a different name or location. The file can also be deleted very easily. Use these options with caution.

Read-only recommended
A good safety option. This is what appears when you open the Workbook.



You can also add the Toggle Read Only button to a toolbar so this option can be selected after the workbook has already been opened. Open the Customize dialog box from the top Tools Menu, then the Commands tab. Scroll down the File menu until you see the button and drag it across to a toolbar.



It also indicates whether the file is in read only mode or not. Very useful if you are unsure of the file's status.

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