Top 3 Ways To Disaster Proof Your Spreadsheets

Imagine this:

You’ve spent 36 painstaking hours working on a financial report in Excel. You prefer doing it on spreadsheets as they are convenient and programmable. You go over your work and everything seems to be in tip-top condition – nothing is amiss. Poof! A sudden blackout. Your heartbeat stopped. Your laptop’s battery is pretty much junk and you’re only relying on a power connection. Worst of all, you forgot to hit SAVE.

“Goodbye, thirty-six hours of hard work. Adios, financial report. Bon Voyage, any possible career promotions.”  All your efforts went up in smoke.

Okay, enough with the sappy story – it hurts too much. And the thing that hurts most is the fact that many of us have actually experienced such foul luck. It’s devastating, I know. But rather than hopelessly reminiscing the times when your electricity failed you, I think a more proper revenge would be to find ways to protect your spreadsheets from undue destruction.

You never know what can happen while you’re working. There could be a blackout, your laptop may encounter a dangerous virus that automatically shuts off your OS, or maybe your laptop suddenly decides to jump off the table causing it to shut down unannounced. Many circumstances can lead to your spreadsheets’ demise. And there’s no helping them. The only thing you can do is to safeguard your work.

Lucky for you, we’re here to educate you how. Disaster proofing doesn’t need to be difficult when you follow these three (3) easy-peasy ways:

Save Often

Make “Ctrl + S” a habit. Every time you have to go on a pee break, hit save. When you have to go buy or pour yourself a cup of coffee, hit save. Every five minutes, still, hit save. It doesn’t take much to protect your spreadsheet; you just need to be consistent. Saving periodically will help you protect your work – at least most of it. Worse comes to worst, at least you won’t be going back to square one. Think of it as a checkpoint of some sort (game reference, lol). Call it paranoia or whatnot but if it’s going to save your documents, you might as well do it.

Update Your Excel Program To The Latest Version

Newer program versions have auto-save functions. Even without manually saving your work, the program itself will automatically save your work. Of course, it doesn’t do it every second – just periodically. Should a sudden interruption occur, it will only retain the data it has managed to collect at the most recent “savepoint.” Still, that’s far better than having the whole thing go up in flames, right? Keep your Office applications updated to the newest versions and enjoy this very helpful function.

Use Cloud Storage

Lastly, having an external or online storage will help you avoid worse-case scenarios. It’s one thing to have your computer suddenly shut off and another to have it break down completely. Some viruses are so dangerous that they can infiltrate your computer’s system and corrupt it completely. When you are faced with an issue like this, the obvious countermeasure is to back-up your files and reformat the computer. To be extra safe, saving your spreadsheets to Cloud Storage (or Dropbox, Google Drive) is a very wise move. Regardless what happens to your computer, you still have a way to access your important documents online and that’s what matters most.