Switching from a traditional file server or NAS to Microsoft OneDrive and SharePoint comes with many benefits – improved collaboration, secure remote access, and seamless cloud storage integration. However, one feature that often surprises users is AutoSave in Microsoft Office.
AutoSave automatically saves your changes to the cloud as you work. While this ensures no work is lost, it can also disrupt familiar workflows, particularly for those who are used to opening an existing document, making changes, and using “Save As” to create a new file.
In this blog, we’ll explain why this happens and how to adjust your workflow to avoid unexpected file changes.
Why Does This Happen?
In OneDrive and SharePoint, AutoSave ensures that any edits to a file are saved immediately. This means:
- When you open a file, any changes you make are saved to the original file instantly.
- If you later use “Save As”, the original file may already have been altered by your initial changes.
This behaviour is different from traditional file systems, where no changes are saved until you manually press “Save.”
Solutions to Adapt Your Workflow
Here are simple methods to ensure your original files remain unchanged while still taking full advantage of OneDrive and SharePoint.
1. Make a Copy Before Editing
Before opening an existing file, create a copy of it first.
- Right-click the file in File Explorer.
- Select Copy, then Paste it into the desired location.
- Rename the file to reflect your changes (e.g., DocumentName_v2).
This ensures the original file remains untouched while you work on a new version.
2. Use “Save As” Immediately After Opening
If you prefer to work directly from the original file:
- Open the file as usual.
- Go to File > Save As or Save a Copy and save it under a new name.
- Continue working on the new file without affecting the original.
This method is straightforward and aligns with the familiar “Save As” practice.
3. Use Templates for Frequently Updated Files
For documents that follow a consistent format, consider creating a template:
- Open the file you want to use as a base.
- Save it as a template file (.dotx for Word or .xltx for Excel).
- When starting a new project, open the template to create a new, untitled file automatically.
This eliminates the need to duplicate or rename files each time.
4. Use OneDrive’s Version History
If you accidentally make changes to a file, you can recover previous versions using Version History:
- In File Explorer, right-click the file and select OneDrive -> Version History.
- Choose the version you want and restore it.
This provides a safety net while you adjust to the new workflow.
Why Adapting to AutoSave is Worth It
Although AutoSave may require a shift in working habits, it brings significant benefits:
- No more lost work: Your changes are saved automatically.
- Improved collaboration: Multiple users can work on the same document in real-time.
- Version control: Every change is tracked, making it easy to restore previous versions.
By adopting these simple strategies, you can make the most of OneDrive and SharePoint while ensuring your files stay organised and secure.
Need Help?
At Wight Computers, we specialise in helping businesses make the most of cloud technologies like OneDrive and SharePoint. If you have questions or need tailored support for your team, get in touch – we’re here to help!
