Understanding Microsoft Office 365 Save Options

AutoSave is a feature in Excel, PowerPoint, and Word Office 365 apps that automatically saves every few seconds for files saved to your OneDrive or Teams/SharePoint.

Saving your file to OneDrive or to Teams/SharePoint:

• Automatically enables AutoSave. 
• Saves every few seconds to protect your work in the event of an unexpected shut down or power outage.
• Automatically maintains a Version History for most common file types. Version History is kept for Office 365 files, PDF, and other common text and image formats.

Where is AutoSave located?

• In the Office 365 Desktop apps the AutoSave toggle displays in the top-left corner.
• In the Office 365 web apps AutoSave is always on - no toggle is present.

While AutoSave automatically protects your important work, there are certain scenarios that can result in unplanned over writes or sync conflicts.  To avoid these issues, please see the following best practices for using AutoSave.

AutoSave Best Practices

 

Only Save Files to File Storage Locations Where AutoSave Is Enabled

AutoSave is automatically enabled in Office 365 files that are saved to your OneDrive, Teams/SharePoint.

Issue: If AutoSave is turned off or grayed out it is likely due to the following.

• Your file has not yet been saved and given a save location, or,
• Your file is saved to a location where AutoSave is not available (e.g. local computer folders or network storage).

Best Practice: When you create a new file, first save it to your OneDrive or to Teams/SharePoint before you begin your work.

 

Preventing Over Writes

How to Re-Purpose Copies of Files

Issue: When editing a copy of an existing file, AutoSave causes edits to be saved to both the copy and the original file.

Best Practice: to re-purpose a copy of an existing file and not overwrite the original, do the following steps in the order they are listed. 

1. Before editing, go to File and select Save a Copy. 
2. Save the file with a new name.
3. Then edit the copy.

How to Temporarily Modify an Existing File

For example, you may need to retain an existing Excel file but want to temporarily add different data to run new projections and analysis, or make temporary changes to a Word or Power Point file while testing stylistic or content edits.

Issue: Temporary edits to an existing file still saves your edits and overwrites the original. 

Best Practice:  to temporarily modify an existing file but not overwrite the original, do the following steps in the order they are listed. 

• Open the file in the desktop app (AutoSave cannot be disabled in the Office 365 web apps).
• Turn off AutoSave.
• Make your temporary changes. 
• Close the file without saving to return the file to its previous state.
• Make sure to re-enable AutoSave when re-opening the file. AutoSave cannot be disabled in the Office 365 web apps.

OR

• Set the file to Read-Only to disable editing. A better option when multiple people may access and apply temporary edits.

1. Open the file in its desktop app.
2. Go to File.
3. At the left select Info.
4. Click Protect Workbook and select Always Open Read-Only.

Users can still re-enable file editing if desired. Consider providing a reminder to not disable the applied protection and its purpose. 

 

You Have a Final Version That Should Not be Edited

Best Practice:  Mark the file as final.  Editing is disabled though "File > Save a copy" is available.

1. Go to File.
2. At the left select Info.
3. Click Protect Workbook and select Mark as Final.

Mark as Final disables typing and editing, and turns off proofing marks. Users can still re-enable file editing if desired. Consider providing a reminder to not disable the applied protection and its purpose.

 

Sync Conflicts

A sync conflict occurs when two or more versions of the same file are modified before syncing can happen and the system cannot automatically determine which should be synced as the last correct version.

What Happens During a Conflict?

Office identifies two versions:

• Your local copy (with your changes)
• The server copy (with other changes)

You’ll see a conflict message asking you to choose which version to keep or merge.

Examples:

• If two people edit the same paragraph or cell, Office usually merges changes automatically. However, if those edits overlap, a sync conflict may occur.
  • In Word, simultaneous edits in the same sentence may cause a merge prompt.
  • In Excel, simultaneous edits in the same cell still cause conflicts.
  • In PowerPoint, simultaneous edits to the same object (e.g., text box) can trigger a conflict.
• Unstable or Interrupted Internet Connection.
  • If you work offline, or your device goes offline while AutoSave is turned on, changes may not upload correctly when you reconnect due to a sync conflict between your local copy and the cloud version.
• File Opened in Multiple Locations.
  • If you have the same file open on two devices (e.g., laptop and desktop), and both versions have edits, AutoSave cannot reconcile them automatically.

How to Avoid Sync Conflicts

• Always work online when possible to avoid file save conflicts.
• Pause AutoSave when working offline.
• When collaborating, try to avoid simultaneous edits in the same paragraph or cell.
• In SharePoint, use Check In/Check Out for controlled editing.

 

Following is a break down of available Save options depending on where a file is stored and accessed.

Contact the IT Service Desk for additional help!