MS Office 101

Preventing The "Saved Over" Blues

Do you have an Excel file that you constantly change data in and then have to remember to save it under a new name?

Have you ever caught yourself yelling at the computer "STOP!" as you realize that you just saved over the old data—and darn—you needed to keep that too!

While you're still muttering at the computer, do you then go back and try to re-create the file you just lost, or... do you simply ignore the "oops" and hope it's never needed again?

Is there a better solution? (We all hope so since the yelling thing isn't working out.)

I have one word for you—template.

A template in Excel is a workbook you create and then use as the basis for other similar workbooks.

In other words, you create a workbook that has all the elements you need—labels, formulas, etc.—but none of the changing data.

Then you save the file as a template.

Now, when you need to enter new data you simply open the template, enter your data and save.

The catch is that when you go to save you'll save it as a workbook (not a template) so there's no more accidentally overwriting data.

Every time you open the template it will be fresh and new.

Sound like an answer to your problems?

Yes?

Good, then read on to get to the "how to" of template creation and shake of the "oops I saved over my data" blues.

Office Tip of the Day

Excel Workbook Templates

The first step for creating a template is to set up the workbook exactly as you need it. (In essence an electronic form of sorts—a file that's all set up and just anxiously awaiting the arrival of the data.)

Once the workbook is done—without the ever-changing data - then you're ready to save your template.

Go to the File menu, Save As choice. (Alt, F then A)

In the Save As window that opens you need to change the Save as type field to Template.

Once this is done the program should move you directly to the Template folder.

(If it didn't, then you need to find it. You'll need to find the Microsoft Office folder—typically located in the Program Files folder on your computer.)

In the File name field you'll need to name your template.

Now click Save.

Template done.

I bet some of you are wondering where to find the template now that it's been created.

Not a problem—it's as easy as 1, 2, 3.

1. Select the File menu, New choice. (Alt, F then N -or- Ctrl + N works too.)
2. When the New window opens select your template from the General template tab.
3. Click OK.

Presto, Instant Change-o!

You're returned to Excel with your template open and just awaiting your new data.

When you finish, save the file as usual (as an Excel workbook).

Never fear—the template is safe and data-free—after all you opened a template file and saved a workbook file—no damage done.

~ April