The Most Effective Ways Of Saving Your Data
As I pointed out in my last article here, you can greatly reduce the chances of losing your data if you have additional hard drives (such as an external one) on your computer, rather than saving everything in one place.
Here are also 3 more very effective ways of securing your data, which you should also consider, in addition to having more than one hard drive:
Be Careful Of Email Attachments
Even if you are sure that they don’t have viruses in them, email attachments can actually cause you to lose data. How so? Well, if you think about it, if you receive a document by email with the same name as a document on your drive, and your email software is set so that it will save attachments in the same location, you could well risk overwriting a file that is already there. That quite often happens when you collaborate on a document with someone and send it by email. So make sure that your email program is set to save attachments in a unique location, or failing that at least think twice and consider changing the name before saving an email attachment on your hard drive.
Watch Out For User Error
It is not something anyone likes to admit, but we often create our own problems. Do take advantage of the safeguards included in your word processor, like tracked changes and versioning features. A common way in which users lose data is in editing a document and accidentally deleting portions at the same time (this is a frequent mistake I make!). Once the document is saved, the portions that are deleted or changed will be lost unless you have enabled the features which will store the changes for you.
If you don’t want to use the advanced features, before you start work use the F12 key to save the file under a different name. It is not as organised as some other methods, but still a useful trick to use.
Keep Hardcopies Of All Your Documents
Unfortunately this back up method will not avoid your having to type out and format the document all over again, but a hard copy will at least ensure that you have all the contents of a file, which is better than having nothing at all!