[vip_students] Word Tutorial: Lesson 22, protecting documents from loss!
- From: "Paul Traynor" <paul.traynor@xxxxxxx>
- To: <vip_students@xxxxxxxxxxxxx>
- Date: Sat, 9 Jun 2007 08:57:45 +0100
Introduction:
For Both Screen Readers and Magnification Users:
It is always something that is going to happen to you. One day you are
working on an important document and suddenly zap, the power goes out, the
computer for whatever reason fails and you have lost all your data you were
working on within the word document. Here are a couple of steps you can take
to ensure that this doesn't happen.
First we are going to set up word so that it will automatically in the
background ensure that we have a current backup of our document available
to us should the worst happen. Follow these steps;
1. While in the word program, press keys "alt + T" then down arrow to
"options" and hit enter.
2. Press the "shift + tab" keys once to land on the tab labels as this will
help you in knowing which tab sheet you want to go to. In this case we are
looking for the "save tab".
Step 3. Press keys "control + tab" to jump to the "save tab".
Step 4. Press the "tab key" once to jump to the checkbox that says, "Always
create backup copy" and then press the spacebar on it.
Step 5. Use your tab key to jump over to the "ok button" and hit the
spacebar on it again and you're done.
Now you have taken a great step in helping protect your documents from
serious loss.
You can further protect your work by using the Auto Recover feature to
periodically save a temporary copy of the document you're working on. To
recover work after a power failure or similar problem, you must have turned
on the Auto Recover feature before the problem occurred. You can set the
Auto Recover save interval to occur more frequently than every 10 minutes
(its default setting). For example, if you set it to save every 5 minutes,
you'll recover more information than if you set it to save every 10 minutes.
Here's how to change the Auto Recover save interval...
Step 1. Select Tools (Alt and T). →
Step 2. Down arrow to Options from the menu and press the enter key.
Step 3. Use keys "control + tab" to go to the "Save tab".
* The Save tab of the Options dialog box appears.
Step 4. "Tab over" to the "Save Auto Recovery info every box" and ensure
that you check it using the spacebar if it isn't, and specify the desired
interval, in minutes, in the minutes box.
* You can put into this box anything you like such as "5" for five minutes.
Step 5. Click or tab to OK and press the "spacebar" or use the mouse when
you're finished .
Note: Even with Word's document recovery features, the best way to ensure
that you don't lose much information if your computer freezes up is to save
your work regularly.
I now find that I am always recommending to users that they invest in a
device of some sort which they can back up their important work and this
could also include the address book as so many people lose this information.
So think about getting for yourself something such as a good pen drive. You
should ideally get something that will hold a good amount of information so
when asked what size of pen drive or memory stick as they are called from
time to time then you should get nothing less than "2 gigabytes" capacity.
If you are someone who has a lot of other materials such as "music files,
pod casts" and other types of large files then you are really looking at
getting an external hard drive. Ideally something around "100 gigabytes" or
more if you feel you will need it. Don't wait till something goes wrong with
your PC and suddenly you are faced with this loss, think about it now.
QUICK REFERENCE
TO RECOVER A DOCUMENT:
RESTART MICROSOFT WORD (IF IT DOESN'T RESTART BY ITSELF).
For Magnification Users:
FIND AND THEN CLICK THE BEST RECOVERED DOCUMENT IN THE DOCUMENT RECOVERY
TASK PANE.
SAVE THE DOCUMENT BY SELECTING FILE → SAVE AS FROM THE MENU.
TO CHANGE THE AUTO RECOVERY SETTINGS For Screen Readers and Magnification
Users :
SELECT TOOLS → OPTIONS FROM THE MENU AND CLICK THE SAVE TAB.
ENSURE THAT THE SAVE AUTO RECOVERY INFO EVERY BOX IS CHECKED AND SPECIFY THE
DESIRED INTERVAL, IN MINUTES, IN THE MINUTES BOX. CLICK OK WHEN YOU'RE
FINISHED.
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