When MUST you CHANGE this Office Setting

12 minute read

Have you ever found yourself in the frustrating situation where you are working remotely and need to access files on your computer, only to discover that the changes you made the previous day have somehow been lost? Or perhaps you have experienced the confusion and clutter that arises when you email files to team members, resulting in multiple versions of the same document with similar names floating around. These issues are common in remote work scenarios and can significantly hamper productivity. Fortunately, with Microsoft Office 365, these problems can be a thing of the past. One of the most valuable features introduced in recent years is AutoSave, a tool that can change the way you collaborate and work on your files.

The Evolution of Microsoft Office: Productivity in Focus
Microsoft Office has long been a staple in offices and workplaces worldwide. From its early days, it has constantly evolved to meet the needs of users, bringing new features and tools every year that aim to enhance productivity and streamline workflows. In 2018, one of the significant additions to the Office suite was AutoSave, a feature designed to address some of the most common problems faced by teams and individuals working with documents, spreadsheets, and presentations.

AutoSave is not entirely new to Microsoft Office. Many users may recall the early iterations of this feature in older versions of Word and Excel. Back then, AutoSave would automatically save your files every five or ten minutes, depending on your settings. While this was a handy tool, it was far from perfect. The saved files were stored locally on your device, which meant that if you were working across multiple devices or collaborating with others, you could easily run into issues with version control. Changes could be lost, and you might find yourself having to merge different versions of a document manually, which is time consuming and prone to errors.



Seamless Collaboration Across Teams
One of the standout features of Office 365's AutoSave is its ability to allow multiple team members to update files simultaneously. Gone are the days of receiving a 'read-only' message because another team member is currently working on the document. With AutoSave, all changes are saved in real-time, ensuring that everyone is always working on the latest version of the file.

This is particularly beneficial for teams spread across different locations. Whether you are working in separate offices, different towns, or even different countries, AutoSave ensures that geographical boundaries do not hinder collaboration. You can work on the same document with your colleagues, confident that your changes are being saved instantly and that everyone is on the same page.

Consider a scenario where your marketing team is preparing a crucial presentation for an upcoming pitch. The marketing lead, graphic designer, and content writer all need to make their contributions to the PowerPoint deck. In the past, this might have involved endless email exchanges with updated files attached, leading to confusion and version control issues. With AutoSave, all team members can work on the presentation simultaneously, making edits and updates in real time. This not only saves time but also reduces the risk of errors and miscommunication.



How AutoSave Works Across Different Office 365 Applications
AutoSave is available across several key applications within the Office 365 suite, including Microsoft Word, Excel, and PowerPoint. This makes it an incredibly versatile tool that can benefit various teams within an organisation, from administrative staff to sales and marketing departments.

1. Microsoft Word: For teams that work with documents, such as reports, proposals, and content creation, AutoSave ensures that all text changes are instantly saved. This is especially useful for writers and editors who need to ensure that their revisions are preserved as they collaborate on a single document.
2. Microsoft Excel: Excel users can also benefit from AutoSave, particularly when working on complex spreadsheets that require input from multiple people. Whether it is financial data, project tracking, or analysis, AutoSave ensures that all updates are captured, reducing the risk of data loss and ensuring that everyone is working with the latest figures.
3. Microsoft PowerPoint: In PowerPoint, AutoSave is a great tool for teams creating presentations together. Whether you are crafting a sales pitch, a marketing presentation, or an internal training deck, AutoSave ensures that all changes, from text to images and formatting, are saved as you work. This makes it easier for teams to collaborate on a cohesive final product without worrying about losing any changes along the way.



The Benefits of AutoSave for Different Teams
AutoSave offers numerous benefits for different teams within an organisation, helping to streamline workflows and improve overall efficiency.

1. Administrative Teams: For administrative teams who often manage a large volume of documents, AutoSave reduces the risk of losing important updates. Whether it is keeping track of meeting minutes, organising company policies, or managing schedules, AutoSave ensures that all changes are captured in real time.
2. Sales Teams: Sales teams often work on the go and need to access and update documents remotely. AutoSave allows them to make changes to proposals, contracts, and presentations from anywhere, knowing that their work is instantly saved and accessible to their colleagues. This can be particularly useful during client meetings, where last-minute adjustments need to be made on the spot.
3. Marketing Teams: Marketing teams frequently collaborate on creative projects that involve multiple iterations. AutoSave ensures that all changes to campaigns, content, and promotional materials are saved in real time, making it easier to track revisions and maintain a consistent brand message across all platforms.
4. Remote Teams: One of the most significant advantages of AutoSave is its ability to support remote work. With more teams working remotely, either part-time or full-time, having a tool that allows for seamless collaboration is essential. AutoSave ensures that remote teams can work together as efficiently as if they were in the same office, regardless of their physical location.



Maximising AutoSave: Tips and Best Practices
While AutoSave is a powerful tool, there are a few tips and best practices that can help you make the most of this feature:
1. Always Save to the Cloud: To enable AutoSave, you must save your document to OneDrive or SharePoint. Make it a habit to save your files to the cloud rather than locally, especially if you are working on a project that requires collaboration.
2. Check Version History: If you need to review or restore a previous version of your document, you can easily do so using the Version History feature in Office 365. This is particularly useful if you need to revert to an earlier version or track changes over time.
3. Communicate with Your Team: While AutoSave makes collaboration easier, it is still important to communicate with your team. Let your colleagues know when you are making significant changes to a document, and be mindful of their contributions as well.
4. Use Comments and Track Changes: In collaborative documents, consider using the Comments and Track Changes features to provide feedback and suggestions. This ensures that everyone’s input is visible and can be addressed accordingly.
5. Stay Organised: Keep your OneDrive and SharePoint folders organised. Create clear naming conventions for your files and folders, so that everyone knows where to find the documents they need.

Conclusion: Embrace the Future of Work with AutoSave
AutoSave in Office 365 is a powerful feature that can transform the way you and your team work. By eliminating the need for manual saves, reducing the risk of data loss, and enabling real-time collaboration, AutoSave helps to streamline workflows and improve productivity. Whether you are working in the same office or across different time zones, AutoSave ensures that everyone has access to the latest version of a document, making it easier to collaborate and achieve your goals.

If you are not yet taking advantage of AutoSave, now is the time to start. Explore how this feature can benefit your team and integrate it into your daily work processes. With AutoSave, you can focus on what matters most creating great work without worrying about the technicalities of file management.

For more insights and a step-by-step guide on how to make the best use of AutoSave, be sure to watch our video tutorial. It will walk you through everything you need to know to harness the full potential of this game changing feature.

This post was brought to you by Baldeep on 16 Jan 2019.

Small businesses are often left behind by IT companies as the aim is to work with the larger businesses. Baldeep started the company knowing that IT doesn't have to be your frustration. Provide great solutions at small business budgets is helping companies in Hampshire to focus on their goals without the burden of IT overheads or downtime.

Baldeep continued developing his skillset and has multiple accreditations to his name including his degree, Microsoft Certifications, ITIL and VMware Data Center Virtualization Certification. He is always learning to move IT forward for your business.

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