Spreadsheet improvements 6/9: Saving Etiquette
This is the sixth deep dive of the “9 ways to improve your spreadsheets” blog series.
This post elaborates on impacts to be considered when creating a good saving etiquette.
Written By Séan Smith
Saving etiquette and version control to the rescue
Don’t lose your data and don’t leave it inaccessible. Ensuring good saving etiquette allows you to have a thorough version control of your data. Version control offers numerous benefits especially when working collaboratively. More specifically multiple team members can work on the same project or on the same spreadsheet without overwriting each other’s edits; as a result, everyone’s input is preserved and integrated smoothly. This also means that a good saving etiquette allows for comprehensive change tracking (with details about who made changes and why. This type of audit trail is invaluable for the smooth running of a project as it allows for debugging and for ensuring accountability.
This is particularly relevant in instances of errors or data loss; spreadsheets version history, for instance, minimizes the impact of errors and allows to quickly restore the project to a previous stable version.
Safeguarding your data is crucial and good saving etiquette as part of your data management is key. Here are a few strategies to consider:
1. A simple start
Save regularly, consider autosave if available. We all know the pain of finding out something hasn’t saved, and progress is lost… need we say more?…
2. Create back-ups
Use version control archiving when changing key parts of the sheet to make improvements. Make sure you keep backups when working on a big spreadsheet, especially when testing changes that will automatically add/ remove data from your sheet.
3. Remove old/ legacy sheets once they are no longer used (and will no longer be used)
Whether an obsolete version or an entire workbook is no longer in use, if you have the raw data and the same functionality elsewhere remove the surplus so that the obsolete file can’t be used as fact and save yourself a lot of drama. This helps prevent confusion and ensures that only current data is referenced.
4. Use macros wisely
If you are using macros to speed up processes, use things like ActiveWorkbook.Save at key parts to make sure you’re saving at key points of the process. This ensures your work is saved regularly, reducing the risk of data loss due to Excel crashes.
5. Centralize storage
Is the sheet sent out or can it be stored centrally? Store important spreadsheets centrally under your team’s control. This practice ensures a single source of truth and minimizes reporting errors.
6. Access and security
Ensure that all necessary stakeholders have access to the data they need while keeping it secure from unauthorized users. If the sheet is a source of information for other sheets stored for other stakeholders, maintain a consistent naming convention and use copies for modifications to avoid breaking links. Grant “Group access” make sure that the right people can see the right reports.
Would you like to talk to us about ways to ensure a good saving etiquette? We’d like to have a chat! Feel free to contact us for a free consultation.