1 Habit & 2 Settings To Never lose changes you made in Word files

Keep your valuable work safe
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When a word file crashes or you just close the lid of your laptop without hitting the Save button, you risk losing some of the last changes (editing, adjustments to fonts, deletions, insertions, writing several lines etc.). It's so frustrating. isn't it?

However, there is a solution to minimise this risk just by developing one simple habit and adjusting 2 settings once and for all.

Here is how it works:

1 Habit to protect you from losing the changes you made in Word

the Ctrl + S Habit

Make it a habit, or even a second nature to always press Ctrl + S every few minutes or even seconds. This is the shortcut for saving your word file or any file in Office for that matter. It is the same as choosing File--> Save. One way to develop this habit quickly is to always press Ctrl + S each time you finish writing a sentence, after the full-stop press Ctrl + S. Also after making any edits, whether is it deleting a word or inserting one, or changing the font etc. After each change press Ctrl + S


This ensures your latest edits are always saved.

However, hazards happen. Word may crash or you froget to save before closing windows. Here comes the role of these to very important settings:

2 Settings to keep your changes and last edits saved

1. Activate the automatic backup

Check 'Always create backup copy' to keep your before-last version
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As shown in the above illustration, go to: File-->Options-->Advanced. You'll see this screen. Check "Always create backup copy" as shown here. When this option is checked, each time you save your file (using Ctrl + S or File-->Save) Word does two things: a) saves the current version of the file b) saves the before-current version in a backup file in the same folder of the original one. The backup file will have the extension .wbk, and the file name is prefixed with "Backup of".

For example: if the original file name is "my cv.docx", its backup file is "Backup of my cv.wbk", in the same folder. In case of damage of the original file for any reason, you can open the .wbk file make the changes you want and save it as a .docx file.

The before-current version means: if, for example, you create a new file and write 'this is my cv', then save your file, then add a new line 'name: ', then save your file. the .wbk file will have the 'this is my cv' but not the 'name:', If you add a third line then save your file, the .wbk will have 'this is my cv', and 'name:' but not the third line. and so on. 

2. Set the AutoRecovery time interval

The AautoRecovery feature is very valuable when Word crashes or you close your computer without saving your file. In either case, When this feature is activated, Word keeps an autorecovery version of your file. It does so  by autosaving your file at a time interval that you set. It also saves it in a default directory, as shown in the following illustration, and not in the directory where you saved your original file.

To activate the autorecovery feature and set its time interval, follow these steps:

Steps to activate autorecovery and set its time interval
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1. Make sure the checkbox of the option 'Save AutoRecover information every' is checked

2. Set the number of minutes to 1 to be on the safe side so Word Saves your file automatically every 1 minute. You'll notice in the picture I've set it to 2 minutes, but this is for a personal reason. You can follow my pattern if you are facing my same problem, which is my typing speed. I type 80 words/minute, which causes the autosave to interrupt my typing every minute for a second or two and it annoys me. So setting it to 2 minutes instead, gives me more typing flow.

3. Make sure the checkbox of the option 'Keep the last autosaved version if I close without saving' is checked. This will make sure the last autosaved version is kept if you forget to save before closing Word.
the AutoRecover file location is the folder where the autorecovery files will be kept. You can change it if you prefer.

Now if Word crashes or you close without saving, when you re-open word again, you'll see your last open files on the left pane, with a suffix to the file name, this suffix could be 'autorecovery', 'autosaved', 'last saved by user'. The names are self-explanatory, all you have to do is open each of those, then save the one having your last edits, giving it a new file name. (just add a number or explanatory word like, last-working, 2). If it annoys you to work with that new file name, close all files, re-open the one you just renamed, click File-->Save as and give it the name of your original file. Word will prompt you with a message that this file name already exists, and a choice to overrite it or not. chose overrite. and voila.. you have your original file again.

Hope this was helpful

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Never Re-Type Long Phrases or Expressions again. Let Word Do It for You

Don't re-type repetitive long phrases. Shortcut them
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Writers, secretaries, translators, journalists or anyone using the keyboard heavily knows how annoying and frustrating is it to have to re-type a long expression or institution name may be 10 times or more in a couple of pages. Even fast typists find it annoying sometimes and wish the technology could offer something like the 'shorthand'  to make their life easier. Your mind must've jumped here to another expression: "shortcut". You are quite right, In a way, it is the technology era name for 'shorthand'. The good news is: it exists, and I've been using it for almost 10 years now, and it saved me lots of time.

It is a feature in MS Word called 'Quick Parts'. It had other names in earlier versions of Windows, before Office 2010, but frankly, I don't remember it, but it did the same job.

The idea is simple: Assigning one or two letters (or more if you prefer) to that long expression/phrase/institution name, as a shortcut, then use that shortcut later to let word retype the whole expression or phrase for you. And don't worry, this shortcut can never conflict with the default shortcuts of Windows or Office.

Here is how it works:

4 Steps to Make a Shortcut for Long Phrases or Expressions

1.Highlight the phrase or expression you want Word to re-type it for you.

2. From the Main Menu go to Insert-->Quick Parts (on the very right) 

3. in the Quick Parts menu choose the very last option: Save Selection to Quick Parts Gallery 

4. A Dialogue Box will open, Its first field is "Name:" and you'll see the first words of highlighted phrase there.. delete them and type one or two letters to use as a shortcut for that phrase.

Now, whenever you want to re-type that phrase or word just follow these 2 simple steps:

2 Steps to Use the Shortcut for Long Phrases or Expressions

1. type the shortcut letters you assigned to that phrase.
2. press F3

and voila... Word has typed it for you.

Important note: You should save the "BuildingBlocks.dotx" to be able to use this shortcut in the future. The easiest way to do so is: Save any work you've done in Word, then close all word files. Before Word closes completely you'll see the following message:

Click Save

That´s it.

Now you can use the shortcut and let Word type it all for you.

Hope this was helpful.

4 Reasons for NOT Using the Default Folders in Windows

Each of these may contain, documents, pictures, spreadsheets
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When you installed Windows 7,8,10 or any previous version, you had default folders on your C:/ drive. Windows call them the libraries folders: Documents, Pictures, Music, Downloads etc. (or My Documents, My Pictures...etc. in some versions of Windows). 

These are the default locations where Windows saves new files in, according to the type of each folder.

Using these default folders have several drawbacks, and the alternatives are way more safe and easier to use (at least based on my 25+ years of experience as a user, few of which as a programmer too).

I'll first discuss here the drawbacks, then I'll tell you in brief what the alternatives are. (For more detailed explanation of the alternatives please refer to my article (Folders and Files Organization ... Best Practices)

 4 Reasons for NOT Using the Default Folders in Windows:

1. Files will be lost if you have to reinstall Windows.
2. The folders will become so congested in a few weeks.
3. It contradicts the natural way our minds classify information.
4. Creating folders for projects/work/study will be a nightmare.

1.  Files will be lost if you have to reinstall Windows.

Since all these default folders are on your C:/ drive, which contains the operating system too, reinstalling windows (because of a crash or a virus) means, in most cases, reformatting drive C:/, hence all your files will be lost.
Some might suggest to always backup your files on the cloud to be safe. But practically, frequent clouding means big cost for single users (cost of internet traffic + cost of extra storage space).

   2. The folders will become so congested in a few weeks.

If you were already used to save all your files in those folders, you sure know what I mean. Lots of subdirectories inside each of those default folders to keep things as organised as possible. And yet, they'll remain too cumbersome to be used easily.

3. It contradicts the natural way our minds classify information.

We don't view information as file types, but rather as content's subjects. You would be interested in History, Cinema, Commerce, Politics and so on, and it's natural that you'd want to save everything related to this or that area of interest in one place (i.e. one folder). You don't care if it is a Word document, PDF, MP3 file, JPG picture or any other type of files, you want all the information and data about this subject or topic in one place. Right?

4. Creating folders for projects/work/study will be a nightmare.

People who use Windows default folders, usually do one of two things, Either create subfolders inside

each default folder (ex. C:/Documents/Math; C:/Downloads/Math; C:/Pictures/Math) or creating folders

for each topic, and use shortcuts to the files saved in the default folders.

The first solution will keep you jumping from folder to folder while working on a serious project.

The second might be practical, but still, you have the three previous drawbacks (especially number 1 and 2), Besides it is not really neat.

This leads us to..

The Alternatives for Using Windows Default Folders:

I've dealt with these alternatives in details in my previous article (Folders and Files Organization ... Best Practices). But if you are in a hurry here are the main points:
1. Create a main folder for each topic
2. Always save your files in these folders, not in the default Windows folders.
3. It is preferable to have two partitions on your hard drive (C:/ for Windows and all other programs & D:/ for all your project/work/study files).

Folders and Files Organization ... Best Practices

Where is that file??? Damn! 
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We've all been in that situation before. When you need a certain file badly, and you can't remember where you saved it. You start opening several folders with no avail. Try searching the file name.. Opps... You even forgot the exact name of that file. Damn! 

Why did that problem occur?

The root of the problem

It occurred simply because you didn't put the file in its proper folder. And in most cases, you didn't have that proper folder.

The solution is easy then:  create the proper folder for that file.

Easy, huh... But in real life, you sometimes can't decide which folder or subfolder should be the suitable one.

You need to have a good, solid folders structure then.

How to Design the Best Folders Structure

"The best folders structure is the one that helps you find what you are looking for in a few clicks, and never fails you."

And the best way to create such a structure is to follow your personal line of classification. That is the way your mind is used to classify things.  

We all differ in the way we classify everything in our lives, from the persons we deal with, to the books we read or even the food each of us prefers.This difference is a natural human phenomenon. It reflects the variety of our personalities.

So when deciding on your folders structure, just follow your own line of classification and your own needs.

You'll find lots of ideas out there about the best way to design your folders structure. Each of them might be great for the approach it took. But there is no universal "one fit all" folders structure.

Let me clarify this point with an example:

Examples of Best Folders Structure

Let's say you want to save a novel of Tolstoy, Anna Karenina for example, the following structures are all "Best Structure", but each is Best for a specific kind of person:

D:/Ebooks/Literature/Tolstoy/Anna Karenina.epub (General reader of literature)
D:/Ebooks/Literature/Russian/Tolstoy/Anna Karenina.epub (Advanced reader of literature)
D:/Ebooks/Literature/ Literary works/Russian/19th Century/Tolstoy/Anna Karenina.epub (Student of literature)

Got the idea? the first one, the general reader would look for the works by author only, and that's it.
A more sophisticated one, might prefer to have a higher level of classification, according to language or culture; while a student of literature would need more detailed classification because that's how he treats his subjects and studies.

Tips for folder structuring and naming

1. Main classification = Parent folder

Main classification is something at the level of "Movies", "Ebooks", "Work" etc. These must come at the parent level. ex. D:/Movies, D:/Ebooks, D:/Work etc.

2. Folder naming: Short and Expressive

Folder names must be expressive of their content, but without being too long or too short. Fo example:  D:/Movies/Comedy  

But NOT D:/Movies/com (too short. Might confuse you with, for instance, commercials if u like to save funny ones in that category).

And NOT D:/Movies/Comedy movies (why add an extra word? If the subfolder Comedy is under the parent folder Movies, it sure means comedy movies).

3. Using dates in folders/subfolders/files names

Sometimes you'ld want to include a date in a file or subfolder name, to make it easier for you to find. Like for example your assignment files at school or college, or small tasks you receive from your boss or client if you are a freelancer. If you want the files to be automatically sorted by date, start the name with the date. Ex. 2017-05-12 Math assignment.docx. 

And always use this formula for the date: YYYY-MM-DD 

Why this formula specifically? Because the computer treats the file or folder name as letters and digits, never as dates. So to preserve the correct chronology go from the general to the more specific, Year, then Month, then Day, always respecting the leading zeros (September is month 09 not 9).

4. Using Capital and Small letters in folders/subfolders/files names

It's always a good practice (the best in my opinion) to Capitalize the first letter of every word in file and folders names, with spaces between the words. It's also faster to read and catch the meaning of words (most books titles use this standard). Using all capital letters makes it harder to read, the same goes for all small letters too.

Final word about using or not using the default folders (Documents, Downloads, Pictures etc.)

Personally, I prefer saving all your data files in D:/  with appropriate folders and subfolders, and never in the default Documents, Downloads, Pictures libraries on the C:/ drive. I'll discuss the reason behind this choice in a coming article.

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