backup of …xlk

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Just would like to understand better when Excel is creating these backup files. I have read that this happens automatically with the xlk file being saved in the same location and always being one version behind.

I am in the habit of clicking the save button regularly when working on my spreadsheets and have other means of backups, so I am tempted to turn this off.  Before doing so I would like to fully understand for which files and under what circumstances Excel decides to create another xlk backup file. To me it almost appears random.

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Sorry, tried to post without logging on.

beethoven wrote:

Before doing so I would like to fully understand for which files and under what circumstances Excel decides to create another xlk backup file. To me it almost appears random.

There 2 different Auto backup functions in Excel.  The one you refer to is based upon a Save option in the Excel document.  The backup is created when you close the document that has this option set to create a backup.  Excel documents created with this option previously set in the template will perform this auto backup.  Older Excel documents created with a template that this option turned off with not make the backup copy.  To determine if a document has auto backup turned on:

Go to File > Save
In the Save window that opens, select Tools dropdown list and select General Options.
If the box next to Always create backup is checked, it will make a backup upon closing the document.

HTH, Dana:))

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Hi Dana,

thank you – based on your explanation I think my mid-work clicking the save button on longer work tasks will be sufficient for me. I still don’t understand why MS creates a backup at the time I close a file when I would say yes to save at that time anyway. If I have a good saved file at the end of my work, why would I need a backup file with the same time stamp in the same folder?  My “regular” backups are on different drives.

Also, when opening the General Options/Settings window, my options are a bit different from your description above.  I am ok with excel saving every 10 minutes but assume that is to the existing xlsx file. This auto-recover pointing to a different folder seems to be a different issue.  Under the general tab I don’t see any option to save or not to save.  File Save seems to do the same as clicking the save icon on the ribbon, so I am still a bit baffled.

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beethoven wrote:

Also, when opening the General Options/Settings window, my options are a bit different from your description above.  I am ok with excel saving every 10 minutes but assume that is to the existing xlsx file. This auto-recover pointing to a different folder seems to be a different issue.  Under the general tab I don’t see any option to save or not to save.  File Save seems to do the same as clicking the save icon on the ribbon, so I am still a bit baffled.

There 2 different auto backup functions:
The one that is in the Options setting that you posted is Auto recovery. This makes a backup copy at the frequency you select in the setting. That recovery copy is stored at the location listed in that setting. This backup is to be used in a situation where the document you are using crashes (like power going out) and does not close and save properly. When you close the document all changes made in that document since the last auto-recovery backup was made (a few minutes ago) will not be in that auto-recovery backup.

The one I posted about is Auto Backup and the setting for it is in the Save or Save as window that opens (not in the Options setting that you posted an image of). The attached PDF shows this setting. This makes a copy of the file when you open the file and saves that copy in the xlk format to distinguish it from the routine worksheet xlsx format. This auto backup copy preserves a copy (prior version) of the document before any changes you made during this session. When you save the file with all your changes this saves a copy of the file before you made the changes.

One backup in case you crash before you can save your changes. Auto Recovery
One backup of the file in case you don’t like the changes you made and then saved to the file. Auto Backup.

Excel-Auto-Backup

HTH, Dana:))

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beethoven

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Dana,  thank you – I have now found the spot – got to say it’s well hidden. I don’t think I ever ticked or unticked any of these choices until just now.  So I wonder why some of my spreadsheets had this tick whereas the majority was unticked. Is this always file specific or is there an overall or default setting somewhere too?

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beethoven wrote:

So I wonder why some of my spreadsheets had this tick whereas the majority was unticked. Is this always file specific or is there an overall or default setting somewhere too?

You can use this setting on a per file basis or you can modify the Excel template so every time you start a new file in Excel this setting will already be set. If you inherited the Excel file from somewhere else where that Excel template was modified to include auto backups it will stay with the file. You can uncheck that setting and save the file and the .xlk backup copies will no longer be saved.

If you decide to use one of these .xlk backup copies it will be opened by Excel but it will be limited in use (you can’t save an .xlk file). To fully use an .xlk file which is named “Backup copy of filename”: with the file closed and File Explorer showing file extensions, Rename the file by changing the extension from .xlk to .xlsx (OK the warning for changing file extensions). You can then use the backup copy the same as any other Excel workbook.

If you like this backup copy before you make changes you can modify the Excel template to have this option selected for each new Excel workbook you make. Modifying the default template in Excel is tricky as the default Excel template is embedded in Excel. The attached PDF is the instructions on how to modify the Excel templates- the workbook and any added worksheet. You can modify any aspect of the Excel template such a font , size, color, width of columns, width of rows, number of worksheets, and auto backups. Follow the instruction carefully, especially upon where to save the modified template. Hint: When you select the file format as an Excel template File Explorer will automatically select your Documents Library for Custom Templates. This MUST be changed to Excels XLSTART folder for the modified template to be used when Excel opens.

Modify-the-Default-Templates-for-Excel

BTW: This “How to” is in my Windows 10 Home Users Companion book at the following link
Windows 10 Home Users Companion

HTH, Dana:))

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beethoven

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