How to create/make backup files/copies of workbooks in Excel?
If you make multiple errors in a large Excel workbook, repeatedly pressing the Undo button is not the most efficient correction method. Instead, creating backup versions of your workbook can be a more effective strategy. This article will guide you through several techniques to generate backup copies of your active workbook, allowing for quick and convenient restoration whenever necessary.
- Make a backup file of the active workbook with Excel's AutoRecover command
- Make a backup file of the active workbook by Kutools for Excel
- Which Method Should You Use?
- Conclusion
Make a backup for the active workbook with Excel's AutoRecover command
By default, Microsoft Excel will automatically back up an active workbook, so you can restore the active workbook with AutoRecover files.
- Step 1: Click "File".
- Step 2: In the "Excel Options" dialog box, scroll down to the "Save workbooks" section in the "Save" category.
- Step 3: Modify the AutoRecover settings according to your needs.
You can find AutoRecover versions of the active workbook in the designated location folder and restore the workbook using these versions.
- It will back up the active workbook every N minutes according to your settings.
- You can only restore to the last backup version because all former versions are replaced with the latest version.
Make backup files of the active workbook with Kutools for Excel
Kutools for Excel's "Track snap" tool can help you make backup versions of active workbooks as snapshots with a single click.
Just click the "Kutools" > "View" > "Snap", and it will back up a version of the active workbook immediately. See screenshot:
Click one of the backup versions, and the active workbook will restore to the status when you make this backup version.
- Users could not use this utility if they had never saved the current workbook.
- You can make backup versions at any time, and make multiple backup versions.
- All backup versions of the active workbook will be clear if you close the active workbook.
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Which Method Should You Use?
| Feature | Excel AutoRecover | Kutools Track Snap |
|---|---|---|
| Best for | Automatically protecting a workbook against unexpected closure or data loss | Creating restore points before making major changes to a workbook |
| How backups are created | Excel automatically creates a recovery version at the specified time interval | The user manually creates a snapshot whenever needed |
| Backup frequency | Created every specified number of minutes | Created at any time with one click |
| How to restore | Open the AutoRecover file from the designated recovery folder | Select a saved snapshot to return the workbook to that earlier state |
| Backup availability | Recovery files remain in the configured AutoRecover location, subject to Excel’s recovery settings | Snapshots are temporary and are deleted when the active workbook is closed |
| Main advantage | Automatically protects your work without requiring repeated manual action | Allows multiple backup points and provides greater control over when backups are created |
| Recommended use | Best for general protection against crashes, power failures, or accidental closing | Best for testing formulas, restructuring data, or making complex changes that may need to be reversed |
Conclusion
Creating backup versions of an Excel workbook can help you recover quickly from accidental edits, formula errors, or unexpected data loss.
Use Excel’s built-in AutoRecover feature when you need automatic protection at regular time intervals. It works without repeated manual action, but only the latest recovery version is retained because earlier versions are replaced.
For greater control, Kutools for Excel’s Track Snap allows you to create multiple workbook snapshots whenever needed and restore any saved snapshot with one click. This makes it especially useful before changing formulas, reorganizing data, or performing other complex operations.
Choose AutoRecover for continuous automatic protection, or use Track Snap when you need several manually controlled restore points during the current editing session.
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