Make Win11 save all Excel data before it automatically shuts down the laptop ?!

GeneralLee01 · Apr 6, 2022

Hi All,

I work (not work work, but private) a lot with a 27 GB spready sheet in Excel. I have a up to date subscription on Microsoft 365 and use the fill off my own SSD drive.

Often I run out of power and miss that message, so Win11 goes pooooooof, and the screen is black. Also I sometimes close the laptop lid by mistake.

Now how do I make sure that in these cases Win11 properly saves all data and files automatically ?

I am kind of fed up with all these damaged Excel files I have all the time.

Thanks

glasskuter · Apr 6, 2022

AutoSave is a new feature available in Excel, Word, and PowerPoint for Microsoft 365 subscribers that saves your file automatically, every few seconds, as you work. AutoSave is enabled by default in Microsoft 365 when a file is stored on OneDrive, OneDrive for Business, or SharePoint Online.

jimbo45 · Apr 6, 2022

GeneralLee01 said:
Hi All,

I work (not work work, but private) a lot with a 27 GB spready sheet in Excel. I have a up to date subscription on Microsoft 365 and use the fill off my own SSD drive.

Often I run out of power and miss that message, so Win11 goes pooooooof, and the screen is black. Also I sometimes close the laptop lid by mistake.

Now how do I make sure that in these cases Win11 properly saves all data and files automatically ?

I am kind of fed up with all these damaged Excel files I have all the time.

Thanks

Hi there
Not the answer to the original question but it seems to me that using the "Work Smarter not Harder" type of option youi might be better to re-organise that EXCEL workbook into a load of separate linked workbooks with linked worksheets in these too.

To me a 27GB EXCEL book sounds as if it's just begging also to be converted into some sort of database with a load of tables etc.

If you use these sorts of methods you only have a single screen in focus where updates in the other workbooks would be carrieds out automatically and quickly.

Without knowing the data fields and the project required it's difficult to give examples but I just get the gut feel that the whole thing could be re-arranged. I've a big background in complex enfginnerring projects etc and make a lot of use of spreadsheets and I would certainly baulk at the idea of a 27 GB EXCEL workbook. !!!

I believe also power options in Windows can give you "Actions on closing Lid" somwhere - or equivalent -- I'm on a Linux laptop at the moment but I'm sure Windows has the identical options somewhere equivalent to these:

Setting to Sleep / Hibernate (not sure of the Windows terminology) should also work to close down gracefully and re-start at next boot OK..

Cheers
jimbo

cereberus · Apr 6, 2022

glasskuter said:
AutoSave is a new feature available in Excel, Word, and PowerPoint for Microsoft 365 subscribers that saves your file automatically, every few seconds, as you work. AutoSave is enabled by default in Microsoft 365 when a file is stored on OneDrive, OneDrive for Business, or SharePoint Online.

Autosave has been around for years but

GeneralLee01 said:
Hi All,

I work (not work work, but private) a lot with a 27 GB spready sheet in Excel. I have a up to date subscription on Microsoft 365 and use the fill off my own SSD drive.

Often I run out of power and miss that message, so Win11 goes pooooooof, and the screen is black. Also I sometimes close the laptop lid by mistake.

Now how do I make sure that in these cases Win11 properly saves all data and files automatically ?

I am kind of fed up with all these damaged Excel files I have all the time.

Thanks

Although as @glasskuter says, you should ensure autosave is on , you should change your power options.

In advanced power options (need to access via old control panel), you should change the action that closing the lid does to "hibernate".

You can also set critical alerts etc to say 10% rather than 2% (defaullt) to give you more time.

You can also set action on low power to shutdown rather than do nothing - I think this will tell you if app is stil open, as it tries to close down, and you can abandon the shutdown.

Also, by far the most important point is to remember the first two golden rules of computing.

Golden Rule 1 - Always save data regularly.

Golden Rule 2 - If any doubt, refer back to Rule 1.

Why do you not just connect to mains?

Another option is to consider a UPS which will provide a few minutes extra backup.

Berton · Apr 6, 2022

Also check Options, Save and settings therein, my Excel 15/Office 2013 allows AutoRecovery that can be adjusted as to how often.

wiganken · Apr 6, 2022

GeneralLee01 said:
Often I run out of power

GeneralLee01 said:
I am kind of fed up with all these damaged Excel files I have all the time.

Do you not have a battery power level indication icon at the bottom right hand side of your screen in the 'Notification area'? I thought all laptops show this by default. If you operate on battery power only it is essential that you glance at this regularly (every 20 - 30 minutes?) and maybe hover the mouse cursor over it to see what %ge power is left. It takes less than 5 seconds to do this and, if the power is low (20%) then recharge the battery.

If you must operate on battery only then get into the habit of checking the remaining power level regularly.

As @cereberus suggests, could you not work whilst connected to the mains?

Try3 · Apr 6, 2022

GeneralLee01 said:
Now how do I make sure that in these cases Win11 properly saves all data and files automatically ?

You can set the critical power action to hibernate so that you have the files back as soon as you power up [on AC] afterwards.
Do test your critical battery level to make sure it is useful. As batteries age you can find that you need to increase the level because the way Windows treats it is quite dumb.
You can also consider not using battery power unless it is necessary. Every time you use your battery you are using up part of its life.

GeneralLee01 said:
I sometimes close the laptop lid by mistake.

You can change that in Power options to Do nothing or to Hibernate.

GeneralLee01 said:
27 GB spready sheet in Excel

I agree with the others that this seems risky. Only you know your requirements so I can only advise considering other options:
- Convert the whole lot to MS Office Access or another database. As I think you do not have MS Office Access in your 365 subscription, you could ask the other contributors for recommendations [I only know Access].
- Restructure the spreadsheet so it is, as mentioned above, a collection of separate workbooks rather than a single mammoth one.

Best of luck,
Denis
.

Wynona · Apr 6, 2022

GeneralLee01 said:
Hi All,

I work (not work work, but private) a lot with a 27 GB spready sheet in Excel. I have a up to date subscription on Microsoft 365 and use the fill off my own SSD drive.

Often I run out of power and miss that message, so Win11 goes pooooooof, and the screen is black. Also I sometimes close the laptop lid by mistake.

Now how do I make sure that in these cases Win11 properly saves all data and files automatically ?

I am kind of fed up with all these damaged Excel files I have all the time.

Thanks

When I have something in Microsoft 365 active, and shut down the computer, it's still there when I reboot.

GeneralLee01 · Apr 7, 2022

glasskuter said:
AutoSave is a new feature available in Excel, Word, and PowerPoint for Microsoft 365 subscribers that saves your file automatically, every few seconds, as you work. AutoSave is enabled by default in Microsoft 365 when a file is stored on OneDrive, OneDrive for Business, or SharePoint Online.

Hi GK, thanks for the reply. It is a huge spreadsheet so enabling Autosave and Autorecalculate slow down the work so much that it must be disabled. Also I think that even with Autosave I will end up with a damaged file in case I run out of power.

GeneralLee01 · Apr 7, 2022

jimbo45 said:
Hi there
Not the answer to the original question but it seems to me that using the "Work Smarter not Harder" type of option youi might be better to re-organise that EXCEL workbook into a load of separate linked workbooks with linked worksheets in these too.

To me a 27GB EXCEL book sounds as if it's just begging also to be converted into some sort of database with a load of tables etc.

If you use these sorts of methods you only have a single screen in focus where updates in the other workbooks would be carrieds out automatically and quickly.

Without knowing the data fields and the project required it's difficult to give examples but I just get the gut feel that the whole thing could be re-arranged. I've a big background in complex enfginnerring projects etc and make a lot of use of spreadsheets and I would certainly baulk at the idea of a 27 GB EXCEL workbook. !!!

I believe also power options in Windows can give you "Actions on closing Lid" somwhere - or equivalent -- I'm on a Linux laptop at the moment but . . . . . . . . .

Good morning Jimbo, thanks for the suggestions. creating linked workbooks will be a lot of work. Also checking the integrety of the resulting information in the workbooks might be a nightmare. The workbook has a few dozen sheets, the main sheet about 100000 rows with about 15 columns. The other sheets have standalone information or information calculated from this main sheet. At the moment all works fine and I am happy with it. There are millions of calculations so enabling automatic calculations (as you propose) will bog down the whole thing too much.

I will look in to the power options. I think I need to improve / adjust those settings.

GeneralLee01 · Apr 7, 2022

cereberus said:
Autosave has been around for years but

Hi Cerebus. Unfortunately Autosave and Autorecalculkate bogs down the system too much.

cereberus said:
In advanced power options (need to access via old control panel), you should change the action that closing the lid does to "hibernate".

You can also set critical alerts etc to say 10% rather than 2% (defaullt) to give you more time.

Will look in to power options for the lid. How do I make Win11 save all files before shutting down when the power is getting too low ?

cereberus said:
You can also set action on low power to shutdown rather than do nothing - I think this will tell you if app is stil open, as it tries to close down, and you can abandon the shutdown.

Nope, at the moment it warns me at 20% , but when I miss, or ignore, or have to do something else (non computing) first that Win11 goes pooooooof a "while" later.

cereberus said:
Also, by far the most important point is to remember the first two golden rules of computing.

Golden Rule 1 - Always save data regularly.

Golden Rule 2 - If any doubt, refer back to Rule 1.

Not sure why you think I do not do that. Problem is that one steeds need to compare the damaged excel file to the latest saved file and determine which one still has the highest data integrity and then fix that one and include the missing data again.

cereberus said:
Why do you not just connect to mains?

That is a weird question.

Of course I do connect to the mains, how else can I recharge the battery.

cereberus said:
Another option is to consider a UPS which will provide a few minutes extra backup.

You are kidding, connecting a UPS to a laptop

GeneralLee01 · Apr 7, 2022

Berton said:
Also check Options, Save and settings therein, my Excel 15/Office 2013 allows AutoRecovery that can be adjusted as to how often.

Hi Berton. Will do, perhaps I can tweak something. Problem is that saving all (saving without calculation) takes about 1 minute. So is really intrusive and has a huge impact on my work flow. And of course with autosave my problem is not solved, I still end up with a damaged file when the system runs out of power.

GeneralLee01 · Apr 7, 2022

wiganken said:
Do you not have a battery power level indication icon at the bottom right hand side of your screen in the 'Notification area'? I thought all laptops show this by default.

Thyanks for the reminder WG. Yes I do, I have a fairly modern laptop.

wiganken said:
If you operate on battery power only it is essential that you glance at this regularly (every 20 - 30 minutes?) and maybe hover the mouse cursor over it to see what %ge power is left. It takes less than 5 seconds to do this and, if the power is low (20%) then recharge the battery.

If you must operate on battery only then get into the habit of checking the remaining power level regularly.

As @cereberus suggests, could you not work whilst connected to the mains?

Yep, am aware of that. Of course all that does not help when I need to leave my laptop and it runs out of power when I am not there.

z3r010 · Apr 7, 2022

That's far too big of a file to be using in safely excel, honestly, you should look about transferring it all into some sort of database.

GeneralLee01 · Apr 7, 2022

Try3 said:
You can set the critical power action to hibernate so that you have the files back as soon as you power up [on AC] afterwards.

Thanks Denis. That sounds perfect, I will look in to that !

Try3 said:
Do test your critical battery level to make sure it is useful. As batteries age you can find that you need to increase the level because the way Windows treats it is quite dumb.
You can also consider not using battery power unless it is necessary. Every time you use your battery you are using up part of its life.

I know it is unlikely I run out of power when connecting to the mains. I am not very smart, but also not very dumb. LOL :)
Using a laptop as a laptop is what I like most. It is used a LOT and the whole thing wears out fast. Normally need a new one every two years (keyboard / damaged screen / ssd too small) but not because of battery issues.

Try3 said:
- Convert the whole lot to MS Office Access or another database. As I think you do not have MS Office Access in your 365 subscription, you could ask the other contributors for recommendations [I only know Access].

I realize that. But to confirm data integrity in a visual way (always see everything) a spreadsheet is way more effective. Also converting testing evaluating all this information from Excel to Access would be many months of work. Thta would be a waste of time because the whiole think works prety good at the moment.

Try3 said:
- Restructure the spreadsheet so it is, as mentioned above, a collection of separate workbooks rather than a single mammoth one.

The workbooks would rely on eachother (so possibly they all need to be open). But they would be smaller. So when I run out of power I would still have the same issues, but since the file is smaller it is likely the damage is also smaller.

GeneralLee01 · Apr 7, 2022

Wynona said:
When I have something in Microsoft 365 active, and shut down the computer, it's still there when I reboot.

Hi Wyona. Remember I do not shutdown. I close the lid (probably using wrong power settings) or run out of power and Win11 goes poooooof

GeneralLee01 · Apr 7, 2022

z3r010 said:
That's far too big of a file to be using in safely excel, honestly, you should look about transferring it all into some sort of database.

Ho Z3. Visual checks of data integrety by the user is not possible in a database. That is why I prefer it this way. IThe main excel sheet show all data all the time.

Data integrety seems well under control this way. Also implementing all this in to a database will be many months of work and after that a less effective UI will be the result.

Also excel make it much easier for me to include new stuff, checks, balances, calculations, lookups, etcetera. Going for a database would make the whole thing less effective for me, less fun to use, and more difficult to add additional features.

Only real big problem caused by being so huge is that recalculating and saving takes a lot of time. I guestimate each takes about one minute.

jimbo45 · Apr 7, 2022

GeneralLee01 said:
Ho Z3. Visual checks of data integrety by the user is not possible in a database. That is why I prefer it this way. IThe main excel sheet show all data all the time.

Data integrety seems well under control this way. Also implementing all this in to a database will be many months of work and after that a less effective UI will be the result.

Also excel make it much easier for me to include new stuff, checks, balances, calculations, lookups, etcetera. Going for a database would make the whole thing less effective for me, less fun to use, and more difficult to add additional features.

Only real big problem caused by being so huge is that recalculating and saving takes a lot of time. I guestimate each takes about one minute.

Hi folks

Databases have far better data integrity and security these days -- also easy to limit access of parts of data to specific users etc etc. Using a GUI makes data browsing and editing in a DB easy as well -- Myphpadmin displays in any sensible browser -- just http://localhost/phpmyadmin and login - install WAMP on windows --easy enough !!

then login :

select database

and you "are in business".

I've been messing around with MariaDB (Thanks @z3r010) and it's brilliant - create your data into this type of DB - and then you can selectively edit tables etc with EXCEL if you want

How to export/import MySQL data to Excel

In this article, the different ways of exporting/importing MySQL data to an Excel file will be shown.

solutioncenter.apexsql.com

For practice you can download a test sql database at : (All references to mysql are identical for mariadb - syntax / query language etc identical)

MySQL Sample Database

This page provides you with a MySQL sample database that helps you to practice with MySQL effectively and quickly.

www.mysqltutorial.org

been playing around with this myself -- quite addictive -- all working on Windows as well as a test NAS server

cheers
jimbo

Try3 · Apr 7, 2022

Is this a financial 'database' in Excel? I do the same - 44 cols x 3000 rows.

But I arranged mine so that I could chop off [archive] records more than a year old and the in-use file therefore never gets above a few MB.

You might be able to instigate similar cleaning up.

But the main topic remains setting up your Critical battery level to Hibernate at a battery level that gives you the emergency one minute that you need for the file to be fully saved.

Denis

GeneralLee01 · Apr 7, 2022

jimbo45 said:
Hi folks

Databases have far better data integrity and security these days -- . . . . . . <snip> . . . . . . Myphpadmin displays in any sensible browser . . . . . <snip>

Hi Jimbo. Thanks for all the info and pointing me in that direction. I all well aware of php and myphpadmin. But this is completely not suitable for my spreadsheet. Would be very inefficient and besides that it will be months work invested to convert. Also data integrety will be lower because of more problematic visual control when I actually perform an action I should not have done..

Make Win11 save all Excel data before it automatically shuts down the laptop ?!

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