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2.3 Saving your work


2.3.1 Storing data

It is important to save your work at regular intervals; this prevents you from having to start over again in case of problems. To make backups easier, you can quickly save your work by clicking the floppy disk icon (if it is the first time you save of the file, Excel will open the Save as window to determine where the file should be stored).

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2.3.2 Automatically recovering files

Excel can be configured to automatically perform backups on a regular basis, for example every 10 minutes, into a specific location that can be accessed when needed.

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2.3.3 Naming files

Make sure to save your files under succinct and accurate names. For example, you can name your files thematically:

Subject-based classification (subject_date_version.extension)KAPsurvey_20210614_V01.xls

Save your files under different names (for example, KapSurvey_2021.06.14_v01, KapSurvey_2021.06.14_V02, etc.). This way, if, for any reason, you need to revert to an earlier version, it will be much easier to do so.

Element Rule Example
Description of the document Brief description of the document (in a few words) KapSurvey_2021.06.14_v01
Delimiter Use delimiters for easy reading. Space or _ or .
Date The date the document was created, the date of the event Various formats such as:
Version of the document Distinguishes the different versions of a document, marked with a capital “V” followed by two digits; draft version (Draft) and final version (Final), validated version (VV). A new document created from a final version must be saved under a new name so that it does not overwrite the previous version. KapSurvey_2021.06.14_v01

2.3.4 Recovering unsaved files

Now suppose you are working on your database, and you accidentally close it, without saving it entirely. You can go to the File menu under Info and then Manage Workbook to select the option to recover unsaved files.

2.3.5 Using the OneDrive cloud

Excel offers a remote storage solution. The data is stored on remote servers allowing access from another workstation.

À retenir

  • Tip 1 : Keep all of your data in a single spreadsheet. In no way should you dispatch the data across several tabs, never mind in several files. It bears repeating: one and only one table for your data.
  • Tip 2 : Respect the layout. The spreadsheet should be filled cell by cell starting at the top, left, and most importantly, without skipping lines.
  • Tip 3 : : One line = one statistical individual. For example, in the context of a survey, a respondent should be represented on a single line.
  • Tip 4 : One column = one variable. A variable corresponds to a metric from the statistical individual. For example, gender or age: for these variables with disjointed modalities (that is, for which the answer can be either one modality or another, but not several), each variable must correspond to a column - it is not a question of creating a “male” column filled with “yes/no”, and a “female” column”, completed in the same way, but only one, “gender”, varying between male and female on the corresponding lines. For modalities that can intersect, use multiple columns. For example, for methods used in water treatment (filtering, chlorination, boiling water), you will need to create one column per method, filling the lines with yes and no or 1 and 0.
  • Tip 5 : Do not code variables with colours. There is nothing worse than this format to lose information when exporting this data. If you feel strongly about this, you can always use a few colours to help you find your way through the spreadsheet.