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Change the Default Office 2007 and 2010 Save Options

 Posted: December 27, 2011

As you may or may not know, Microsoft Office has a lot of options that you can change so you can configure it to suit your needs. The options are broken down into categories making it easier to find what options you want to change.

Many people will never change any of these options and be just fine with the default settings. Then there are the Office power users and the people who just have to change the options in every possible place they can on their computers.

One set of options you may want to change in your Office installation is how you save files and how Office saves files for you automatically. Saving your documents is a very important thing to do so you avoid data loss in case your computer crashes in the middle of working on a file.

The save options only really apply to Word, Excel and PowerPoint since the other Office applications don't offer any or much in the way of configuring save options. To get to the save options in Office 2007 click on the Office Orb and then choose Word Options or Excel Options etc. depnding on what program you are in. For Office 2010 click on the File tab and then on Options. From there click on the Save setting on the left hand side of the Options window.

Now you will see what options you can change for that particular program. In Excel for example you can change what the default file type will be when saving a workbook. You can choose other options such as an older version of Excel file type, CSV file or template and so on. The Save AutoRecover information every section tells Excel how often to create a workbook recovery file in case Excel crashes. Then the next time you open Excel after a crash it will offer you the chance to recover the last auto saved version of your file so you can work on it again. Unchecking the box will turn the auto recover feature off.

You will need to save the file the normal way once you open the recovered file. The Default file location box is where Excel will save the recovery files and can be changed to something different if you like.

Office Save Options

Checking the box that says Disable AutoRecover for this workbook only will turn off the auto recover features for the workbook that you choose from the dropdown list. If you only have one open then that's all you will see, otherwise you will see all your open workbooks.

The Offline editing options for document management server files section lets you choose a location to save offline versions of the files you work on so they can be checked out by other users. You most likely won't use this feature unless you use some sort of shared collaboration server such as SharePoint server.

The Choose what colors will be seen in previous versions of Excel section allows you to change the color scheme that is used when the active workbook is opened in an earlier version of Excel.


Word and PowerPoint will have the same save options and only vary a little bit from the Excel options. The only real difference is the Preserve fidelity when sharing this document section. You can either choose the name of a document that is currently open, or click All New Documents to make the settings apply to all documents that you create.

Office Save Options

Embed fonts in the file saves or embeds the fonts that are used in the document with the file. When you use this option and open the file on another computer, the user on the other computer can see and use the fonts in your document, even if they don't have the same fonts installed on their computer. This option does increase the size of the file since it has to embed the fonts with the file.

The Embed only the characters used in the document checkbox is used to embed only the fonts that you actually use in a document. Use this option for documents that the other users plan to view or print only, because the unembedded font characters and styles are not available for editing.

The Do not embed common system fonts option is used when the fonts you are using in your document are common fonts that come with Windows and Office and are most likely already installed on the other computers running the same software.



Related Tips:
Word 2007 Options
Microsoft Word Save As Options
Changing Your Word Options
Customizing the Quick Access Toolbar in Word 2007 and 2010
Change the Default Font for New Word Documents
Microsoft Excel Tips


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