fixed : where are my Office 365 AutoRecovery files ?

Question :

I accidentally messed up the Office documents (Word/PowerPoint/Excel) I was working on, and I didn’t save it before, so I wanted to get the auto-saved version from the AutoRecovery-folder as I’ve done in the old days of Office 2008 and 2004.

But now I am using Office 365, and I can’t find the AutoRecovery folder anywhere… where is it ?

 

Answer :

You might have guessed : nowadays, the AutoRecovery-folder is located in an entirely different location on your Mac.

If you are running Office 2011 for Mac (whether as part of Office 365 or not) the correct path to the AutoRecovery-folder is this :

~/Users/username/Library/Application Support/Microsoft/Office/Office 2011 AutoRecovery

And if you are running Office 2016 for Mac (whether or not as part of Office 365) the correct path to the Word 15‘s AutoRecovery-folder(s) is :

~/Users/username/Library/Containers/com.microsoft.Word/Data/Library/Preferences/AutoRecovery/

for PowerPoint 15 the correct path is :

~/Users/username/Library/Containers/com.microsoft.PowerPoint/Data/Library/Preferences/AutoRecovery/

and for Excel 15 the correct path is :

~/Users/username/Library/Containers/com.microsoft.Excel/Data/Library/Preferences/AutoRecovery/

BEWARE : it’s not straight-forward to get to this folder in recent/current versions of OSX and macOS, as the user’s Library-folder is a hidden folder. So if you want to access it, the easiest way to do so is :

– in the Finder, click on “Go” in the top menu bar

– when the pulldown menu appears, press the ALT-key on your keyboard (a.k.a. OPTION-key) and an extra option named “Library” will appear in the pulldown menu

– while holding the ALT-key, click on “Library” and your personal (hidden) Library-folder will open in the Finder

– there you can navigate further using the paths listed above to find the AutoRecovery-folder you’re looking for

That’s it.

Enjoy !

😉

NOTE # 1 :

It is advisory to also switch on the “file overwrite protection” (or “double backup”) option as it stores the previous version of the file you are working on. In Word, you turn this feature on from Word –> Preferences –> Save and then mark the “Always create a backup copy” check box. This way, whenever you click “Save”, a backup version is made of the previous/stored version before it overwrites the stored version of the file… so with it turned on, you at least have one prior version of your file.

NOTE #2 :

it turns out that there’s a bug in Excel 2011 for Mac : even though the Autosave does save  a file with an .xlsx file extension, it’s not a true .xlsx file ! trying to open it will lead to an “Microsoft cannot open this file”-error. The solution is to change the file extension to either .xlsb (Excel binary format) or .xlb (older Excel backup format), to enable Excel to recognize the file and enable it to open.

[ a big Thank You to Paul Preston for noticing this problem and for Bryan P for posting the solution on Superuser.com and to Rich Michaels for posting his updated solution on answers.microsoft.com]

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fixed : where are my Office 2011 AutoRecovery files ?

UPDATE : the updated version of this post for Office 2016 / Office 365 (Word 15 / PowerPoint 15 / Excel 15) can be found here :

fixed : where are my Office 365 AutoRecovery files ?


Question :

I accidentally messed up the Office documents (Word/PowerPoint/Excel) I was working on, and I didn’t save it before, so I wanted to get the auto-saved version from the AutoRecovery-folder as I’ve done before in Office 2008 and 2004.

I forgot where to find the AutoRecovery-folder, so I used Office 2011’s build-in Help-option to get a hint. It told me I would be able to find the folder via this path :

~/Users/username/Documents/Microsoft User Data/Office 2011 AutoRecovery

But when I open that folder I have a “Office 2004 AutoRecovery” and a “Office 2008 AutoRecovery”-folder, but there’s no such folder for Office 2011…

I checked in the Office 2011 Preferences to make sure Auto-saving is switched on, and it is… so where did the folder go ? where are my auto-save documents ?

 

Answer :

You might have guessed : there’s a fault in the Office 2011 Help file. Nowadays, the AutoRecovery-folder is located in an entirely different location on your Mac. The correct path is this :

~/Users/username/Library/Application Support/Microsoft/Office/Office 2011 AutoRecovery

But there is yet another tiny hurdle to get to it : in the current version of OSX, the user’s Library-folder is a hidden folder. So if you want to access it, the easiest way to do so is :

– in the Finder, click on “Go” in the top menu bar

– when the pulldown menu appears, press the ALT-key on your keyboard (a.k.a. OPTION-key) and an extra option named “Library” will appear in the pulldown menu

– while holding the ALT-key, click on “Library” and your personal (hidden) Library-folder will open in the Finder

– there you can navigate to Application Support–>Microsoft–>Office to find the “Office 2011 AutoRecovery”-folder you are looking for

That’s it.

Enjoy !

😉

Note : It is not clear if this problem is due to OSX 10.9 “Mavericks” or that it is occurring with all installations of Office 2011 for Mac. Either way, the solution is as mentioned above.

UPDATE :

it turns out that there’s a bug in Excel 2011 for Mac : even though the Autosave does save  a file with an .xlsx file extension, it’s not a true .xlsx file ! trying to open it will lead to an “Microsoft cannot open this file”-error. The solution is to change the file extension to either .xlsb (Excel binary format) or .xlb (older Excel backup format), to enable Excel to recognize the file and enable it to open.

[ a big Thank You to Paul Preston for noticing this problem and for Bryan P for posting the solution on Superuser.com ]

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fixed : PowerPoint presentation too large for eMail

Question :

I just made a beautiful PowerPoint presentation which I want to eMail to my friend. When I tried to eMail it, that seemed to work okay at first, but a few moments later I got an error message saying that the eMail could not be sent.

How can I fix this ?

 

Answer :

eMail providers have set a limit to the attachments’ file size per eMail to prevent cluttering the eMail traffic and flooding the recipient’s eMail inbox. For most providers this limit is set to about 5MB of attached files per eMail message. Some providers have expanded this limit to 10MB, and providers like Gmail, Hotmail and Yahoo! even allow you to attach up to 25MB of files to each eMail.

But if your PowerPoint presentation is even larger than 25MB (which might easily occur if you have done your best to make it a beautiful presentation), you will probably do the recipient  a pleasure if you send a smaller file, especially if they are planning on viewing it on a mobile device. The easiest way to ‘shrink’ the size of a presentation is to convert it into a PDF-file. (a PDF-file is even more versatile than a PowerPoint-presentation, as it also can be viewed by people that don’t have PowerPoint software installed)

To convert your PowerPoint-presentation into a PDF-file, do this :

In MacOSX :

– open your presentation in PowerPoint

– then go to “File” in the upper menu bar and select “Print” from the pulldown menu that appears

– in the “Print” menu that appears, adjust everything as desired, then click on the “PDF” button (bottom left)

– in the pulldown menu that appears, choose “Mail PDF” and a new eMail message will be made for you including your Presentation as an attachment

…or you can choose “Save as PDF…” to first save the PDF-version of your presentation to your Mac so you can attach it to any eMail later on

Note : the above procedure also works in other OSX programs like Word, Excel, Pages, Numbers, Keynote, etc.

For Windows users, the general idea is similar but slightly different :

http://office.microsoft.com/en-001/powerpoint-help/save-as-pdf-HA010064992.aspx

If the standard conversion of your PowerPoint into a PDF still turns up with a PDF-file that is too large to eMail, you can adjust the conversion settings, as described here :

How to create even smaller PDFs in OSX

You might also want to try the “Reduce File Size” that is in the “File”-tab of each Office 2011 application (so in Word, PowerPoint and Excel). This option will only reduce the size of the pictures inside the document. The smallest this option can reduce to is 96ppi a.k.a. “Best for sending in e-mail”. This is an interesting option, but converting to PDF usually leads to even more file size reduction.

And if the recipient insists on getting the original PowerPoint-file, you could do as a lot of professionals do, and send your presentation trough the FREE WeTransfer service :

http://www.wetransfer.com

that’s it !

enjoy !

😉

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fixed : place a picture behind an Excel chart or graph

Question :

I am using Excel (from Microsoft Office) and I want to put the chart I’ve just made on top of a picture. How can I do that ?

Answer :

In Excel v14 (from MS Office 2011 for Mac), this can be done like this :

1- create the chart

2- select the chart area (you will see a bold, light blue frame around the entire chart area), then click the “Charts>Format”-tab (the purple tab in-between the green tabs), then in “Current Selection” click the “Format Selection”-button

3- in the window that opens select “Fill”, then the “Solid”-tab, and set the “Color:”-dial to “No Fill” and click “OK”

4- select the chart itself (inside the chart area – you will see a black lined square with light blue dots on the corners around the actual chart), then again, click “Charts>Format”-tab (the purple tab in-between the green tabs), and again, in “Current Selection” click the “Format Selection”-button

5- in the window that opens, again select “Fill”, then the “Solid”-tab, and set the “Color:”-dail to “No Fill” and click “OK”

6- then de-select the chart

7- in the upper Excel menu bar that’s fixed in the Finder, select the “Insert”-tab, and from the drop down menu that appears, select “Photo > Picture From File” and in the “Choose a Picture”-window that appears, select the image you need and click “OK”

8- the image will appear on top of your chart, now first resize it (by dragging the light blue corner-dots) and place it over your chart area

9- select the image (again, if it’s not already selected), click the “Format Picture”-tab and remove the background color(s) of the image if you need (using the “Remove Background”-option from “Adjust”)

10- then, also in the “Format Picture”-tab, select the “Reorder”-option from “Arrange”, and select “Send to Back” from the 4 options that appear in the pulldown menu ; your image will now be behind your chart

11- for fine-tuning, if needed, you can now resize or rearrange the image and the chart until the align exactly as you need them to

12- if you want the Excel-cell-grid behind your chart to disappear also, select the area of cells behind and around your chart and select WHITE (or any other color you need) from small triangle-shaped arrow just next to the “Fill Color”-button (the paint bucket icon)

That’s it !

Enjoy !

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