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Undo and Backup Copies

One of the key features of Office software is undo, which allows you to undo one or more changes you have made.

Note

### A message from a student

I had a lot of use for the Undo button when I was doing the course. I learned and tested several things by trial and error. That's the easiest way for me to learn. So feel free to give it a try.

Kitta Ränk, restonomy student, Haaga-Helia

Sometimes, when you are making big changes to a file, you may want to make a backup copy of the file. In such a case, you can restore the file from the copy if something went wrong with the changes you made. In practice, the backup is made using the Save As function.

Next, let's look at how to undo and how to make a backup copy.

Task: Undo the action you have taken

Let's now look at undo. In a Word document, type a text and then bold a word in the text. Then test undo with either the button or the shortcut key, whichever is more convenient for you.

#### Getting started
#### Writing
#### Bolding
#### First undo
#### Second undo

You can also try out how to undo text typing, text pasting, adding an image, adding a table and deleting text. The undo operation treats text written in one place at one time as a whole, as well as text deleted from one place at one time. If you insert a table and enter text in its cells, undo will remove one text insertion at a time, and finally the insertion of the table itself.

Info: The Redo function and the Repeat function

The **Undo** function cannot be used to undo the undo, but the same effect can be achieved with the **Redo** function. It redoes the last cancelled action.

The Redo button is located below the Undo button, and its shortcut is Ctrl+Y.

In cases where the last action taken was not an undoing, there is no Redo button, but there is a Repeat button that repeats the last action taken; it is illustrated below. Its shortcut is Ctrl+Y, and its effect depends on whether the last action was undo or something else.

Task: Save the file with another name

Before making any major changes, you can save the file under a different name and make changes to it, just to be on the safe side, so that the previous version of the file remains intact.

So note that when you save a file with another name, the edits will be applied to the new file.

Guide

### Moving a file

You can also move a copy of the file to another directory if necessary using the function Save As.

Shortcut key

Use the shortcut key F12 to go directly to the traditional saving view. It is the same one that you can access in the views above by clicking on More options…. If you find this view more natural for you, you may want to remember it for later.

Clarity in the files

If you make a backup file for yourself, you should name it clearly. For example, you can use the version number or date after the file name (e.g. Memo v1.docx).

You should also delete unnecessary copies. If you accumulate a large number of them, it can be difficult to find the right copy.

OneDrive

When a file is saved to OneDrive, the function to save the file with a different name is called Save a Copy.

Once you internalize the undoing, Office software is no longer something to be afraid of, and learning is much more free.

Shall we mark this done and move on to the Email and Outlook page?

Mark as complete: