Losing Information in a Network Document

by Allen Wyatt
(last updated January 29, 2022)

During staff meetings, Kathy has a document open in which she takes notes. This document is on a shared network drive, and she saves every few minutes. Sometimes, after saving and closing, Kathy loses all the notes she entered during the meeting. She wonders why this would occur.

It can be hard to figure out the cause of problems like this, but there are a few things you can try. First, it is important to know if there are multiple people using the document. Often, documents on network drives are shared with other people. For instance, let's say that Kathy and Doug are both using the same document on the network drive, and they both have it open during the meeting. When Kathy saves her changes and closes the document, Doug may still have it open. If he later saves and closes, his changes are written last and overwrite those changes that Kathy previously saved. So, to Kathy, it may appear that her changes were lost.

If multiple users are not the problem, then check to make sure the document is saving to where you think it is saving. It is possible (for instance, if you use Save As instead of Save) to have the document end up somewhere you are not expecting. If this occurs, then the a search of all the places the document might be saved (especially your local computer) may turn up the file.

In parting, there is one other thing to check out, and you can do this the next time you are taking notes. After saving your notes document, but before closing Word, minimize the program. Then, in Windows, navigate to the network folder where the document is saved. Take a look at the properties of the document and see what the last saved date is. That date and time should be from just a few minutes before, since you just saved the document. If that is not the case, you can be pretty sure that either the document was saved somewhere else, or some network controls are stopping it from being saved where you expect. The best news, though, is that the document is still open in Word, and you can use Save As (at this point) to save your notes someplace different and safe.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (12824) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Shortcut to Move between Two Worksheets

Moving between to adjacent worksheets is easy; Excel provides a shortcut key to do the trick. If you want to move between ...

Discover More

Jumping to the Real Last Cell

Jumping to the last cell in a worksheet should be easy, but you may not always get the results that you expect. This tip ...

Discover More

Seeing the Height of a Row

Want to see the exact height of a row? This tip provides a quick and precise way that you can see that height.

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

More WordTips (ribbon)

Inserting a File

Need to combine several files into a single document? You can do it by inserting one file into another, as outlined in ...

Discover More

Can't Save Edited Document

Each day of using Word is filled with opening documents, editing them, and then saving those changes to disk. It can be ...

Discover More

Renaming a Document

Want to rename a document that is already on your hard drive? You can, of course, do it in Windows, but you can also do ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is four more than 1?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.