Excel/Word Data Loss Prevention Checklist

🔒 1. Before Working on a File

Confirm the file is not open in read-only mode.
Ensure the file is not opened directly from an email — save it to a known folder first.
Avoid storing critical Excel and Word files on local computer folders or removable media.
Make sure the file is saved using a modern file format such .xlsx, or .docx. Previous versions such as .xls and .doc do not work with AutoSave.
For shared documents, best practice is storing files on OneDrive or Teams.

Enable Excel or Word 2019's AutoRecover feature (This is a one-time setting check):
- File tab > Options Menu> Save menu > Save workbooks section > Check Save AutoRecover information and set it to a max of 10 minutes.
- Check Keep the last AutoRecovered version if I close without saving
Verify OneDrive sync status is active (cloud or checkmark icon in status column). This should be done everytime you open a file in OneDrive.

Save regularly using Ctrl+S
Avoid leaving the file open for extended periods without saving (especially overnight).
Watch for any Excel messages about:
- Version conflicts
- Temporary file usage
- Disconnected storage

Use co-authoring via OneDrive to allow live collaboration.
If two or more people are working on a document at the same time, open the document in Excel for the Web via the web portal portal.office.com
Never attempt to edit the same file at the same time from:
- A network share
- Locally saved copies — it will create version conflicts.
Establish a naming convention if people are working in shifts (e.g.,Budget_Q3_v1.xlsx, v2).

Provide staff with a brief guide or 10-minute training on safe file handling.
Encourage frequent saving and closing files when not in use.
Create a policy for editing shared documents (e.g., sign-out/in, change tracking).
Encourage staff to:
- Check who else has the file open before making edit
- Close the file promptly when done editing