Loss of Data in Microsoft Office and Windows Vista!
Files can be lost when using Windows Vista and saving Microsoft Office files.
The Problem: When you open a Microsoft Office file (Word, Excel, Powerpoint, etc.) from a USB key drive (or any drive with the FAT32 file system), modify the file, and then attempt to save the file, an error message will appear and the original file will be lost.
Recommended Workarounds:
- Use the "Save As" option under the File menu and save the file with a different name. (Do not use the "Save" option which replaces the original file.)
- Copy the file from the USB drive to the local hard drive before opening the file. Open the copy on the hard drive, edit it and save it normally. After you are done editing the file and have saved it, you can copy the file back to the USB drive.
- Copy all files from the USB drive to the local hard drive. Reformat the USB drive using the NTFS file system. After formatting, open "My Computer", right click on the USB drive, and select properties. Click on the Security tab, select the "Everyone" group by clicking on it, then check the "Full Control" box in the Allow column. Finally, copy all data back to the USB drive. If you are unsure of how to reformat the USB drive as NTFS, we recommend option 1 or 2.
More detailed information:
This error occurs on Vista computers using Microsoft Office and antivirus software (including Sophos, Microsoft Anti-Virus tools, and most other anti-virus software) that can result in a loss of data. The problem occurs when an Office 2003 or earlier file is opened from a FAT or FAT32 file system (the default for most USB storage devices). If the file is changed and the user attempts to save to the same location, an error box will pop up, the "save" will fail and the original file will be deleted. If the user then closes the Office application without saving, the data will be lost.
This affects all Office files of the 97-2003 type. It also affects users saving data to internal hard drives formatted as FAT or FAT32. Drives formatted as NTFS work fine with all versions of Microsoft Office software. However, removable drives formatted as NTFS may have other issues if the drive is connected to non-Vista machines and then connected back to Vista. Some anti-virus companies that have reported this problem include Sophos, Symantec, McAfee, and AVG.
For questions,
please contact:
Computer Help Center
Phone: 472-3970 or toll-free (866) 472-3970
E-mail: helpdesk@unl.edu
For additional information on MS Vista compatibility with UNL applications, view the chart
Connectivity is a publication of UNL Information Services
