If you’re wondering how to backup Google Sheets, we have some great news. There’s nothing you need to learn at all. Google Sheets automatically backs up in the cloud when you’re connected to the internet. Additionally, if you have offline mode enabled, any changes you make will be saved in your browser and updated in the cloud the next time you connect.
In this guide, we’ll explain the backup process in detail, along with a manual backup option in Google Sheets. Keep reading to find out more.
How to Backup a Google Spreadsheet in the Cloud
One of the advantages of using Google Sheets for work is that any changes you make to the document are automatically saved in the cloud. This also means you can access your spreadsheets from anywhere as long as you have an internet connection and a device with an internet browser. Just sign in to your Google account.
To check the backup status of your spreadsheet, look for the save icon at the top of the screen to the right of your spreadsheet’s name. After a moment, it will transform into a cloud icon with a checkmark, indicating that every modification you made to your spreadsheet has been backed up in the cloud.
This is also indicated by the message “Last edit was a few seconds ago” next to the main toolbar.
In case of a power outage or internet disconnection, your document will resume from the point of interruption. In such situations, you can also enable offline mode on Google Sheets. You can follow our guide on How to Use Google Sheets Offline in a Few Clicks.
Keyboard Shortcuts to Backup in Google Sheets
If, for any reason, the automatic backup feature in Google Sheets isn’t working, you can always use the keyboard shortcut instead.
- Keyboard shortcut to save on PC:
Ctrl + S - Keyboard shortcut to save on macOS:
Command + S
How to Backup Google Sheets to Your Computer
Backing up Google Sheets in the cloud is ideal if you work across multiple devices, so you don’t have to constantly worry about having the spreadsheet file. However, there are several scenarios where you might need to download Google Sheets to your computer, either to send it to someone or simply create a physical backup. Fortunately, Google Sheets has a feature that allows you to download a spreadsheet in various formats.
Here’s how to save a Google Sheets document to your computer:
- Create a new spreadsheet or select an existing one. If you just want to test this feature, you can use a random Google Sheets template from the template library.
- Once your spreadsheet is open, click on the File option in the menu.
- You’ll see a dropdown menu; choose the Download option.
- Choose a file type from the submenu to save your file. Google Sheets supports downloading files in the following formats:
- Microsoft Excel (.xlsx)
- OpenDocument (.ods)
- PDF (.pdf)
- Web Page (.html)
- Comma-Separated Values (.csv)
- Tab-Separated Values (.tsv)
The spreadsheet should download immediately. Some browsers may ask you to choose a save location. In that case, select a location to save the file and click the Save option.
If you want to save a graph on your computer, you don’t need to download the entire spreadsheet. You can simply learn how to save a graph as an image in Google Sheets by following our guide.
How to Download Multiple Google Sheets Files
Google Sheets can be downloaded individually or multiple spreadsheets at once, so you don’t have to download them one by one. It’s also possible to download a spreadsheet that isn’t open.
Google Sheets stores your spreadsheets in Drive. You can easily access them and download them.
Here are the steps to follow:
- Go to Google Drive and sign in to your account.
- You will be directed to the main home page of Google Drive. You’ll see a list of your most recent files. Hold down the Ctrl key on your keyboard and click on multiple Google Sheets files that you want to download.
- Right-click on one of the selected spreadsheet files.
- Select the Download option.
Google Sheets will take a few seconds to bundle all the selected files into an archive to simplify the download process and then start the download.
Frequently Asked Questions
Can I edit a downloaded spreadsheet on my computer?
Any downloaded spreadsheet file can be opened in the format it was downloaded in for editing. However, if you open a downloaded .xlsx file in Excel and make changes, those changes will only be saved within that specific file. If you want to open the file in Google Sheets and have it backed up in the cloud, go to Google Sheets, upload the file, and save it there.
Do I need to manually save in Google Sheets?
The spreadsheet will automatically save as soon as you make a change. This is indicated by a cloud icon next to the spreadsheet label. You can also check the last save of the spreadsheet next to the main toolbar. But you can also manually save by navigating to File > Download and choosing the file type you want to save it in.
How do I save my sheets to Drive?
When you create a new spreadsheet in Google Sheets, it is automatically saved to Google Drive. The spreadsheet will always appear when you open Google Sheets, but it will also appear in your Google Drive.
Conclusion
So, the bottom line in learning how to backup Google Sheets is to simply let the program handle the backup for you. However, if you feel a little paranoid, you can also download the file to save it on your hard drive.
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