← ACARA Digital Technologies Years 7–8

Saving a working copy before changing data

Duplicate the original file with Make a copy or Save As, then de-identify the copy. The original stays unchanged, so you never lose your data.

Part of: ACARA Digital Technologies Years 7–8 — Digital Footprints and Data Minimisation — Module 38

Understanding Saving a working copy before changing data in ACARA Digital Technologies Years 7–8

What it does: Adding a version such as v2 and a word like deidentified to the file name shows which file is the changed copy. Storing the original in a locked, read-only place stops it being changed or leaked while you work on the copy. Save As makes a separate file. The original is not changed or deleted. The original is your backup. It still has personal data, so it should not be shared freely. If you save over the original, the old data may be gone. Make a copy first with Make a copy or Save As.

Common mistakes: The copy must be made before any data is changed. Deleting the column in the original changes it and loses the data. Open the original, then use Save As to make the copy. De-identifying is done on the copy so the original keeps all its data. It should read: Remove names from the copy.

Class: _____________________  ·  Name: _____________________  ·  Date: _________

Free printable worksheet with full answer key — or add this module to a class and your students practise it interactively.

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This module's key terms are also in a printable crossword (Modules 728–751) and word search (Modules 696–770).

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Learning
Duo
You want to remove names from a class survey spreadsheet. What should you do first?
Delete the names straight away in the original fileMake a copy of the file, then remove the names from the copy
Matches
Open survey.xlsx > delete the Name column > Save
↓
This edits the original file directly. The names are gone for good, so the original data is lost. Make a copy first with Save As and delete the column in the copy.
Applying
Meanings
Term
Make a copy
Meaning
Duplicate the original file with Make a copy or Save As, then de-identify the copy. The original stays unchanged, so you never lose your data.
Practice
OPEN students.csv
Testing
Gaps
File >
Check Answer
Spots
1Delete Name column in original
2Save As survey_v2.csv

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Quick Questions

1. You want to remove names from a class survey spreadsheet. What should you do first?
A. Delete the names straight away in the original file
B. Make a copy of the file, then remove the names from the copy ✓
Work on a copy so the original data stays unchanged. If you make a mistake, you can go back to the original.
2. Which statement about Save As is true?
A. Save As creates a new file with a new name and leaves the original as it was ✓
B. Save As deletes the original file and keeps only the new one
Save As makes a separate file. The original is not changed or deleted.
3. Which is the better name for a de-identified copy of survey_results.xlsx?
A. survey_results.xlsx
B. survey_results_deidentified_v2.xlsx ✓
A new name with a version stops you mixing up the copy and the original. Using the same name could overwrite the original.
4. Why do you keep the original file after making a de-identified copy?
A. So you still have the full data if you need to check it or fix a mistake ✓
B. So everyone can use it because it is safe to share
The original is your backup. It still has personal data, so it should not be shared freely.
5. Where should the original file with personal data be stored?
A. In a secure place, like a password-protected folder only you or your teacher can open ✓
B. On a shared drive that the whole class can open
The original still has names and other personal details, so keep it secure and limit who can access it.

Match the Pairs

File > Save As > survey_copy.xlsx → Saves a new file with a different name so you can de-identify the copy and leave the original unchanged
File > Make a copy → Duplicates the whole file so you have a working copy to change while the original stays safe
Name your working copy with a version so you can tell it apart from the original → survey_deidentified_v2.xlsx
Keep the original file stored securely and only edit the copy → survey_original.xlsx (read-only, in a locked folder)
Open survey.xlsx > delete the Name column > Save → This edits the original file directly. The names are gone for good, so the original data is lost. Make a copy first with Save As and delete the column in the copy.
File > Save As > survey.xlsx (same name, same folder) → Using the same name and folder replaces the original instead of making a new copy. Give the copy a new name such as survey_copy_v1.xlsx.

Key Term

Make a copy
Duplicate the original file with Make a copy or Save As, then de-identify the copy. The original stays unchanged, so you never lose your data.

Fill in the Blanks

1. File > Make a copy
Hint: Type the menu command that duplicates the whole file.
2. File > Save As > survey-v2.csv
Hint: Type the command that saves the file under a new name.
3. survey-v1.csv -> survey-v2.csv
Hint: Type the version label that comes after version 1.
4. Set the original file to read-only
Hint: Type the setting that stops anyone editing the original.
5. De-identify the copy, not the original
Hint: Type the name for the duplicate file you are allowed to change.

Spot the Error

Question 1
A Delete Name column in original
B Save As survey_v2.csv
C Delete Name column in v2
D Check original is unchanged
Line A — The copy must be made before any data is changed. Deleting the column in the original changes it and loses the data. Open the original, then use Save As to make the copy.
Question 2
A File > Make a copy
B Name it grades_v2
C Remove names from the original
D Store original in safe folder
Line C — De-identifying is done on the copy so the original keeps all its data. It should read: Remove names from the copy.
Question 3
A original = sales_data.xlsx
B copy = Save As sales_v2.xlsx
C Open copy
D Anonymise original
E Original stays unchanged
Line D — Anonymising the original would change it permanently. Only the copy should be anonymised, so line 4 should be: Anonymise copy.
Question 4
A Original: class_data.csv
B Copy 1: class_data_v1.csv
C Copy 2: class_data.csv
D Never reuse the original name
Line C — Giving the copy the same name as the original can overwrite the original. A version in the name, like _v2, keeps each copy separate. It should be class_data_v2.csv.
Question 5
A Open results.xlsx
B File > Save results.xlsx
C Delete the Surname column
D results.xlsx stays unchanged
Line B — Save overwrites the original file. Save As with a new name, such as results_v2.xlsx, makes a separate copy and leaves the original unchanged.

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