When you open a file from a USB drive on your PC, where does it get stored?
Temporary File Storage
When you open a file from a USB drive on your PC, a temporary copy of the file may be stored in your computer’s memory (RAM) for quick access. Additionally, certain applications like Microsoft Word may create temporary files or cache files on your local hard drive while you are working with the document. Let's explore this in more detail.
Auto-Recovery and Temporary Files
For example, Microsoft Word automatically creates auto-recovery version files in a designated folder on your PC. If you save changes to the document and then close it, those changes will be written back to the USB drive. However, if you just open the file and do not save any changes, the changes will not be saved to the USB, but the temporary data may still exist in your system's memory until the application is closed or the computer is restarted. It is a best practice to clear temporary files and cache periodically to maintain data security and performance.
Security Risks and Hidden Files
The answer to whether a file will be temporarily stored on your PC can vary. In normal cases, the answer is no. However, in some scenarios, the answer is yes. This can depend on the software you use to open the file and any hidden or malicious files on your USB drive. For instance, a hidden virus on the USB can replicate itself to your PC when you open a file. In Microsoft Word, for example, if you edit a file, it normally creates a local copy of the file, which includes autosave recovery points in case you need to recover your work if you remove the USB unexpectedly. This is why it is often recommended to avoid editing files directly from a USB drive to prevent accidental data loss.
Best Practices
It is best to copy the files from a USB to your PC before opening them to ensure they are stored on your local drive. This way, you avoid the risk of accidental data loss and maintain better control over the file's storage and security. However, if you still choose to open files from your USB drive, you can check if temporary files are being created by enabling hidden files in Windows Explorer and observing the USB drive for any temporary files generated while editing the document.
How Microsoft Word Handles Temporary Files
Microsoft Office documents typically work with a copy of the original document. Windows attempts to store the temporary document in the same folder as the original document using a generated name. If it cannot write to that location, or if there is a specific setting in Microsoft Office that defines a different location, the temporary files will be stored there. You can test this by opening Windows Explorer, turning on hidden files, opening a document from the USB drive, and looking at the USB drive using Windows Explorer. If a temporary file is created, you should see a file with a section of the original filename and some additional characters to make it unique. This file is the temporary or work file used by Word while you are editing, and it is saved using the original filename where you save the changes. The temporary file will be deleted but can still be recovered from its temporary location.
These behaviors can be changed using settings in Microsoft Word. By modifying these settings, you can control where temporary files are stored, whether on the USB drive or on your local hard drive.
Conclusion
Understanding how files are stored temporarily when opening files from a USB drive is crucial for maintaining data security and avoiding potential risks. It is important to follow best practices and be aware of the temporary files generated by applications to protect your data. If you are concerned about data security, consider clearing temporary files and cache periodically and avoid editing files directly from USB drives when possible.