Backing up Data In QuickBooks®
| Hi, I’m Jayne Miller, the QuickBooks Gal. Welcome to another in our series of “Quicklets” –informational podcasts about QuickBooks and related bookkeeping topics. |  |
Today, I’m going to talk about backing up your data in QuickBooks. This is probably the most important task in the bookkeeping/accounting process. I back up every time I access my data file.
There are many ways to back up your data.
1. Floppy disks - While you still can use floppy disks, the scarcity of computers with floppy drives combined with the size of many data files has nearly eliminated this choice.
2. CD’s – most of us have a stack of CDR or CDRW disks…great way to secure your data.
To do this task you must be in single-user mode to do this. Microsoft® Windows XP includes an integrated CD Writing Wizard as part of the operating system.
Important: After backing up in QuickBooks, you must then use the Windows XP CD Writing Wizard to actually write the file to your CD.
• Insert a recordable CD into your computer's CD-R or CD-RW drive.
• Go to the File menu and click Save Copy or Backup to open the backup wizard.
• Click Backup copy and then click Next.
• Click Local backup.
• If you have not already done so, click Options to set your backup defaults, such as where you want to save your local backup.
• Click Next.
• Click Save right now or Save right now and schedule future backups if you also want to create a routine backup schedule.
• Click Next.
• Click Browse and select your CD-R or CD-RW drive as the backup location. If you want to change the name that QuickBooks suggests for the backup file, type your changes in the File name field.
Note: The Save In field will not show your CD-ROM drive letter. Instead, it will show the Windows XP default location for files waiting to be written to CD in C:\Documents and Settings\(user name)\Local Settings\Application Data\Microsoft\CD Burning\.
• Click Save to start the backup. QuickBooks verifies the integrity of your company file based on the backup defaults you set, and closes and then reopens your company file.
• In the prompt about completing the CD burning process, click Burn Now to burn the backup file to CD now, or click Burn Later if you want to burn the backup file later.
o In Windows Explorer, browse to your CD-ROM drive.
o Under CD Writing Tasks, click Write these files to CD.
Follow the instructions in the CD Writing Wizard to finish burning the file to your CD. Important: You must complete this step to complete the backup process
3. USB Flash Drives – these great little devices offer the ease of floppy disks and the ability to save a lot of data on one little device (a 512 mb flash drive is the equivalent of 350 floppy disks!)
To do this task, you must be in single-user mode.
o If you are using a USB flash drive or other removable storage device, prepare the device now. for example, insert the flash drive into the USB port.
o Go to the File menu and click Save Copy or Backup to open the backup wizard.
o Click Backup Copy and then click Next.
o Click Local Backup.
o If you have not already done so, click Options to set your backup defaults, such as where you want to save your local backup.
o Click Next.
o Click Save right now or Save right now and schedule future backups if you also want to create a routine backup schedule.
o Click Next.
o (Optional) If you want to change the name or location that QuickBooks suggests for the backup file, type your changes in the File name field and click the Save In drop-down arrow to select another location.
o Click Save to start the backup.
o QuickBooks verifies the integrity of your company file based on the backup defaults you set, and closes and then reopens your company file.
4. External hard drives – you can pick up an external hard drive that will connect to your computer via USB port. I found one that is equivalent to my computer’s hard drive for under $100. Follow the same instructions for backing up to Flash Drives….just change the drive.
5. QuickBooks Online Back up - The Online Backup service can make scheduled backups of your QuickBooks company files to a remote location. If you register for and use this service, you will no longer need to remember to make these backups, nor will you need to worry about loss or damage of local storage media.
To find out more about QuickBooks Online Backup go to the File menu, click Save copy or backup, click Backup copy, click Next, and then click the Learn more about QuickBooks Online Backup link.
6. Scheduling backups in QuickBooks – you can schedule automatic backups in QuickBooks. You must be in single user mode to do this:
You have two options when scheduling local backups:
You can schedule automatic backups that take place when you close your company file.
You can schedule backups that take place at regular intervals, even when you're away from your desk. (Your computer must be on and your data file closed.)
Note: If you are using QuickBooks Online Backup, you must schedule your backups using that service.
To schedule automatic backups
From the File menu, click Save Copy or Backup to open the backup wizard.
Click Backup Copy, then click Next, then click Local Backup.
If you have not already done so, click Options to set your backup defaults (such as where you want to save your local backup) then click Next.
Click Only schedule future backups (to create a schedule without running a backup) and click Next.
Select the first check box and enter a number to specify how often you want your company file to be backed up. For example, to back up your data file every fifth time you close it, type 5 in the field provided.
The backup will be stored in the location you specified in the Set Backup Copy: Options window. To view or change this location, click Options.
Click Finish to close the wizard.
To schedule regular backups
Note: For the backup to take place, the computer you use to run QuickBooks must be on, but the company file you want to back up cannot be in use. Be sure to schedule your backups accordingly.
From the File menu, click Save Copy or Backup to open the backup wizard.
Click Backup Copy, then click Next, then click Local Backup.
If you have not already done so, click Options to set your backup defaults (such as where you want to save your local backup) then click Next.
Click Save and schedule future backups (to run a backup and create a schedule) or Only schedule future backups (to create a schedule without running a backup).
Click Next and in the Save Backup: When window click New.
Enter a Description for your scheduled backup.
Click Browse to select the folder where you want to store your backup copies. This can be on a network drive, or on local media.
Optionally, click the check box to Limit the number of backup copies in this folder and enter a number in the field provided. If you do not specify a number, QuickBooks saves all of your scheduled backups.
Click Set Password to open the Enter Windows Password window and enter the requested information. This provides permission to run the scheduled backup.
Select the time, frequency, and day for the backup to take place.
Click OK to return to the Save Backup Copy: Schedule window. The backup appears in the list in the Schedule backups: section.
Click Finish to close the wizard.
Visit my blog at blog.quickbooksgal.com for more detail and written instructions for backing up your data.
Got a QuickBooks Mess? Call the QuickBooks Gal!
Upcoming:
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• Using Credit Cards to pay bills, make purchases
• Converting Peachtree to QuickBooks
• Creating a new file in QuickBooks from an old one (Import lists vs. deleting transactions)
• Recording cash purchases and owner purchases/contributions
• QuickBooks Point of Sale – What’s new in 2007
Are you backing up your data?
Well, that’s it for now. I appreciate your time and hope you will join us again next time for another in our Quicklet© series.
If there are topics you would like me to cover, send me an email at jayne@quickbooksgal.com. I welcome your ideas, questions, and comments.
Don’t forget to visit our website, www.quickbooksgal.com to learn more about me, the services we offer and our workshops.
I’m Jayne Miller, The QuickBooks Gal. Thanks for listening.
Jayne Miller is the owner of Custom Business Solutions, a consulting firm in Reno, Nevada that specializes in providing bookkeeping and software support.
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