Managing user accounts and company files > Backing up and restoring company files
Backing up is the copying of a company file to some form of storage medium, such as a CD, a different hard disk, or other media. You can also use the backup function in your software to create a compressed archive file that takes up less space.
The Restore command closes the company file you’re currently using, decompresses a backup file so you can use it, and then opens the backup file.
caution : Single-user access required
Making and restoring a backup file requires single-user access. For more information, see Single-user file locking for special tasks.
Avoid common mistakes that can cause you to lose backups of company files:
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Take care when backing up multi-user company files If multiple users access a company file on a host, you need to back up the company file on the host computer—including custom forms, letters, and spreadsheet templates you have created. You can then copy the updated templates to each workstation and ensure the latest versions are used.
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When you do a full backup, ensure that the most recent versions of custom forms and templates are backed up.
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Don’t store backups on the same hard disk as the software A single disaster can wipe out all your records.
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Make separate backups A disk failure can corrupt your data in such a way that you may not notice it during a session. If you accidentally copy the damaged data over your previous backup, the backup is no longer valid.
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Without a valid backup, you will need to re-create your company file. You can reduce the risk by making separate backups to protect your company data—for example, at the end of each business day.
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Store backups offsite Store all your backups in a safe place, preferably away from your office. Except for daily rotational backups, do not re-use media.
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