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.

Backing up to MobileMe account for Mac users or Dropbox

If you want, you can back up your company file to your MobileMe or Dropbox account. This offers you an offsite backup option.

note : MobileMe account

this feature is available only on a Mac.

You can back up and restore your company file to MobileMe from the File menu or when you are prompted to back up your file, for example when you close your company file.

Note that, if you back up to MobileMe, you will not be able to change the file name. The file name will use the default backup file name (for example, Backup MM-DD-YY Company Name.zip).

Precautions when backing up

Avoid common mistakes that can cause you to lose backups of company files:

■

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.

When you do a full backup, ensure that the most recent versions of custom forms and templates are backed up.

■	Don’t store backups on the same hard disk as the software A single disaster can wipe out all your records.

■	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 If you accidentally copy the damaged data over your previous backup, the backup is no longer valid.

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.

■	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.

To make a backup of your company file

1	Go to the File menu and choose Backup. A backup window appears.

caution : If the backup process does not work

When you installed your software, special software needed for the backup process was also installed. If a message appears when you try to use the Backup command, this software may have been removed from the location where it needs to exist. You may need to re-install your software to use this feature. Alternatively, you can contact Support for help.

2	Choose the type of backup you want:

■	To back up your company file and templates, click Backup all data.

■	To back up your company file only, click Backup Company File only.

3	Choose whether to check your company file for errors before making your backup by selecting one of the options.

4	If you are using a Mac, you must select a location option for your backup:

■	To back up to your local disk, to a different hard disk or to other media (such as a zip disk), select To a Disk.

■	To back up to a MobileMe account, select MobileMe.

■	To back up to a Dropbox account, select Dropbox.

note : MobileMe or Dropbox

Before you can back up to MobileMe or Dropbox, you must have a MobileMe or Dropbox account.

5	Click Continue.

6	If you selected the Do not check Company File for errors option, the Back Up or Save window appears. Go to step 8 below.

7	If you selected the Check Company File for errors option, the verification process may take several minutes.

When the verification process finishes, click OK in the window that appears. Note that this window appears whether or not errors have been found in the company file.

The Back Up or Save window appears.

8	Specify where you want to store the backup file.

A default filename is assigned:

Default filename

further details

MYOmmdd.zip

•	mmdd is the month and day from your computer’s clock

•	.zip is the file extension and cannot be changed.

Backup for Mac: mm-dd-yyyy filename.zip

•	mm-dd-yyyy is the date from your computer’s clock

•	filename is your company file name

•	.zip is the file extension and cannot be changed.

9	If you want, you can change the name of the backup file. Note that you should name your backups with enough information to tell you when they were from and where you were up to in data entry—for example, ‘Monday 5/5/12’ or ‘Backup as of 5/5/12’.

10	Click Save. The backup process begins.

11	If you are storing the backup file on a removable storage device, label them clearly, so you know exactly when the backup was done.

To restore a backup

1	Go to the File menu and choose Restore. The Restore or Open window appears.

If the Prompt for Data Backup When Closing option is selected in the Preferences window, a window appears asking if you want to back up your company file. If you want to back up your company file now, click Yes and follow the prompts, otherwise click No.

2	In the Restore or Open window, select the backup file you want to restore and click Open.

note :

If the backup file is on a removable disk, insert the disk into the disk drive.

3	Specify where you want to save the restored file and click Choose. By default, the name of the restored file is appended with ‘.old’ and is then restored to the specified location.

4	A message appears showing that the company file will be restored to the selected folder.

5	Click OK to complete the restore. The Sign-on window appears so you can proceed working with the restored file.

note : Restoring from a CD

If you are restoring a backup file from a CD, the file will be read-only. To record new transactions to the file, you need to change the file’s attributes. Right-click the file, choose Properties and deselect the Read-only option.

To restore from MobileMe or Dropbox

note : MobileMe or Dropbox account

his feature is available only on a Mac.

1	Go to the File menu, choose Restore and then choose the From MobileMe or Dropbox option. The software verifies that there is valid MobileMe or Dropbox information in the System Preferences window.

a	If MobileMe or Dropbox information is available, the Open window appears.

b	If MobileMe Dropbox information is not available, you are advised to get a MobileMe or Dropbox account and then sign up. Once you sign up, the Open window appears displaying the location where you can find your backup file.

2	Select the file you want to restore and click Save. The Save window appears.

3	Specify the location for the file to be restored.