Backing up is the copying of a company file to some form of storage medium, such as a floppy disk, CD, a different hard disk or other media. You can also use the backup function in AccountEdge to create a compressed archive file that takes up less space. The archive file has a ‘.ZIP’‘.sit’ extension.
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.
Making and restoring a backup file requires single-user access. For more information, see Backing up and restoring company files.
If you want, you can back up your company file to your MobileMe account or your Dropbox. This offers you an offsite backup option.
You can back up and restore your company file to MobileMe or Dropbox 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 or Dropbox, it is necessary for you to sign up for either service before you begin. During the backup process, 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).
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 computer, always back up the company file that is stored on the host—especially if you create custom forms and templates on the host computer and then copy them to workstations.
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When you do a full backup, you then 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 If you accidentally copy some corrupted data over your previous backup file, that backup is no longer valid. Without a valid backup, you would need to re-create your company file. You can reduce this 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 monthly and yearly backups in a safe place, preferably away from your office. Except for daily rotational backups, do not reuse media.
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The Backup command creates a backup of the company file you are currently using and compresses it to a smaller, more manageable size.
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caution : If the backup process does not work
If any warning or error messages appear at any stage of the backup process, contact Support.
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Choose whether to check your company file for errors before making your backup:
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To check for errors, click Check Company File for errors.
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note : Maintaining data integrity
We recommend checking for errors so that if you need to revert to a backup, data integrity is ensured.
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To back up to your local disk, to different hard disk or to other media (such as a zip disk), select To a Disk.
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To back up to a MobileMe account, select To MobileMe. Note that before you can back up to MobileMe, you must have a MobileMe account through Apple, Inc. For more information about MobileMe, go to the Apple website.
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To back up to a Dropbox account, select To Dropbox.
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Note that before you can back up to Dropbox, you must have a Dropbox account. For more information about Dropbox, go to the Dropbox.com website.
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Click Continue.
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If you selected the Check Company File for errors option, note that this verification process may take several minutes.
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Click OK in the window that appears when the verification process has finished. This window appears whether or not errors have been found in the company data file.
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For more information about checking your company file for errors, either:
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If you selected the To a Disk option in step 4, in the Save window that appears, select where you want to store the backup file.
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The default filename assigned to the backup file is described in the following table.
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Click Save.
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Label all your backups with enough information to tell you when they were done and where you were up to in data entry—for example, ‘Friday 4/5/12’ or ‘Backup as of 4/5/12’.
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You can restore either from a disk, MobileMe or Dropbox. The selection you choose depends on the location of the backup copy of your company file.
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Go to the File menu, choose Restore and then choose the From a Disk option. The Open window appears.
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If the backup file is on a removable disk, insert the disk into the disk drive.
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Locate the backup file you want to restore, select it and click Open. The Choose a Folder window appears.
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Click Choose. A message appears showing the file name and location of the company file.
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note : Restoring from a CD
If you are restoring a backup file from a CD, the file will be read-only. To read data from the file, you need to change the file’s attributes. To do so, locate the restored file using Finder and click the file to select it. From the File menu, click Get Info and deselect the Locked option.
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Go to the File menu, choose Restore and then choose the From MobileMe option. The software verifies that there is valid MobileMe information in the System Preferences window.
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If MobileMe information is available, the Open window appears.
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If MobileMe information is not available, you are advised to get a MobileMe account through Apple Inc, and then sign up. Once you sign up, the Open window appears displaying the location where you can find your backup file.
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The Open window appears displaying the location where you can find your backup file. Select the file you want to restore and click Open.
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The Choose a folder window appears. Select a destination folder for the restored company file.
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Click Choose. A message appears showing the file name and location of the company file.
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