How to Back-Up Critical Data on Windows computers(Snooze, You Lose)

Presented by:Marianne Lenox

Staff Training and Development CoordinatorContact info: mlenox@hpl.lib.al.us

November 2006 – Updated July 2008

Agenda

The importance of backing up How often? What to Backup? Where to Backup? How much room do I need? Preferred method: Backup by Copy and Paste Backing Up “My Documents” Backing Up “Outlook” and “Outlook Express” Windows Backup and Restore Utility Questions, Comments and Evaluation

The importance of backing up

Computers can and do fail. You typically get no warning. Computers are becoming more and more reliable which

creates a false sense of security. Backups are the only way to ensure your critical

documents, contact lists and emails will be there when you need them.

You are responsible for making backups of your own files.

How often?

Generally, back up a minimum once very 4 weeks.

Critical or current documents might be backed up once a week or daily.

If your PC is showing signs of failure please back up daily!

What to Backup?

Documents and File Folders in your documents folder

Outlook, Outlook Express or Windows Mail if you do not use a web-based mail program.

Where to Backup?

USB Flash Drive is recommended. Buy as much storage space as you can afford!

Writable CD-Rom or DVD-RomExtra physical hard drive in your

Computer if you have one.

How much room do I need?

Always check the size of the folder to make sure your files will fit on your media: For example, from “My Computer” right-click on “My Documents” and look on the General Tab to see the folder size. You may not be able to get all of your files on one flash drive or disk.

You may have to split your folders to do a first back-up, then only backup files that have been created or modified since your last backup.

Preferred method: backup by Copy and Paste

Use Windows Explorer to open the folder that holds the item you want to back up. View the files in “Detail” mode, sorting by most recently modifed to back up those documents which are more current.

Also open an Explorer window to your back-up mediaYou’ll have two windows open!

Select the file (or files, by holding down the ‘ctrl’ key) you want to back up, choose Copy

Click in the back-up media folder, choose Paste. You may also ‘drag and drop’ files between these

windows.

My Documents backup

The My Documents folder most likely contains many of your important files and folders. Most Windows programs, including Microsoft Word, Excel, PowerPoint, and Access save their data in My Documents folder. If you have created sub-folders to hold sets of documents and you’ll need to back these up as well.

Probable locations: C:\Documents and Settings\User Name\My Documents\

on Windows 2000 or XP. C:\Users\User Name\Documents on Vista.

If you have folders or documents anywhere else on your computer (such as the desktop) be sure to back those up as well!

Outlook back up

Outlook is a Microsoft application that is integrated into Microsoft Office 97, 98, 2000, XP and 2003.

Right-click on “Personal Folders” and click the Advanced tab to see the size and location of your Personal Folder. You can also do this with your “inbox” or “calendar” or “contacts”In Explorer, browse to theFile folder which contains your item, then copy to your backup media!

What to backup in Outlook

Personal Folders (.pst) files. The most important Outlook files. Your personal folders .pst file contains all of your local Outlook folders, such as Calendar, Inbox, Tasks, Sent Items, Outbox, Deleted Items, and user-created folders. When running, Outlook usually keeps its .pst folders partially locked, so it is recommended to close Outlook prior to making a backup.

You may also choose to backup specific items in Outlook instead of the whole file. Emails, contacts, calendar items may all be Exported to different file formats (such as spreadsheets or databases) which can then be backed-up with your regular documents.

Outlook Express or windows Mail backup

For Windows Mail the location of the message store can be found via Tools | Options | Advanced | Maintenance | Store Folder

You can find where your mail is being stored by going into Outlook Express and choosing “Options” from the Outlook Express Menu BarMail on Outlook Express is stored in .dbx files.Addresses are stored in .wab files

Outlook Express

Click on the “Store Folder” button

Outlook Express

Use the default location, noting the address. You can actually copy

and paste from this dialogue box!

Windows Backup and restore Utility

Included in Windows 2000 and Windows XP, though you must be a Windows Administrator to complete the process.

Not Recommended for HMCPL Staff Machines since we do not have a network backup server or separate drives for each machine

To start Backup, click Start, point to All Programs, point to Accessories, point to System Tools, and then click Backup.

Follow-up

Questions or Comments? Evaluation