As you use QuickBooks to store and manipulate more of your company’s financial data, it will become crucial that you take steps to protect this data, it will become crucial that you take steps to protect this data. Given enough time, the most reliable PC will have some sort of hardware malfunction. You should back up your QuickBooks data on a regular basis to protect against such failure. That is going to be the subject of the next few blog posts…
Manually back up data
To manually create a backup of your QuickBooks data:
- On the File menu, click Back up.
- If this is the first time you’ve backed up your QuickBooks data, you may see the Portable Company File Feature dialog box. -Select Do not display this message in the future, and click OK to proceed.
SEVERAL STORAGE OPTIONS EXIST TO STORE YOUR QUICKBOOKS BACKUP FILES
3.5″ Floppy disks: NOT RECOMMENDED. The storage medium of choice in year’s past has become obsolete. New PC’s often will not contain a drive capable of reading these disks. Additionally, your QuickBooks backup files will probably not fit on a single disk.
CD-ROMs/DVD-ROMs: CD-ROMs have been around for years and continue to be a viable storage medium for backups. Their affordable price can allow you to make multiple copies of your backup files to store in multiple locations for added security.
Flash drives: Also known as keychain drives or thumb drives, this media can store an incredible amount of data (many versions of backup files) in a small form factor. You could buy a flash drive specifically for backing up QuickBooks files and keep it safe in-between backups.
Offsite Backups: Some internet services (including one offered by QuickBooks) allow you to back up and restore your QuickBooks data files over the Internet. This provides a great degree of security, but is the most costly backup option since you will have to pay a monthly service fee.
- In the QuickBooks Backup dialog box, click Disk.
- Click Browse to select the filename and location for your backup file.
- In the Back Up Company to dialog box, click the appropriate drive in the Save in list.
- Verify or change the File name.
- Ensure that QBW Backup (*.QBB) is selected in Save as type.
- Click Save to return to QuickBooks Backup.
- Select Verify data integrity in the QuickBooks Backup dialog box.
QuickBooks selects Verify data integrity as the dafault choice for data backups. As the size of your QuickBooks data file grows, verifying data integrity add significant time to the back up process. Consequently, you may want to ferify data integrity once every few backups.
Additionally, if you are backup up data over a network, verifying data integrity could substantially increase traffic over your network. Consult your QuickBooks or information technology advisor if you have questions about this.
- Click OK to begin the backup process.
- After the backup completes, click OK to return to QuickBooks Home.