How To Backup Your QuickBooks Data Files

You should make regular backups of your QuickBooks company files. This ensures you will always have a recent copy of your critical accounting records should a data loss occur. QuickBooks makes this easy with options for setting the reminder frequency for backups, formatting each floppy disk during backup, verifying data integrity, and scheduling backups at set intervals.

It is recommended that you backup your data files daily. At the end of each month, make a backup which is kept off-site. Save these monthly backups until the end of the year. At the end of the year, make a backup of the company files to keep off-site.

Manually Back Up File

You can manually back up a company file, or you can back up a company file automatically. To manually back up a company file, complete the following steps.

Manually Back Up Company Data File

1. From the File menu, choose Back Up.
2. Click the Back Up Company File tab.
3. Click the Browse button to change the filename and indicate the backup location.
4. Click Save.
5. Optional: Select other items in Back Up Options area.
6. Click OK.

If you have difficulty backing up directly to a CD-R or CD-RW drive, first back up to your hard drive. Then, use the windows explorer or your CD "burner" software to back up the file to CD.

Automatically Back Up File

QuickBooks has two automatic methods to back up your file. The first method creates a backup file each time you close the file. You set the frequency of how often QuickBooks creates the backup. QuickBooks stores this backup file on your hard drive under the QuickBooks directory in a folder named "Auto Backup".

The second method lets you schedule an unattended backup. This means you do not have to be working in QuickBooks, or even at your computer. This backup file can only be stored on a local or network hard drive. The company file must be closed during a scheduled backup.

Automatically Back Up When Closing File

1. From the File menu, choose Back Up.
2. Click the Schedule a Backup tab.
3. Click the Automatically back up when closing data file every box.
4. Enter the appropriate back up frequency.
5. Make appropriate selections in the QuickBooks Backup windows.
6. Click OK

Schedule Unattended Backup

1. From the File menu, choose Back Up.
2. Click the Schedule Backup tab.
3. Click the New Button.
4. Make appropriate selections in the Schedule Backup window.
5. Click OK to save the new schedule.