About Backups
The QuickBooks Backup command does not simply copy the data for your QuickBooks Company. Instead, it compresses the data into a compact file that is smaller than your company file. To protect your information from a hard drive failure it is recommended that you back up your data at the end of each session. If your computer has more than one drive, back up onto a different drive from the one where you keep your working data. You should backup onto either a zip drive or 3.5 inch disk.

Backup copies are important insurance because if you should lose data for any reason you can restore that data from your backup copy. You should make a backup copy of your QuickBooks company on a daily basis.

Before you perform several functions within QuickBooks, the program will ask you to make a backup copy first. For example, before you create an Accountant's Review Copy, QuickBooks requests that you make a backup of your file before it will perform the function, to protect your information if something were to be lost while creating the Accountant's Review Copy.

How to Backup Company Data

1.	If you are backing up to a disk, put the disk in the disk drive (A: drive) of your computer. QuickBooks will display a message if the disk needs to be formatted prior to backup. Do not choose "Quick Format"; instead, choose "Full Format" option.
	• Caution: Even if it's labeled as preformatted, it's a good idea to fully format a new disk before using it. Sometimes new disks can be stripped of their formatting during shipping.
2.	From the "File" menu, choose "Back Up".
3.	In the "Back up Company File" window, choose a drive where the file will be saved in by clicking on "Browse." If you are using a disk, choose "3.5 inch disk (A: Drive)", from the drop down list, in which to save the file. If you are using a zip drive, choose the drive letter. For Quickbooks 2001, 2000, 1999:   In the "Back up Company to" window, choose a drive for the file to "Save in". If you are using a disk, choose "3.5 inch disk (A: Drive)", from the drop down list, in which to save the file. If you are using a zip drive, choose the drive letter.
4.	Give the backup a name. QuickBooks puts the company name in the "File Name" field by default. You can change the name if you feel it is more appropriately called something else, but you do not have to.
5.	The "Save as Type" should already read "QBW Backup (*.QBB)". Do not change this.
6.	Click Save.
	• For large files you will need more than one disk. QuickBooks asks you to insert an additional disk as each disk fills up. Be sure to label the disks so that you will know which one was first, which was second, and so on. This will help you if you ever need to restore the data from the disks.
7.	When the filename and location have been selected, click on "Back Up". For Quickbooks 2001, 2000, 1999:   This step is not included in these versions of Quickbooks.

Tips for Backing Up

1.	Each day, back up onto a 3.5 inch disk to keep in the office.
	• The first time you do a daily backup, we suggest that you make several sets of backup 3.5 inch disks and label the sets "QuickBooks Backup Monday," "QuickBooks Backup Tuesday," etc. The backups should be taken off site at the end of the week.
2.	At least once a month, make a backup copy to keep off your premises.
	• For your monthly backups, you may want to alternate between two sets of disks. If disaster strikes your office, you'll want to have a reliable record of your data to fall back on.
3.	At the end of your fiscal year, make an archive copy of your data to keep off the premises.

Restoring Data from a Backup Copy
If you have created a backup copy of your company data, you can bring the backup copy back into QuickBooks by using the Restore command. Restore creates a new QuickBooks company using the data from the backup copy. You may need to do this if one of the following has occurred:

	• Your working data has been damaged.
	• Your hard drive has malfunctioned.
	• You need to put the data on another computer.
	• You want your data to revert to the state it was in at an earlier date.
1.	Once you have opened QuickBooks, put the 3.5-inch disk in your A: drive. If the backup copy is on several disks, insert the first disk in the disk drive
2.	From the "File" menu, choose "Restore".
3.	Click "OK" to confirm that you want to close the current company.
	• QuickBooks asks you this question because you cannot have two company files open at the same time.
4.	In the "Restore Company Backup" window, select the filename and location from the "Get Company Backup from" section For Quickbooks 2001, 2000, 1999:   If the name of the backup file does not appear in the "Restore From" window, use the drop-down list to choose the location that contains the backup copy (i.e. the A: drive). Click on the name of your backup to highlight it, and click "Open".   • Note: The backup file will have a ".QBB" extension.
5.	Next, select the location and name to restore your company to from the "Restore company Backup to" section". For Quickbooks 2001, 2000, 1999:   In the "Restored To" window, enter a name for the new company file in the "File Name" field.   • (Optional) If you want the new company file to be in a different location than where you installed QuickBooks, choose the location where you want to put the file.
6.	After all filenames have been selected, click on restore. For Quickbooks 2001, 2000, 1999:   Click "Save".
7.	Respond to any messages QuickBooks may display. If QuickBooks finds a company file with the same name in the folder you specified, QuickBooks asks you if you want to replace the existing file. If you click "Replace", QuickBooks erases the existing file from your hard disk and replaces it with the file you are restoring. To be absolutely safe, click "Cancel" and give the file you are restoring a different name.
	• If your backup file spreads over more than one disk, QuickBooks will ask you to insert the next disk when it is finished with the first one.