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Curious About Backup

We are running QB2000 and Windows 98SE. When we select "Backup", a window comes up saying "(File) already exists. Do you want to replace it?". We select "Yes". When we open the disk, there is a whole bunch of files stored there. There are three types of files. For every backup file there appears to be a matching date code numbered file. Then there is always a single file named the same as the company file. If we select "Yes - Replace it", why do we keep storing new back ups? Is the backup function working as it should? Are we doing something wrong? It's not really a problem. We just worry that if we are doing something wrong, are we also corrupting the backup? All ideas, suggestions, and comments will be greatly appreciated. Thanks, K.

Reply to
kthr33
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You should get three files with each backup. Assuming your company file name is XYZ Widgets and you do a backup today you should have the following three files:

XYZ Widgets.QBB

20050512.001 Volume 1 of QuickBooks Backup on 5-12-2005.qbi

The only file you need, assuming your QBB file does not span multiple disks is the QBB file. I just erase the others. Each of these, other than the QBB file that is, is zero bytes long, so they have no data. I have restored from only the QBB file and have sent only the QBB file to my accountant for his review.

Let me also suggest that you DO NOT just overwrite your old backup file. Each day I give my backup file a new name based on the date:

XYZ Widgets 050510.QBB XYZ Widgets 050511.QBB XYZ Widgets 050512.QBB

and so on. You can easily add the date and then change it each day in the window that pops up asking you to confirm the name and location of the backup file. Of course, your backup set will grow until it takes over your disk. You can either deleted the OLD versions of the QBB files, or archive them on CD-ROM and then delete them from your backup location. In any case, keep at least five generations of your backup file in case something goes wrong.

Finally, your backup files should NOT be in the same drive where you keep QB. Use a separate drive, a ZIP drive, USB drive, external hard drive, etc. That way, if your main computer dies you will have the backup files available.

-- Vic Roberts Replace xxx with vdr in e-mail address.

Reply to
Victor Roberts

Exactly what he said. In laymens terms if you are saving a file with the same exact file name it is always gonna say file exist do you want to replace...even if it is a recipe for chocolate chip cookies. You have to rename the new file ..with the date is best (to be able to track it). Definetly save it to a cd or zip etc. In case you are not sure how to do this...when you click back up it has a space where to save this file to click search and then select either you cd/r drive or your other hard drive etc.....if it is the cd/r then click on it, ok, next open it up and click write these files to the cd. good luck!!

Reply to
j&r

Victor, j&r, Thanks. Not only did you thoroughly answer my questions, you answered questions I didn't ask but wish I had. But most of all Thank You for a clear, concise explanation that this uneducated, computerly challenged, pushed-into-bookeeper can understand. K.

Reply to
kthr33

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