Are you an entrepreneur or a bookkeeper using QuickBooks desktop software? Are you creating backups to save your data in the event of a computer crash? I highly recommend that every time you do bookkeeping in your file you create a backup that can easily be restored in the event of data loss or corruption. So how do you do this?
Below is a video that will give you step-by-step instructions on how to create the backup. Please note that I used QuickBooks 2015 PRO, so if you have a different version, yours may be slightly different (QuickBooks updates the names of tabs in their software periodically).
If you prefer written step-by-step instructions, here is the process:
- Go to File>Back Up Company>Create Local Backup
- Choose Local Backup (and if you need to map where the file is saved, click Options)
- If you click Options, browse to the location where the file will be saved)
- If you clicked Options to set up the backup, you may want to change the default number of copies to 1 (I only save the most recent) but it’s up to you how many copies you want to save
- To save your Options, hit OK.
- If you are saving to the same computer where your data file is located, you will receive a warning asking if you want to save to this location or another. Choose Use This Location. If you are saving to a remote computer, you may receive a message stating the file is stored on a remote computer and not all files may be able to backup (custom icons, templates, etc). Click OK to proceed.
- A drop-down will appear to select where the file should be saved (most likely the option you chose in an earlier step. If it’s the first time saving, you may still need to navigate to the proper location).
- QuickBooks will auto-name the file. I don’t suggest changing this unless there is a reason to do so (it will give you the QuickBooks file name as well as the date and time the backup is created which is very helpful, especially if you keep more than 1 backup).
- Hit save
- QuickBooks will prepare the backup, verify data integrity, and then create the backup file. Once completed, you’ll receive a message that says the backup was created. If you have reached the maximum number of backup files to save, you will receive a message that says the number of backup files has been reached. Is it OK to delete the oldest backup now? Select Yes, delete.
That’s it. Your file has been saved. If you ever have an issue with your data file, you have the most recent work saved and the file can be restored. Just remember to always back up your data when work is completed to prevent any data loss.
If you prefer to have assistance with your bookkeeping, we are here to help! We can be reached at 310-534-5577 or [email protected].
