QuickBooks Backup - 4 Ways to Backup And Restore QuickBooks Data Files

1. The QuickBooks Backup Process - Advantages and Disadvantages

Perhaps the best place to start is with a simple question - where is my QuickBooks data? The default location for QuickBooks data files is not your normal documents folder (usually "My Documents"). QuickBooks configures the location of your data files to a folder that is easily shared in the event that you employ a multi-user version of the application. The default location for these data files is as follows:

• Windows 7 or Vista - C:UsersPublicDocumentsIntuitQuickBooksCompany Files
• Windows XP - C:Documents and SettingsAll UsersDocumentsIntuitQuickBooksCompany Files

There are several backup options. Reviewing their pros and cons prior to utilizing them is wise. One option is backing up to a local file. Users of QuickBooks are familiar with this option. Shutting down the QuickBooks application causes a question to appear asking whether to backup the QuickBooks data to file. With a USB flash memory drive connected, you can easily select this device and QuickBooks will copy an archive of your company file(s) to the device.

Advantages

• Simple - With an external USB flash memory device connected, the QuickBooks software takes care of the rest Quick the process only takes a moment
• Convenient - After QuickBooks exits, unplug the USB flash memory device and take it with you

Disadvantages

• Incomplete - What are not included in this method are files such as invoice templates
• Untimely - Depending on usage, QuickBooks users may leave the application running for extended periods
• Active - Requires you to take an action step, such as connecting the external USB device, when you may not have time

2. Scheduled Backup Applications

Traditional backup applications are designed to back up files at a time when the computer is not in use. This is frequently referred to as nightly backup, and aside from ensuring the computer is left on at such a time, the user is responsible for identifying which files should be backed up. The term backup set is typically used to identify the set of files and folders that the application should copy to an alternate location, such as an external hard disk drive, tape drives, or network shared folder.

Advantages

• Familiar - The features of this type of backup application, along with shortcomings, are understood
• Inexpensive - Some software applications are freely available and possibly incorporated into Windows itself

Disadvantages

• Configuration - Requires you to become familiar with the location and types of files that need to be backed up
• Incomplete - While you may have selected the appropriate items, it is difficult to be certain
• Unreliable - Many people find applications stop functioning when storage becomes full or issues arise with the quality of the storage media (tape drives in particular)

3. Automatic And Continuous Data Protection Backup

With automatic and continuous data protection, files that change are backed up almost immediately. This ensures that any and all work performed throughout the day is captured moments after data is saved. In addition, all your files are backed up, eliminating the need to assess which files and folders should be included. With automatic storage management, the external hard disk drive or network storage location is monitored and maintained in an ongoing fashion. Newer backup applications bring convenience and reliability to the backup process.

Advantages

• Reliability - With ongoing storage management, backups continue indefinitely continued without need for maintenance
• Responsive - Data is backed up almost immediately, preventing data loss
• Simple - Configuration and maintenance free, leaving you time for productive work

Disadvantages

• Capacity requires more backup storage capacity than some applications

4. Online Backup - A Relatively New Trend

Online backup entails backing up data through the internet to a third party facility for a monthly subscription. QuickBooks users have the option to purchase such a subscription from Intuit, the company behind QuickBooks. This type of service typically includes a software application that is installed on the computer and backs up according to a schedule. With some configuration, along with a user name and password, the QuickBooks data files can be backed up nightly or on a schedule you determine. Not only does this service back up your data files, it keeps those items stored off-site, facilitating disaster recovery in the case of fire or flood.

Advantages

• Cost - Low up-front costs are appealing, but the recurring fees add up
• Security - Encryption is good for transfer and storage of data

Disadvantages

• Control - Data stored at a third party facility is out of your control
• Configuration - Requires you to become familiar with the location and types of files that need to be backed up
• Incomplete - Only the files you select are backed up, not the entire computer

The QuickBooks Restore Process

Occasionally, you may find that QuickBooks data files need to be recovered from backup to overcome data corruption, computer loss, or even data migration to a new computer. Restoring from a QuickBooks local backup file is straightforward. If you have the backup file created on your USB flash memory device, you may utilize the QuickBooks feature for restoring a company. These steps are as follows:

1. Open the QuickBooks application
2. Click "File" -> "Open or Restore a Company"
3. Click to select "Restore a Backup Copy" and click "Next"
4. Click to select "Local Backup" and click "Next"
5. Click the "Look In" drop-down list and select the location of your backup file (probably the drive letter for your USB flash memory device)
6. Click to select the company file backup file ending in ".qbb" (e.g. "Acme Corporation.qbb")
7. Click "Open"
8. Click "Next"
9. Click the "Save In" drop down list and select the appropriate location (the default location is recommended)
10. Enter a new company name, perhaps including a date to easily identify it in the future and prevent overwriting any existing files
11. Ensure the extension is set to ".qbw" and click "Save"

If the backup data file is not in the form of a local backup file created by QuickBooks application, then you will need to restore the company data file from the backup storage to the computer. Locating the data file may require browsing or searching for the item. Again, the default location for QuickBooks data files is not your normal documents folder ("My Documents"), but rather as shown below:

1. Windows 7 or Vista - C:UsersPublicDocumentsIntuitQuickBooksCompany Filessssss
2. Windows XP - C:Documents and SettingsAll UsersDocumentsIntuitQuickBooksCompany Files

Regardless of the backup method used, it is necessary to locate and restore (copy) the appropriate files from the backup location to the computer and locate the copied file in the location specified above. For the purpose of illustration, assume the company name is "Acme Corporation" and the QuickBooks file name is "Acme Corporation.qbw" in the steps shown below:

1. Utilizing your backup software method for restoring files, locate and restore (copy) the data file for your company (e.g. C:UsersPublicDocumentsIntuitQuickbooksCompany FilesAcme Corporation.qbw) to your Desktop
2. If QuickBooks is not already installed, install the application from your CD or download
3. Open a "Computer" ("My Computer" in Windows XP) window
4. Browse to the location for QuickBooks data (e.g. C:UsersPublicDocumentsIntuitQuickBooksCompany Files)
5. Create a new folder and name it "old"
6. Drag-and-drop the current company QuickBooks data file (e.g. Acme Corporation.qbw) onto the new folder icon "old"
7. Drag-and-drop the company QuickBooks data file from Step 1 into the "Company Files" folder
8. Launch the QuickBooks application and attempt to open the company

In the event that you need to recover QuickBooks data files from backup to a computer that does not have the QuickBooks application already installed, there are additional files that represent data for other features of QuickBooks. For example, invoice templates and various correspondence files reside in different folders that typically reside within the "Company Files" folder. Restoring the complete set of files and folders into the "C:UsersPublicDocumentsIntuitQuickBooksCompany Files" folder is all that is necessary in most cases to become productive again.

If you find the steps outlined above daunting, don't panic, there are other options. With QuickBooks (and Quicken), each and every entry for financial transactions is saved to disk. An ongoing, intelligent backup solution will be able to harness that imbedded capability, saving time and energy. The new generation of backup solutions has further minimized disruptive behavior and increased backup frequency and accuracy. So even though the simple and inexpensive nature of manual backups to flash drives may seem alluring, all businesses and individuals can benefit from investigating the modern, intelligent backup options available.