All About Backing Up
If you've ever lost data to a disk failure or crash, we know you already back up your files religiously. If you haven't had the misfortune, don't wait for disaster to strike before you start making regular backups. This page is mainly about the generic Microsoft Backup software that comes with Windows 95, Windows 98 and Windows NT. It will give you basic coverage, but will not allow you to do things such as scheduling automated backups.
There are other backup solutions, but each one of those need to be dealt with on an individual basis. The type of software that are out there for backups range from fifty dollars to several thousand dollars, some of it can backup to CD's, some to tape drives, some to Jaz and Zip drives, and there is even some that backup to an off site location via the internet.
This page is designed to help you decide when, how, and
what to back up — to make sure no important data slips through the cracks — and
we'll help you streamline the process.
What to Back Up
Not all files need to be backed up. Copying your entire hard disk is time-consuming and
uses a lot of floppies. Follow the tips below to create a backup routine that includes
only files that can't be replaced.
Files You Need to Back Up
You should back up any files that you create or modify. These include:
Documents and Data
All the files stored in your My Documents or personal
folders, as well as any other folders you've created for your work. Only you know what
these files are and where you keep them.
E-mail Messages
If you use Microsoft Outlook messaging and collaboration
client or Microsoft Exchange, all your messages, tasks, and calendar data are stored in a
personal folder file (.pst). If you use Outlook Express, each mail folder in your Inbox
exists as a message file (.mbx) and an index file (.idx); for example, Inbox.mbx and
Inbox.idx.
Address Book
Your list of names and addresses may be one of the most important items you back up. Your contacts list is stored in a personal address book file (.pab), usually located in the Exchange folder.
Favorites
If you use Microsoft Internet Explorer, each favorite is
saved as an Internet shortcut file in a folder called Favorites, usually located in the
Windows folder. There may be one or more folders within the Favorites folder. To back up
your Favorites, simply copy the files or folders containing your Internet shortcuts to
your backup disk.
System settings
You can save yourself hours of tweaking by backing up any
changes you've made to your system, such as desktop backgrounds, desktop shortcuts, folder
preferences, etc., as well as certain preferences and options for your favorite programs.
If you're running Windows 95 or 98, these settings are stored in your Windows Registry,
along with other important information about your hardware and software configuration. To
safeguard your registry and user settings, back up the files User.dat, System.dat,
Config.sys, Autoexec.bat, Win.ini, System.ini, and the drivers for your CD-ROM drive (all
should be found in the Windows folder). You should also copy these files to a folder on
your emergency startup disk (see Crash Recovery).
Templates
If you've created custom templates, dictionaries, stationery, or other items for your
Microsoft Office programs, you'll want to find them and back them up as well. Microsoft
Word keeps track of certain options (including default fonts and page sizes) in
Normal.dot, so be sure to include that file on your list. Unless you've changed the file
locations intentionally, find your templates in the /Program Files/Office/Templates
folder.
Crash Recovery
When you install a Windows operating system, you're given the option of creating a Startup
Disk. This is a very good idea — a Startup Disk enables you to start your computer in
case your system files become corrupted; without it, you may have no way to start your
computer and copy off the files you need most.
If you opted not to create a Startup Disk when you installed Windows, you can do it right
now:
Files You Don't Need to Back Up
Many files do not need to be backed up. You can save yourself time and lots of storage if
you keep track
of the original source disks or installation disks for:
Operating Systems (Windows 95, Windows 98, Windows NT, etc.)
Programs and applications, including default templates
Fonts
Hardware drivers
When to Back Up
How often you should back up is a matter of personal preference. A better question might
be "How much data can you afford to lose?" If you back up only once a year, an
entire year's worth of files could be at risk. Back up everyday, and you'll never lose
more than a day's work. Weigh the effort required to complete a backup against the effort
required to retype your novel or rebalance your checkbook, and pick an interval that works
for you.
A few specific occasions
warrant a backup:
Always back up your files before defragmenting a hard disk or performing major repair.
Back up system files when your system is running well so you have a copy of system
settings that work. Back up system settings after you make major modifications and
after adding or removing hardware so you have a snapshot of your current configuration.
Types of Backups
There are a few levels of backup, each providing a different degree of security. To decide
which level is right for you, consider the dangers you're protecting against. We
recommend backing up any important files to floppy disks, as described in the third point
below.
The simplest way to back up work in progress is to save
early and often. This is usually adequate protection against power failures and accidental
deletions. Many programs like Microsoft Word includean AutoSave feature that saves your
file every few minutes. (You'll find the settings for this feature in Microsoft Word by
clicking Options from the Tools menu, then clicking the Save tab.)
The most common disk error occurs when a single file becomes corrupted. To protect against
this, you can simply create copies of your important files somewhere on the same disk, for
example, in a folder called Backups. Some programs can be set to perform automatic
backups. (For example, you can set Microsoft Word to create a backup copy every time you
open a file.)
For the highest level of protection, back up your files to external media such as a floppy
drive or a removable disk. This protects your files from hard disk crashes and keeps them
safe in case your computer is stolen or damaged beyond repair. If you're worried about
fire, you'll want to save your files to an external medium and store them in another
building.
No Excuses: The Windows 95 and
Windows 98 Backup Utility
Windows 95 includes a built-in backup utility that makes it easy to back up important
files or your entire
hard disk. The backup utility includes features that let you select which files are backed
up and
streamlines the process. When you start Backup, the contents of your computer, including
all drives, are displayed in an Explorer-like view. You simply check the folders and files
you want to back up, and
select a destination disk.
Backup can also save you time by performing an incremental backup, which compares the
files on your
computer with those on the backup disk and backs up only the files that have changed. You
can also
create filters that select specific types of files or files created between certain dates.
The names of the files you select are stored as a file set (.set file). You can create
several file sets — for
example, keep separate sets for personal files, system files, and financial records —
and then back up
each set independently to a separate disk. When you're ready to back up a file set, simply
drag the icon
for the set onto the Backup icon, and let Backup take over. It's so easy, you have no
excuse not to back
up your files!
To start the Backup
1.On the Start menu, point to Programs, point to Accessories, point to System Tools, and
click Backup.