Backing up Windows 2000/XP PC

Backing Up: General

• When to Back Up


• Finding/Organizing Files


• Preparing Back-Up Disks


• Writing Data to a Disk


• Verifying Files Have Been Copied

Backing Up: Quick and Easy

• My Documents and Desktop


• Internet Explorer Favorites


• Firefox Bookmarks


• Netscape Bookmarks

Backing Up: Special

• Outlook Mail (Express, 2002/XP, 97)


• Eudora Mail


• Word Settings (2003/2002/XP/97)


• Palm Desktop User Folder


• Dreamweaver Configuration Folder

• Many users routinely store files on the Desktop and in My Documents
• Files saved on the Desktop are not saved in My Documents. When backing up make sure to copy all of these files.
• Make sure to Organize Your Files for an easier transition.


• Using programs to find files
• Open the program that you created the file in. Most programs have a list of the most recent files you have worked on. Go to the File Menu. At the bottom of the menu before Exit or Quit may be a list of recent documents. Select one of the recent documents. This should open the document. Go to File > Save As. Note the location in the Save in: field. Click Cancel. Exit the program. This is where your file was saved. Go to that location on your hard drive and see if any of your files are there.
• Open the program that you created the file in. Create and save a new file.Note the location in the Save in: field. Click Cancel. Exit the program. This is the default or the last location that files were saved to. Go to that location on your hard drive and see if any of your files are there.


• Use Find to search for files
• if you know the name of the file, you may want to do a search to find it on your hard drive.
• To do a search on a Windows 2000 or XP PC, go to the Start Menu > Search, then select All files and folders. Type the name of file into the 'Search for files or folders named:' field. Click on Search Now. in the right half of the window, a list of matching files and the paths to where the files are stored will appear.

1. Save your work and exit all open applications.


2. Find all the documents you have created using applications such as Word, Excel, Powerpoint, FileMaker, Dreamweaver, Fireworks, Flash etc. Move them all into one main folder and then organize them into subfolders. [Most PC users prefer to store their files in the My Documents folder.]


3. Organizing your files will help the back up go more smoothly and quickly. After you have decided which files you will want to back up, you should create a new folder in the C: drive of your computer. You may want to use the folder called My Documents or create a new one dedicated to backing up. Then you should move/copy* those files into this folder.

You may want to create additional subfolders in your main folder to sort your files into. You may want to sort your files by subject. For example, if you had several files for one class, you can create a subfolder and name it to reflect the class name, ie CS110. Or you may want to sort your files by the time of year. For example, you can make a folder containing all your files for a semester, and then name the folder the semester and the year, ie Spring 2002. Or you may want to use a combination of these two methods. There are many ways to sort your files. You should sort your files in a way that makes the most sense to you.

*Do not copy program files or applications.
internet Explorer favorites should be exported.
Eudora files, Outlook files, Netscape bookmarks, and Palm Desktop user folders should be copied. Moving these files/folders can cause your data to not appear in the application.


4. if you use specialized academic or departmental software not provided by information Services, do not attempt to back up the application itself; you should, however, back up any data files you have created using the application. if your computer is to undergo a software upgrade or be replaced, please call the Help Desk at x3333 for assistance in determining whether the application will be compatible with your new system. [For a complete listing of standard software provided by information Services, see the Wellesley PC documentation.]

Preparing CDR/RW's

• CDR stands for CD Recordable. Data can only be written (ie, copied) once to a CDR and CDR can be used on any computer with a CD-ROM drive.
• CDRWs stands for CD Re-Writable. Data can be written and erased much like a flash drive. However, not all CD-ROM drives can read CDRWs. Therefore, CDRWs may be limited to computers less than 5 years old. Make sure you have enough new, blank disks to back up all your work. If you are using preformatted disks, choose disks that are formatted for the PC. To erase a CDRW in Windows XP SP2 see http://www.wellesley.edu/Computing/CDXP/.

Preparing Flash Drives

• Make sure the disks are the right size for your Flash Drive. The size is indicated on the front panel of the drive. A 100 MB drive can use only 100 MB disks. A 250 MB drive can use 100 MB and 250 MB disks. A 750 MB drive can use 250 MB and 750 MB disks.
• If you are using a portable Flash drive, connect the SCSI drive or USB drive to your computer.
• If your disks are not preformatted for the PC, format them now.

To format a Flash drive:
1. Insert the drive into the USB Port.
2. Double-click on the My Computer icon on your desktop.
3. In the My Computer window, click once on the icon for your flash drive to highlight it.
4. From the File menu, choose Format.
5. Under Format Options, select Short Format.
6. Click Start.
7. A warning will appear that formatting will erase the drive. Click OK.
8. When the format is complete, click OK.
9. Click Close.
10. Eject the Flash drive.
    

1. Insert a properly formatted CD or flash drive into the appropriate drive or port.
2. Note: if the My Documents folder appears on your desktop, DO NOT copy it from the desktop onto your backup disk. This will only create a shortcut on your back-up disk. instead, double-click on the My Documents folder. Go to Edit menu and choose Select All. Then drag the items over your back-up disk. The icon on the left in the image below is simply a shortcut to the actual folder to the right.

   

3. If you are backing up to CD/DVD:
   For Windows XP with SP2 you can burn using the built in CD burning function. Drag the folder that you have saved all your backed up data on into the CD window. Then follow the instructions to write them to the CD.

If your computer has a DVD-RW drive (written as DVD R/RW on the front) you may also save to a DVD-R/RW which hold about 4.7 G of data. See the Nero documentation for instructions on how to use this drive.

Older (2000 / XP SP1) machines may need to use Easy CD Creator: http://www.wellesley.edu/Computing/Adaptec/ (The location of the program may be different. To search for the program, go to the Start Menu > Search > Files or Folders... Type in Easy CD Creator. Click Search Now.)

At Step 4 in the instructions to burn a CD, drag your back up folder(s) into the Easy-CD Pro Data track window described.

If you use the following applications: Word 2003/2002/XP, Word 97, Internet Explorer, Firefox, Netscape, Dreamweaver, FirstClass, Eudora, Outlook Express, Outlook 2002/XP, Outlook 97 and/or Palm Desktop, use the instructions for each program in the sections below to back up except drag the files or folders into the Easy-CD Pro Data track window.

Then continue with the instructions to burn a CD.

If you are backing up to flash drive:
1. Double-click on the My Computer icon on your desktop.
2. In the My Computer window, double-click on the C: icon to view the contents of your hard drive.
3. Find the first folder containing your documents. Drag the folder from your hard drive onto the icon for your flash drive in the My Computer window. When the flash drive icon turns dark, release the mouse button to drop the folder onto your back-up disk.
4. If you receive a message that the disk is full, eject your back-up disk, insert another, and click OK.


4. Continue dragging folders onto your back-up disk, inserting new disks as needed, until you have copied all the folders containing your documents. Make sure to copy any individual files or folders stored on your desktop. Copy only folders and documents you have created; do not copy program files or shortcuts.
5. When you have finished, eject your last back-up disk and close all open windows.
6. Label each disk with your name, the date, and the contents.

1. Insert your first back-up disk into the appropriate drive in another PC.
2. Double-click on the My Computer icon on the desktop.
3. Double-click on the icon for your CD or flash drive in the My Computer window.
4. Make sure that the files and folders you have copied onto the disk appear in the CD or flash drive window. Make sure that there isn't a little arrow in the lower left corner of the file icon, because that means this is a shortcut. A shortcut isn't the actual file, but instead points to another place on your computer where the actual file is. try opening a few.
5. Close the disk window and eject your disk.
6. Repeat with each back-up disk.
7. When you have finished, close all open windows.

If you use Eudora, you must also back up all the mail files stored on your hard drive.

1. Insert a properly formatted flash drive into the appropriate drive.
2. Double-click on the My Computer icon.
3. Double-click on the C: icon.
4. Open the Eudora folder.
5. Drag the Attach folder, the files labeled nndbase.txt, nndbase.toc, in.mbx, in.toc, Out.mbx, and Out.toc, and any other files with the extensions .toc and .mbx from the Eudora folder onto your flash drive.
6. Close all open windows.
.

If multiple people use Eudora, you must navigate to their mail directory and then save their mail files.
Note: You may need administrator access, depending on where the user has the mail directory.

To find multiple users' mail directories and back up:

1. Go to My Computer > C: > Document and Settings > Username folder > Desktop.
2. Find and click once the Eudora shortcut.
3. Go to the File menu > Properties.
4. In the Target field, after c:\Eudora\eudora.exe, is the location of the mail directory. Navigate to this location.
5. Drag the Attach folder, the files with the extensions .toc and .mbx, and the file labeled nndbase.txt if it exists from the Eudora folder onto your flash drive.
6. Repeat for each user.
7. Close all open windows.

If you use Internet Explorer, you may want to back up your favorites.

To back up the computer's current user's favorites:

1. Insert a properly formatted CD or flash drive into the appropriate drive or port.
2. Open Internet Explorer.
3. Go to File > Import and Export...
4. The Import/Export Wizard window will open up. Click Next.
5. In the 'Choose an action to perform' section, select Export Favorites.
6. Click Next.
7. Under 'Export Favorites Source Folder', select Favorites to be the folder that you will be exporting.
8. Click Next.
9. You will be asked for the destination of your favorites. Select Export to a File or Address.
10. Click Browse...
11. A Save window will open. In the drop-down menu next to Save In, select Desktop.
12. in the field 'File name', type in Favorites.html. Make sure the save as type is selected as html files.
13. Click Save.
14. Click Next.
15. You have finished the import/export wizard. Click Finish.
16. You will be told that it was successfully exported. Click Ok.
17. Quit out of internet Explorer by going to File > Close.
18. Drag the Favorites.html file on your desktop to your back-up disk.

To save multiple users' favorites:
Note: You will need administrator access.

1. Insert a properly formatted CD or flash drive into the appropriate drive or port.
2. Go to My Computer > C: > Documents and Settings.
3. Double-click a user folder.
4. Drag the Favorites folder to the disk.
5. Repeat for each user.

1. Open up the Bookmarks Manager window by going to Bookmarks > Manage Bookmarks.
2. Go to File > Export.
3. In the new window, navigate to where you want to save the bookmarks, and save it as bookmarks.html. Make sure that it is saved as an html file.
4. Click Save.
   

To back up bookmarks in Netscape Communicator 4.05 or higher:

1. Insert a properly formatted flash drive into the appropriate drive.
2. Open Netscape.
3. Go to Communicator > Bookmarks > Edit Bookmarks to open the bookmarks file.
4. Go to File > Save As.
5. Navigate to your flash drive.
6. Click Save.
7. Close Netscape by going to File > Close.

Word 2003/2002/XP settings are saved in hidden folders. You may need to set the folder option to show hidden folders and files.

If multiple people use this computer, you will administrator access to enter each of the users' folder and to back them up. Follow the directions below for each user folder.

To show hidden folders and files:

1. Go to the Start menu > Settings > Control Panel > Folders Options.
2. Click on the View tab.
3. Under hidden files, make sure that Show hidden files and folders is checked.
4. Click Apply.
5. Click OK.

To back up Word 2003/2002/XP settings:

1. Insert a properly formatted flash drive into the appropriate drive.
2. Double-click the My Computer icon.
3. Double-click the C: icon.
4. Double-click on Documents and Settings.
5. Double-click the folder with your username.
6. Double-click on Application Data.
7. Double-click on Microsoft.
8. If the Templates and/or Proof folders are there, drag them to the disk.
9. Close all open windows.

If you have customized your default Word template and/or added words to the Word dictionary, you should backup these files.

To back up customized Word templates:

1. Insert a properly formatted flash drive into the appropriate drive.
2. Double-click the My Computer icon.
3. Double-click the C: icon.
4. Double-click Program Files.
5. Double-click MS Office.
6. Double-click Templates.
7. Drag Normal.dot to the disk. if you have created other templates, also drag them to the disk.
8. Close all open windows

To back up customized Word dictionaries:

1. Insert a properly formatted flash drive into the appropriate drive.
2. Double-click the My Computer icon.
3. Double-click the C: icon.
4. Double-click WiNNT.
5. Double-click msapps.
6. If there is a Proof folder, drag it to the back-up disk.
7. Close all open windows.

Although Wellesley College does not recommend or support the use of Outlook or Outlook Express due to the vulnerability to Virus attacks, we provide the following instructions to assist you in the backup required to refresh your computer.

Wellesley College supports FirstClass as its primary email and online conference program. it is possible to redirect your email back into your FirstClass account. You can read and store your email in FirstClass. To learn more about FirstClass, see Getting Started With FirstClass.

Outlook Express mail cannot be exported out into one file. Each message must be dragged from the program onto the hard drive to be stored.

If multiple people use this program, each user must log into Outlook Express and follow these instructions to save their email.

1. Create a folder on the desktop and name it Outlook Express Backup. This folder will contain all your Outlook Express mail.
2. Open the Outlook Express Backup folder.
3. Open Outlook Express.
4. Arrange the Outlook Express window and the Outlook Backup folder window, so you can see both at the same time.
5. Within the Outlook Backup folder, create a folder and name it inbox.
6. In Outlook Express, in the upper left section titled Folders, click on the inbox folder.
7. Click in the upper right section where your messages are located.
8. Go to the Edit Menu > Select All.
9. Drag the highlighted messages over the inbox folder within the Outlook Backup folder window. When the inbox folder darkens, release the mouse button. Now, the messages will begin copying over into that folder. (You may run into problems if messages have the same subject. Save these messages into a different folder.)
10. If you have messages in the other folders within Outlook Express, you will need to repeat these directions from Step 5 for each of these folders. Name the new folder in the Outlook Backup folder the same name as the folder within Outlook Express. We recommend backing up the following folders: inbox, Outbox, Sent items, Deleted items, Drafts and any other folders you have created.
11. Once you have finished copying all your messages into corresponding back up folders, exit Outlook Express.
12. Insert a properly formatted flash drive into the appropriate drive.
13. Double-click on the My Computer icon.
14. Drag your Outlook Express Backup folder from your computer onto your flash drive.
15. Close all windows.

Although Wellesley College does not recommend or support the use of Outlook or Outlook Express due to the vulnerability to Virus attacks, we provide the following instructions to assist you in the backup required to refresh your computer.

Wellesley College supports FirstClass as its primary email and online conference program. it is possible to redirect your email back into your FirstClass account. You can read and store your email in FirstClass. To learn more about FirstClass, see Getting Started With FirstClass.

If multiple people use this program, each user must log into Outlook and follow these instructions to save their messages, calendar, address book and other information stored in Outlook.

1. Insert a properly formatted flash drive into the appropriate drive.
2. Open Outlook 2002/XP.
3. Go to the File Menu > Import and Export...
4. Select Export to a file.
5. Click Next.
6. Select Personal Folder file (.pst).
7. Click Next.
8. Select Personal Folders.
9. Make sure that include subfolders is checked.
10. Click Next.
11. You will be asked where to save the exported file. Click Browse.
12. in the pulldown menu next to the field ‘Save in:,’ select Desktop.
13. Make sure that the file will be saved as backup.pst.
14. Click OK.
15. Click Finish.
16. Click OK.
17. Quit Outlook.
18. Double-click on the My Computer icon.
19. Drag the backup.pst from the desktop onto your flash drive.
20. Close all open windows.

Although Wellesley College does not recommend or support the use of Outlook or Outlook Express due to the vulnerability to Virus attacks, we provide the following instructions to assist you in the backup required to refresh your computer.

Wellesley College supports FirstClass as its primary email and online conference program. it is possible to redirect your email back into your FirstClass account. You can read and store your email in FirstClass. To learn more about FirstClass, see Getting Started With FirstClass.

If multiple people use this program, each user must log into Outlook and follow these instructions to save their messages, calendar, address book and other information stored in Outlook.

1. Insert a properly formatted flash drive into the appropriate drive.
2. Open Outlook 97.
3. Go to the File Menu > import and Export…
4. Select Export to a personal folder file(.pst).
5. Click Next.
6. Select Personal Folders.
7. Make sure that include subfolders is checked.
8. Click Next.
9. You will be asked where to save the exported file. Click Browse.
10. In the pulldown menu next to the field ‘Save in:,’ select Desktop.
11. Click OK.
12. Under Options, make sure that the file will be saved as backup.pst and that Replace duplicates items is exported is selected.
13. Click Finish.
14. Quit Outlook.
15. Double-click on the My Computer icon.
16. Drag the backup.pst from the desktop onto your flash drive.
17. Close all open windows.

If you have customized settings in Dreamweaver such as site definitions or additional extensions, you will want to back up your Dreamweaver configuration folder.

1. Insert a properly formatted flash drive into the appropriate drive.
2. On your desktop, double-click the My Computer icon.
3. In the My Computer window, double-click the C: icon.
4. Open the Program Files folder.
5. Open the Macromedia folder
6. Open the Dreamweaver 3 folder.
7. Drag the Configuration folder onto your flash drive.
8. Close all open windows.

If you have a Palm and sync it with your computer, you may want to consider backing up your user folder if you have archives of data not on your Palm or to protect against losing all data on your computer and Palm at the same time. If you sync with Meeting Maker, you may want to only back up programs and other items that you do not sync with Meeting Maker.

If multiple people use this computer, in step 6, copy all the folders labeled with usernames.

1. Sync your Palm with your computer.
2. Insert a properly formatted flash drive into the appropriate drive.
3. Double-click on the My Computer icon.
4. In the My Computer window, double-click on the C: icon.
5. Open the Palm folder.
6. Drag, onto your flash drive, the folder labeled with your username. [Palm Desktop uses the user name to title the user folder. The label usually begins with the second word of the user name and then the first letter of the first word.] Do not copy the folders Add-on, Helpnote, Template, Themes, Update.
7. If you sync with Meeting Maker, you will need to delete the Meeting Maker configurations to prevent duplicates when you restore your palm user folder.
1. In the My Computer window, double-click on the icon for your Zip drive or CD drive to view the contents of your back-up disk.
2. Open the user folder.
3. Delete the mmcond folder.
4. Double-click on the Backup folder.
5. Delete the following files if they exist:
• mmcaddr.pdb
• mmctodo.pdb
• mmcdate.pdb
8. Close all open windows and eject your back-up disk.