Backing Up

This document explains how to Manually back up files on your Windows PC for protection against data loss, in preparation for repairs and upgrades, or in preparation for moving to another Windows PC.  For information on the automated backup solution, CrashPlan, please click here.

If you use custom Dreamweaver or Photoshop settings, custom Office dictionaries, Outlook, Crystal Reports, a hand-held device (Palm Pilot, iPhone, Blackberry, etc.), Eudora, FileMaker, or any other specialized software, please contact the Help Desk at x3333 for assistance.

When to Back Up

  • To protect yourself against accidental data loss, you should back up your files according to a regular schedule (e.g., every Friday afternoon). Be careful not to save older files over newer ones when doing a complete backup.
  • Before your computer is repaired or upgraded.
  • Before you get a new computer. If you are moving to a different computer, you must back up any files that need to be transferred to your new machine. All files left on the hard drive of your old computer will be lost.

How to Back Up

Backing Up Manually

  • To begin, choose a location to back up your files to. LTS recommends the use of flash drives and external hard drives over CDs and DVDs to expedite the backup process. If you are a faculty or staff member, LTS can lend you an external hard drive for you to use - files can be saved on it for up to a week. If you have access to a network drive, you can also use this process to backup to that network location. Check the documentation on connecting to a network drive here . Call x3333 if you have any questions about backing up.
  • Double-click on the My Computer icon on your desktop.
  • In the My Computer window, double-click on the C: icon to view the contents of your hard drive.
  • 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.
    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 the Edit menu and choose Select All. Then drag the items over your back-up disk. The black arrow in the white box in the bottom the left of the image below is simply a shortcut to a folder and not the actual files, which are still only on the hard drive.

  • If you receive a message that the disk is full, eject your back-up disk, insert another, and click OK.

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.

After you have finished copying files, verify your backup by inserting your flash drive or external hard drive into another computer. Check to make sure that everything you copied was transferred correctly.

Backing Up Internet Explorer Favorites

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

  1. Insert a flash drive or external hard drive into the USB port.
  2. Go to My Computer > C: > Documents and Settings.
  3. Double-click the folder with your username.
  4. Drag the Favorites folder to the disk.

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

Backing Up Firefox Bookmarks

  1. Insert a flash drive or external hard drive into the USB port.
  2. Open up the Bookmarks Manager window by going to Bookmarks > Manage Bookmarks.
  3. Go to File > Export.
  4. 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.
  5. Click Save.

Backing Up Word 2007/2003 Settings

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

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 2007/2003 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, copy them to your backup media.
  9. Close all open windows.

Transferring Files to a Mac

To transfer files from a PC to a Mac, simply follow the above process to back up your Windows files, then copy those files onto your Macintosh. The following tips may be useful:

  • You may encounter an additional file called Thumbs.db on disks used on a Windows computer and then opened on a Macintosh. Since this file will be re-created every single time you switch from Windows to a Mac, it is best to ignore it.
  • Not all programs that run in Windows have a comparable version for Macs and vice versa. In addition, formatting may vary between the Windows version and Macintosh version of a particular piece of software. When switching from the Windows to the Macintosh platform, it is important to test your files on the new operating system and software to ensure compatibility.
  • Sometimes files created on a Macintosh computer will not have a file extension at the end of the filename. If you save files on a Mac and then transport them back to a Windows machine, bear in mind that Windows requires the three-letter file extension such as .doc , .xls , .ppt , etc. in order for the file to be opened. You can append the appropriate extension if it is missing by right-clicking on the file and choosing Rename .

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