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Backing Up Data Files

Last Update: 11/29/07

Computer users need to back up their data files regularly. Mistakes can be made or computers can crash without warning resulting in permanent data loss. Each staff, faculty, and student has dedicated space on an IT server for this purpose. For the following instructions, you must be logged into the UFP network. While attempting the backup, if you get an insufficient space error, contact the Help Desk at 262-3536.

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1. Right-click on the Start button and select Explore.
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2. Scroll down to locate the Z: drive. Click on it to show the subfolders. Click on the Data folder. Now click the File menu, select New and then Folder. While the New Folder is highlighted, change the name to Backup YYMMDD where YYMMDD is the current date. Using YYMMDD format will keep your backup folders in chronological order. Double-click on the backup folder to open it. Leave this window open.
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3. Right-click on the Start button and select Explore to open another window. You should see a folder with your username. Right-click on the Favorites subfolder and select Copy. Now right-click in the Backup window you left open and select Paste. This backs up the Favorites or Bookmarks in Internet Explorer. Back in the Documents window, right-click on the My Documents subfolder and select Copy. Then right-click in the Backup window and select Paste. This backs up the documents. Close the Documents window.
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4. Your Backup window should appear similar to above. Close the Backup window. The following instructions explain how to back up your email address book. If you have no address book, you're finished.
  • Outlook Express: go to paragraph 5.
  • Outlook (IMAP account): go to paragraph 9.
  • Webmail or Outlook (Exchange account): go to paragraph 18.
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5. Open Outlook Express and log in if necessary. Click the Addresses icon above your messages. In the Address Book window, click the File menu, select Export and then Address Book.
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6. Click the down-arrow to the right of the "Save in" box and select the Z: drive. Then double-click the Data folder.
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7. Double-click the Backup folder you made previously.
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8. Type a name like Address as the "File name" to identify it and click the Save button. This backs up the address book and you're finished.
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9. Open Outlook and log in if necessary. Click the File menu and select Import and Export.
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10. Select "Export to a file" and click the Next button.
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11. Select "Personal Folder File" and click the Next button.
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12. Select Contacts and click the Next button.
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13. Click the Browse button.
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14. Click the down-arrow to the right of the "Save in" box and select the Z: drive. Then double-click the Data folder.
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15. Double-click the Backup folder you made previously.
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16. Type a name like Address as the "File name" to identify it and click the Save button. This backs up the address book.

17. If you use the Outlook Calendar or Task List, click the File menu and select Import and Export. Repeat paragraphs 10 through 16 selecting Calendar and/or Tasks. This completes the back up.

18. If you use Webmail or Outlook (Exchange account) for your email, your address book is on the Webmail server and doesn't require backing up.