Computer Tips

Computer Tips, March 2006:
Backing up important files

... prevent headaches

From Bob Ross

COPYING AND DUPLICATING FILES/FOLDERS
The key to a successful backup is getting a copy of your data off your hard drive. Focus on protecting your personal files like letters, projects, sent e-mail messages, your e-mail address book, and any other information that is essential.

Don't try to copy programs like Microsoft Word or Outlook—they can be reinstalled from the original CDs you purchased. Likewise, the operating system software—Windows itself and any software provided by your computer maker—can usually be recovered from the installation or "System Restore" CDs that came with the computer.

BACKING UP DATA/PHOTOS
A simple backup in Windows XP requires no special software or skills. To copy a file or folder, just right-click on it and select Copy from the pop-up menu that appears. Choose the disk or drive where you want to store the duplicate copy, right-click again, and then select Paste from the pop-up menu. It's that easy.

You can also copy files in other Windows operating systems using a drag-and-drop method— hold down the right mouse button while dragging a file or folder, then select Copy Here from the pop-up menu that appears.
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BACKING UP EMAIL ADDRESS BOOK EMAIL MESSAGES
Your e-mail address book and messages can be exported and then backed up along with other personal data. This process varies depending on which e-mail software is used on your computer. Search Microsoft's Help and Support site for instructions to back up your Outlook Express and Outlook e-mail and address book.

BACKUP YOUR EMAIL ADDRESS BOOK
EXPORT  EMAIL  ADDRESS  BOOK
To export your Address Book contacts to other programs.

You can export your Address Book contacts to other Windows Address Book (.wab) files as well as to Microsoft Exchange Personal Address Book, or any text (.csv) file.

To export your Address Book files to another Windows Address Book:
In Address Book, on the File menu, point to Export, and then click Address Book(WAB). Locate and select the Windows Address Book file you want to export to, and then click Open.

For all other address book formats:
In the Address Book, on the File menu, point to Export, and then click other Address Book.
Click the address book or file type you want to export then click Export.

You can create a folder on your DeskTop, Floppy, Thumb Drive or External Drive and paste to the location you use.
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IMPORT  EMAIL  ADDRESS  BOOK
To import an address book from another program
You can import address book contacts from other Windows Address Book files (.wab), as well as from Netscape Communicator, Microsoft Exchange Personal Address Book, or any text (.csv) file.

For Windows Address Book files:
In Address Book, on the File menu, point to Import, click Address Book (WAB).
Locate and select the address book you want to import, then click Open.

For all other address book formats:
In the Address Book, on the File menu, point to Import, and then click Other Address Book.
Click the address book or file type you want to import, and then click Import.
If your address book is not listed, you can export it to either a text (.csv) file or an LDIF (LDAP Directory Interchange Format) file, and then import it using that file type.
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BACKUP YOUR EMAIL MESSAGE FOLDERS.
OUTLOOK EXPRESS EMAIL MESSAGES (FOLDERS) STORAGE

If you want to know where on your PC the Email messages are being stored:
1. Open Outlook Express
2. Select the Tools menu item.
3. Select Options from the menu.
4. Select Maintenance from the menu.
5. See the "Store Folder" button bar. Click here.
6. A pop up will display the path for the storage site.

PATH WILL LOOK LIKE THIS. Yours will be different.
C:\Documents and Settings\BOB\LocalSettings\ApplicationData\Identities\{AF88E00E-5FF4-441C-9B17-AC153BF4B5A5}\Microsoft\Outlook Express

Copy this file name (Ctrl+C)
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On your Desk Top, in a clear area,
RIGHT CLICK Mouse button, CLICK NEW, CLICK FOLDER
A New Folder will open.

In new FOLDER box,
Name file=  DateDone BU OE Email Folders (- 06-3-3 BU of EMAIL FOLDERS -)
Press enter. Folder has this name now.
Double click on the new folder to open on DeskTop
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OPEN BROWSER PAGE
IN ADDRESS BOX, pasted the link you copied. click GO or press Enter key.
or
Click Start, then Run in the window that opens.
Pasted the link you copied in address box. Press GO
Outlook Express Email folder file will open.

At top of the page will say OUTLOOK EXPRESS. This is your Email Folder containing all of your Email.  
IT IS A BACK UP COPY ONLY. YOU CANNOT VIEW THE DATA.

Should your PC crash, or you lose Outlook Express, this file can be IMPORTED to Your Outlook Express Email.
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BACKUP FAVORITES/BOOKMARKS AS HTML FILE
Sharing bookmarks and favorites.
Favorites, known as bookmarks in Netscape Navigator, are a convenient way to organize and link to Web pages that you visit frequently.

Internet Explorer automatically imports all your Netscape Bookmarks. On the Favorites menu, click the Imported Bookmarks folder to view them.

If you use Internet Explorer on several computers, you can easily share favorite items among computers by importing them. Also, if you use both Internet Explorer and Netscape Navigator, you can keep your favorites and bookmarks updated with each other by importing them between programs.

To import bookmarks or favorites, on the File menu, click Import and Export.
To export favorites to bookmarks or favorites on the same or another computer, on the File menu, click Import and Export.

Notes:
Exported favorites are saved as regular HTML files, so either Internet Explorer or Netscape Navigator can import them. You can export a selected folder in your Favorites list, or all of your favorites. The exported favorites file is fairly small, so if you want to share the favorite items with other people, you can copy it to a floppy disk or folder on a network, or attach it to an e-mail message.
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Schedule regular backups
How often should you back up your data? If you use your computer occasionally, a weekly backup might be enough. If you use your computer every day, a daily backup is a good idea.

Finally, whatever backup option you choose, be sure to check that it works. Duplicate a single folder or group of files, and then try to recover those backup files to a different drive or folder. Don't wait until it's too late to find that the restore process doesn't work.

March 3, 2006




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