Understanding how to backup computer files
How to backup computer files might be an intimidating phrase for an average user, but it is really not a difficult task.
In this article, we´ll mainly focus on PC users, covering how to backup computer files on Windows 7, Windows Vista, and how to back up email files on Outlook 2003/2007 and Outlook 2010. At any time, you may click on any of these sections.
Windows 7
The main reason behind learning how to backup computer files is to avoid data loss. There are several forms of data loss among which we could mention: a hard drive failure, the need of reinstalling an operating system due to virus, worms or other software related failures, a stolen or lost system, natural disasters and others.
Using the built in Backup and Restore Wizard in your computer is about the easiest way to perform this task, especially if you are running Windows 7, since it literally automates the steps for you.
There are many options as to where to save your backup. If you have a desktop computer, it is more secure to back up your files on an internal secondary hard drive, because it is moved around less than an external hard drive. The disadvantage here is how to install this secondary hard drive, which may be a little technical if you are not use to installing hardware components.
If you have a portable computer, then backing up to an external hard drive is the most efficient way, however, in both cases (desktop and portable computers), writable CDs or DVDs, USB flash drives and network locations are certainly other options; however, using a USB flash drive is not too convenient since you can´t save an image on it, and depending on the size it might full up quickly. Also, creating a back up on a network might not be available on all Windows 7 versions.
The size of the internal secondary hard drive, or USB/Firewire external hard drive should be at least 200GB. Once you start creating backups, the system will keep track of the files that have been added or modified since your last backup and then update the existing backup. This will let you save disk space.
So exactly how to backup computer files using this utility? Considering that you may have an internal secondary hard drive, or USB/Firewire external hard drive, Windows will recognize these as places to save the files. This would also be the case with CDs or DVD´s.
Click on the Start button and just type the word backup. You´ll see the Backup and Restore utility listed under Programs which you´ll need to click to open.
In case your set up is different, you can click on the Start button, and then open the Control Panel. Under System and Security you´ll see Back up your Computer or Backup and Restore. Click to open it.
A third route is going to Start | All Programs | Maintenance | Backup and Restore.
In most cases, when you connect your external hard drive, you´ll automatically see a window with an option where you can select Use this drive for backup.
If this is the first time you are using the Backup and Restore program you´ll need to select the option to Set up Backup.
The system will ask you where to save your backup, so make sure you select the correct drive. In case you only have one hard drive and it is partitioned into several logical disks, you may be able to save the backup on another partition on the same hard drive but this is option is just not safe because if the hard drive goes dead, you´ll lose the information on that other partition.
Our recommendation is to go with another internal or external hard drive.
One side note about CD´s or DVD´s is that you will need more than one if you are going to create a system image, which will be explained immediately.
After selecting the location and clicking Next, you´ll be asked What do you want to back up? By default, the Let Windows chose (recommended) option is selected. This will save files such as your pictures, documents, music videos, which are usually created in certain libraries or default Windows folders on your hard drive.
The Let Windows choose (recommended) option will also create a system image, which is basically a snapshot of the drive that Windows is installed on. It contains Windows, plus your programs files and settings. If you computer or hard drive ever fails you can use this image to quickly restore everything to a replacement computer or hard drive. Click the Next button if you chose this option.
If you select the Let me choose option and then Next, you´ll also be able to create the same system image by selecting the checkbox that says Include a system image of drives… which is almost at the bottom of the window. ´
You´ll have the choice to select which files you want to back up. Check or uncheck the different locations that you are interested in backing up, and click Next when you are done.
Now, you´ll be able to Review your backup settings and right away, you can change schedule if you want Windows Backup to run on a different date. Remember, that the main idea here is to continually save your files to avoid downtimes. That is why it is preferred to save your backups on a dedicated drive, either internal or external, since this will be a long term base operation.
If you set the backup to a time and date that the computer is off, Windows will begin backing up your files once it is turned on again. Setting a backup schedule will free you from worrying or trying to remember that you have to run a backup.
After you have verified or set the schedule, you´ll hit the Save settings and run backup to begin your first backup.
Now let’s see how to make changes or manage your backups.
If you go back to the Backup and Restore wizard, you´ll find a Back up now button. Use this if you want to anticipate to the scheduled backup you previously created. This is especially useful if you have made a lot of changes to files and would like to have them saved before the regular backup schedule, or if the drive that you are using is too full and previous backups failed to complete and perhaps you didn’t take notice.
For this last scenario, on the Backup and Restore window you´ll be shown the free space from the drive where backups are been saved. Click on the Manage Space option, and you´ll be taken to a window with more details.
To free up disk space from this drive, hit the View backups… button. Depending on the size of the drive and you own preference, you can delete previous backups. If you are backing up regularly, then you might just want to keep the most recent backups, but again, this completely depends on your preference.
Going back to the previous window (Backup and Restore), you may also manage the disk space for the system image. If you look down you´ll see a section that allows you to free up disk space for the system image. Click on the Change Settings… button, and now select between the available options. This also depends on the available space you have on your drive. Click OK.
Back to the previous window, you may click on the How do my backup settings affect my disk space? option if you are interested in a more in-depth explanation of how backup affects your disk space.
You may also be interested in how to restore computer files on Windows 7/Vista.
How to backup computer files on Windows Vista?
If you have read the above instructions, the options here are somewhat similar.
Now, if you are running Windows Vista Starter and Windows Vista Home Basic you will not be able to schedule automatic backups. This is simply a limitation these operating systems were made with.
Starting from the Start button, click on Control Panel. Once there, click on System and Maintenance, and finally on Backup and Restore Center or Back up your computer. When the new window comes up, click on the Backup files button.
In case the set up of your computer is quite different, you can also access it by clicking on the Start |All Programs | Accessories |System Tools| Backup Status and Configuration. From here you may select Backup now if it is not grayed out, or Set up automatic file backup.
Now on the Back Up Files window, make sure On a hard disk, CD or DVD is selected and from the dropdown menu, choose the drive where you want to save your files, and click Next.
A variety of files will appear from where you can uncheck the ones you don´t want to back up. One of these says Email, but this is not your Yahoo, or Gmail email. This is actually Outlook which you may have installed on the computer.
Once you click on the Next button, you´ll be asked How often do you want to create a backup? Set these fields to your convenience. Once you are done with this, select Save settings and start backup. Your system will begin backing up your files.
To change these settings just go back to Start, Control Panel, and click on the Backup and Restore Center underneath the System and Maintenance section.
Windows Vista may also give you the option to create an image of your entire computer which you can use to recover from a failure. You may also find this option in the Backup and Restore Center.
Click on the Back up computer button. If the User Account Control prompt comes up, hit continue.
You´ll be able to save this image on another hard drive or on a set of DVDs. Once you have selected the location, click Next, confirm the backup settings, and then click to start creating the backup image.
You may also be interested in how to restore computer files on Windows 7/Vista
Backing up email files
Due to the value of emails it is also important to learn how to backup computer files from Microsoft Outlook. When you run Windows Backup the system will also save your email and information from Outlook, however, you´ll also want to know how to do this manually.
There are several ways to accomplish this with Microsoft Outlook 2003 /2007, but before going into details, I’d like to mention that if you are not using this program, and you are sending and receiving emails directly from Gmail, Yahoo or Hotmail, then this information will not apply to you.
Outlook does allow you to add these emails account, however, we are not talking about the same when we are sending and receiving emails using Outlook and sending and receiving emails directly from the web browser after signing in to these accounts.
Also, if you are working in a company and you have a corporate email address using Microsoft Outlook, then your system administrator or IT staff would usually do all of this for you, however, based on previous experience, I’ve learn the value of doing it myself.
When using Outlook, there is something called Microsoft Office Outlook Personal Folders, which is known as .pst files. All emails (sent, received, drafts, deleted), calendars, address books, and related information on Outlook are stored in this .pst file.
To back up your emails click on the File menu, and then on Data File Management. Outlook 2003 users will get a window that says Outlook Data File on the top, while the window for 2007 users will say Account Settings. 2007 users may also have to click on the tab that says Data Files.
The information in the little box bellow is basically showing the name and location of this .pst folder. Highlight this info and click on the button that says Open folder which will be on the right side for 2003 users, and bellow the tabs for 2007 users.
Now you have gone to the location on your local hard drive where the file is stored. One of the files within that folder is called Outlook, and it should have the logo of version you are using. This is the file that you want to save to a CD/DVD or store on a secondary or external hard drive.
Another way to accomplish this task is going to the File menu, and selecting Import and Export. When the window comes up, select Export to a file and click Next. Now select Personal Folder File (.pst), and click Next.
You´ll need to select the folder that contains the messages you want to back up. I suggest to click on the first thing listed on the top (it would most likely say Personal Folders) beside the plus or minus sign to ensure you are including everything. Also, select the check box that says to Include subfolders, and hit Next.
Now it would say Save exported file as. Click on the Browse button, and specify a location on your computer where you want to save this file. You can save it to the desktop then burn copy it to another drive or burn it to a CD /DVD if you prefer.
Make sure you name the file with something that you can relate to, maybe something like: “My email backup November 2011” or similar. Hit OK to proceed. Normally, if you have not set up a backup before, you will leave the selection to Replace duplicates with items exported, and then click Finish.
The next window will ask you for a name, and by default it puts Personal Folders. You can leave it as is, or change it to be able to differentiate with the default Personal Folder that Outlook creates. In my case, I´ll just change it to something else. Leave the encryption options as is and the password option empty if you prefer, and just hit OK. The system starts backing up the files.
You may also be interested in how to import a .pst file in Outlook.
Outlook 2010
Instructions for exporting a .pst file on Outlook 2010 are pretty similar: Click on the File menu, scroll down to Open and on the right side select Import. Now, from the list, select Export to a file, and click Next. On the following window select Outlook data file (.pst), and click Next.
Select the top directory which will include all your emails, contacts, calendars, etc, and make sure to select the check box that says Include subfolders. Click Next.
Click on Browse to select the location where you want to store the file, and name the backup with something that is familiar to you, something like: “My email backup Nov 2011”. Click on OK. Normally, if you have not set up a backup before, you will leave the selection to Replace duplicates with items exported, and then click Finish.
The system will create the file for you.
You may also be interested in how to import a .pst file in Outlook.