Computer Back-up Instructions

NOTE: This procedure outlines the steps for backing up files for the majority of software applications used at the College. You may have specific applications that are not addressed by this procedure. Please adapt this procedure to suit your specific needs.

General Backup Procedures:

1. Collect your data from the standard locations (see table below). If your directories and files are well organized, backing up can be as simple as "dragging and dropping" a single folder on your hard disk drive to a removable disk media like a floppy disk or zip disk. It is best to keep all of your data files and folders in a single folder, rather than having your Word documents in the Microsoft Word folder, your Excel documents in the Microsoft Excel folder, etc. When all of your personal files are in one place, you are less likely to forget a file when you back-up your data. Organization is the key.
2. Insert a blank disk into the disk drive (a zip disk or floppy disk as appropriate) and drag your consolidated data folder onto the appropriate removeable disk icon.
3. If you are not certain all of your files are in a single directory you can use "Find" command to find common files by common file extension.

Create Folder on desktop to centralize your files when using Find:

1. Right click empty space on your desktop.
2. Select "New".
3. Click on "New Folder"
4. The new folder will display automatically on your desktop awaiting a name. Type MYFILES and press enter.

To search for your data (files and folders) you should:

1. Click the "Start" Button
2. Select "Find"
3. Select "Files or Folders"
4. In the "Named:" field type in "*.doc, *.xls, *.ppt,*.mdb,*.ost,*.pst,*.dbf,*.pdf,*.txt,*.wkb,*.dot, *.mde, *.pab, *.wri,*.wpd, *.dtf
5. Change the "Look in:" field by clicking on the down arrow to the right of "Look In:" to "Local Hard Drives".
6. Make sure the "Include Subfolders" check box has a check in it.
7. Click on "Find Now" button.
8. Find will list all of your files with these extensions as well as some files that are installed with application software. Select the files you want to backup from the list.
9. For ease of use insure your MYFILES folder is on your desktop, not behind any other window or folder. Drag and Drop items from find you want to backup to your MYFILES folder.

10. Use Find for a new search to look for files that may not have these extension which you want to back up. Find can search for files using partial names. Example: I want to search for a file called "students991" but it does not have an extension. Type in the Named: field on Find "stu" and then click on Find Now. Find will display all files with STU in their names whether it be at the beginning of the name, the middle of the name or the end of the name. Its particularly useful when you have multiple documents that part of their names are the same. Say if you had 10 files scattered around your harddrive with the numbers 991 anywhere in their name Find will search for all instances of 991 in a file's name and will list all matches.

Other useful ways to use the "Find" command can be found under the "Date Modified" tab and the "Advanced" tab.

Verifying your data

Try opening up the files on your zip disk to make sure that the copy operation was successful.   Remember that once your PC has been reloaded, there will be no way to retrieve your data.

Refer to the table below for common file extensions to look for and their default location.
If you need further assistance, please call the Learner Support Center at 904.632.3151.