Note: You need to be in Single-user Mode to use the back up feature.

To back up a company data file:

1. Make sure that you have inserted any external backup media (for example, a 3.5-inch disk, CD-ROM, or Iomega® Zip® disk) into the appropriate drive.
   
   Important: Using 3.5-inch disks that are free from damage is essential. If you back up to a damaged disk, you may not be able to restore that backup. To help ensure that the disks you are using are not damaged, we recommend formatting the disk(s) before the first use, as even new disks can have bad sectors. For more information on formatting, please refer to Microsoft® Windows® Help. Be sure to fully format the disks.
    
2. From the QuickBooks File menu, choose Back Up.
3. In the Back Up Company File window, look in the Current Company section to verify that the correct company file is displayed. (If not, click Cancel, then open the correct file by choosing Open Company from the File menu.)
4. In the Back Up Current Company section, if you subscribe to the Online Backup Service, select the Online option. Click Backup and follow onscreen instructions. If you would like to learn about the service, click Tell Me More.
5. If you select the Disk option (backing up to a 3.5-inch disk, CD, hard disk, etc.), verify the Filename and Location fields. If you want to change the information, enter it manually or click Browse.
6. If you clicked Browse in step 5, select the correct location (the appropriate drive, or the hard disk directory) from the Save in drop-down list, verify or change the information in the File name field, and then click Save. The new name and location will now appear in the bottom portion of the Back Up Company File window.
7. Click Back Up.

8. If you are backing up to a disk that already contains a file with the same name, the following message will appear: The backup file you chose already exists. Do you want to replace it? Your options are Yes or No:

   • If you choose Yes, QuickBooks will overwrite the existing backup file. By choosing this option, the previous backup copy will no longer exist.
   • If you choose No, QuickBooks will return you to the Backup Company File window where you can enter a different file name or location.
9. If additional disks are needed, QuickBooks will prompt you when it is time to insert the next disk.

In addition to your regular backup routine, we recommend that you make two separate year-end backup copies of your data using reliable backup media (such as brand-new disks or CDs), and label them with the year. Keep these year-end backups separate from your daily backup media and protect them from heat, magnets, and other hazards (as with all backup media). We recommend keeping one year-end backup copy at your business, and storing the other off-site.