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Back up your company data files

An important procedure when using any computer software package is to back up your data on a regular basis. This topic shows you how to back up your company data files just in case you ever need to recover your work.

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Helpful Hint!

It is good practice to back up your data files on a regular basis so that you do not accidentally lose your work in case disaster strikes unexpectedly. While you are able to back up your data files to the same computer where you store your main data file, there is still a risk that you could lose all of your work if anything should happen to that computer. Instead, it is highly recommended that you back up your files to an external storage device such as a USB flash drive to help minimize the risk of losing all of your data.

To back up your company data files, open up the System Navigation Center and click Back Up Now.

Select Back Up Now

Alternatively, from the Menu Bar you can select File then choose Back Up from the list of options provided. Both methods will open the Back Up Company window as shown below.

Back Up Company window

Review the options presented and click Back Up. This opens a window where you can select the location where you wish to save your backup file. The following illustration shows the backup file saved to an external USB flash drive. However, you can save to your computer's hard disk by changing the Save in location.

Back Up Company window

When selecting a file name, we suggest you use the name of the company for which you are creating a backup, as well as something descriptive to help you identify which backup file to use if you ever need to restore your data file. This is particularly useful if you are going to keep more than one backup file for the same company. In the prior illustration, we have used the name of the company (Bellwether Garden Supply) followed by numbers representing the date (year, month, day) to identify when the backup file was saved.

Once you have selected the correct location to save the file and typed in an appropriate file name, Click the Save button. Sage 50 then displays a message advising you of the space required to save the backup file. This message may differ slightly according to whether you are saving your backup file to an external storage device such as a USB flash drive, or whether you are saving the backup file to the hard drive on your computer. Click OK to any message you receive. Sage 50 then starts the backup process, displaying a progress bar as the backup file is created. Once this progress bar disappears your backup file has been created!

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Helpful Hint!

If you are completing the Sage 50 Practice Set, we recommend that you back up your data file after completing each section. We also recommend keeping each backup file that you make until you have completed and submitted your assignment. Keeping all of these backup files as you go means that if you discover an error later on in the practice set, you can restore the data file back to the beginning of the appropriate section where the error first occurred, rather than having to start from the beginning all over again.

When naming your backup files, rather than use the company name followed by the date as described above, you may find it more useful to replace the date with the name of the section of the practice set you are up to. This will make it easier to select the section that you wish to restore should you ever need to do so.

Remember, you should back up your data file only after you have put yourself back-on-track and you are certain that there are no mistakes in your data file. Otherwise you risk making further errors in your practice set.

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