Before it becomes necessary to restore...
You can make backing up and restoring a lot
easier if you can first centralize your data files location. Most data (should) reside
in the My Documents folder, but much of it does not.
If you are setting up a new computer, it's the ideal time to make these
changes. Even if it's not new, you may want to do some housecleaning and rearranging.
Here a catch: Before you move any data, back it up! (Sorry.)
The My Documents folder
A central location for all data.
Not familiar with folders? click
here
You will find subfolders
within the My Documents folder such as My Pictures, My Music, etc., but we
suggest taking My Documents subfolders a lot further. For example:
- Under My Music you may want to add subfolders to group and store music by decade,
by type, by
artist, etc.
- Under My Pictures subfolders for Scanned Images, Photos, Family, Business,
Clipart, etc.
Other suggested My Document subfolders:
- Accounting folder(s).
- Application specific folders
Such as Word processing, Spreadsheets,
Databases, etc.
- Downloaded files and perhaps deeper folders yet:
- Organizations or other volunteer work.
- Saved newsletters or other similar information .
- Taxes (add deeper subfolders for each year?)
Special note to TurboTax users: for whatever
stupid reason the manufacturer decided to save the data files directly to
the root, e.g., c:\Tax98, c:\Tax99, etc., then in later versions, somewhere
under the Programs Files folder. Within the last couple years they got
it right, now Turbo Tax data is under the My Documents folder...
The introduction on multiple users on one computer further confused backing up
and restoring because there are now multiple My Document folders.
Additionally depending on user rights, some My Document folders may not be accessible
to other users, but more on that later.
Centralizing your data (single computer)
|
If you are starting out with a new computer this process should be very
easy. As you setup each application, make sure you assign the My Documents
as the default data location (by default they are.)
Some Microsoft applications allow you to set the location for your data
files.
Word; look in Tools > Options
> File Locations (TAB). If it is not set to My Documents, click the Modify button then select
the My Documents folder.
Excel; Tools > Options > General (TAB) but unlike Word
where you can browse for and select the folder, you'll have to manually
type in the folder name.
PowerPoint; Tools > Options > Save (TAB) again you
must manually type in the folder name. See
our hint->
Non-Microsoft applications, look for an Options or a Preferences
menu.
|
Hint: The Windows Explorer
allows you to see and copy the full address which could then be
pasted as needed. 
Can't see the address? Click
here for that setting.
|
The My Documents concept
is great but even Microsoft does not use the concept to it's full
advantage.
Applications such as Outlook, Outlook Express and others hide the
data in a deep folder somewhere on the drive:
Outlook's PST data file
Depending on the version, how it was setup and the (options selected), Microsoft Outlook
will store all data in one "PST" file. This typically resides under your personal folders, e.g., C:\Documents and
Settings\username\Application Data\Microsoft\Outlook...
The easiest way to move the Outlook data is to search the
computer for "*.PST" and when found, right click and
"cut" the file. Open the My Documents folder then right
click a blank area then "paste."
Warning: "Cutting a file" can have disastrous results if you
intended to, but fail to "paste" it someplace or the computer shuts down
before you paste the file. It is safer to copy the file then go back
and delete the original file.
|
The next time you open Outlook you will receive a message that the PST file
is missing.
- You are then prompted to Create a new PST or locate and open the
existing PST file.
- Click on the look-in field and from the list, select the My
Documents folder.
- There
you should see the PST file. Double click to finish the process.
|
 |
Outlook Express
You are pretty much stuck with the "identities"
folder stuck way down in ...\Documents and Settings\username\Identities...
Simple Microsoft Access databases
Can be moved nearly anywhere you want
assuming: they are standalone databases, they do not rely on attached tables and/or they
will allow you to "locate" the attached tables file. Check with the manufacturer of the
front-end software before
trying to move Access data files.
Non-Microsoft applications
QuickBooks and Quicken will use
their own folder such as C:\Program Files\Intuit\QuickBooks Pro\. In this
case you can move the data file(s) from their original location to
the My Documents folder and when you use the application you will need to "open a
company." When prompted, browse to the My Documents folder using the
Look-in field previously mentioned. Be
careful to move only the QB data file(s)!
Other accounting applications
and databases may have hard-written the data location during the initial setup
process and changing that location may be difficult if not impossible. In
some cases, having the data in a non-standard folder such as My Documents
may even require you to purchase a multi-user
license and/or a network version (even if you want the data on the same
computer.)
Specialty and proprietary software will likely require a phone call to support.
Although somewhat esoteric; ArcMap, CAD and other applications may store data in their own folder under Program Files and/or
just off the root (C:\) which may not be movable.
Skip to data
Locations now if you do not have a server. Although small businesses
should read this...
Centralizing your data on a Server
Related information: Doing your own networking? Click here.
Running a network with more than just a couple computers? You should really consider setting up a
server!
Contrary to what you may think, (small business) server hardware is inexpensive but when
researching a server, be aware the price shown may be without the operating system.
A little information on servers:
Concurrent Server
Many small businesses run a peer-to-peer (P2P) network which shares files and
printers between all individual computers. Whereas "computer A" can access and
change files on "computer B" (and visa versa.) In this situation, if computer
"B" is used to store data and is used by someone to run applications, it is considered a concurrent
server.
The problem with a concurrent server is they can be slow. Not only to
the person using it but also to the rest of the network. This is
especially true when the concurrent server is running data intensive data
queries, printing, accessing the floppy drive, burning a CD, etc.
Another potentially destructive aspect of a concurrent server is; if
the user of the concurrent server reboots while someone elsewhere on the network
has file(s) open, those file(s) could become corrupt!
An especially bad situation with accounting packages and databases.
Although this issue could also occur if a dedicated server is rebooted, the need to
reboot a dedicated server is far less frequent.
Dedicated Server
To avoid network slowdowns and corrupt files, install a separate PC on the network. Move
all data files to that computer and do not use it as a workstation.
Notice we said install a "PC"; a plain, no frills computer will work
fine as a server for a small network of a few machines.
For a network with less than 10 computers; the ideal machine is a XP Professional
machine. Ideally the server will have a
separate physical drive for the data. You can if you want, take a server to a
higher level of protection by having multiple drives: One for the operating system
and the others as RAID
data drives. Want the technical information on RAID? Click
here.
If however you have a network with more than about 10 computers you almost
have to consider a
dedicated server true server software. But be aware: Server software is
expensive and is sold by (and limited to) a specific number of users that will connect.
Windows Small Business Server 2003, 5 user for example is slightly over $1,200
and that's just the software!
In either case, concurrent or dedicated
The server should have a separate physical drive(s) for the data and on that
drive you will create folders. There should be at least one common folder for
shared files of which all users are allowed to access.
Far too involved to discuss here but you may also consider setting up private
folders for each user. Making these folders available to only the
Administrator, Backup Administrator and the specific user.
| You should reassign each computer's My Documents folder to
be on the server.
This is easily done by right clicking the My Documents icon, selecting
Properties then click the Move button.
After clicking the Move button, click the plus sign
next to Network Neighborhood (or Places) > the server > the server's
data drive and finally
the folder in which you want to store that users My Documents folder.
Note: We suggest making folders on the server ahead of time.
Examples: As viewed across the network: \\server\mydocs\steve,
\\server\mydocs\kelly, etc. Viewing these directly from the server would
appear like d:\mydocs\steve and d:\mydocs\kelly. Click
here for more on server addresses. |
 |
Continue to: Data
Locations