It is vital that you make backup copies of the files on your computer on a regular basis so you don’t lose valuable data if your computer encounters problems. The term back up (or backup, when referring to the noun or adjective) refers to the process of using a special software program designed to read your data quickly, compress it into a small, efficient space, then store it on an external medium, such as a set of disks, a network drive, or a tape cartridge.
Windows Vista includes the Back up and Restore Center (New!). Using the Back up and Restore Center has several advantages over simply copying files to a removable disk. Your files are compressed as they are copied so that you can fit more onto a removable disk, and it splits a large file across two or more disks (saving disk space), something you cannot do with the Copy command. Also, in an emergency, Backup offers several data-recovery aids to help you locate and restore important files quickly.
If your computer system crashes and Windows cannot start, you can use the Windows Vista installation disc, which contains the files necessary to start Windows. You can use the Startup Repair and other tools on the System Recovery Options menu to repair the problem or restore data from a backup.
With Backup, you can back up files from a local or network hard drive to a removable disk, a CD or DVD, a network drive, or a tape drive that is attached to your computer. Before you back up files, it is a good idea to develop a backup strategy. A backup strategy is a method for regularly backing up your work that balances tradeoffs between safety, time, and media space. For example, if safety were your only concern, you could back up your entire hard drive every hour. But you would not have any time to work, and you would spend a fortune on backup mediums. If spending minimal time and money on backups were your only concern, you might back up only a few crucial files once a month. The best choice is a balance between the two extremes. The backup medium that you use to store backed up files from a hard drive is usually a set of removable disks, writeable CDs or DVDs, or a tape cartridge designed to store computer data.
Because backups take time each time you perform them, you should back up only the files that change on a regular basis; back up all of the files on your computer at less frequent intervals. For example, because software program files don’t change, you can easily reinstall them from their original program CDs or DVDs, so you do not need to back them up as often as your personal document files, which might change on a daily or weekly basis. Ask yourself how much work you can afford to lose. If you cannot afford to lose the work accomplished in one day, then you should back up once a day. If your work does not change much during the week, back up once a week.
Depending on the number and size of your files and the backup device you are using, the backup can take a few minutes to a few hours to complete. If you are planning to back up large amounts of information, such as your entire hard drive, it is best to start the backup at the end of the day and use a large capacity tape or removable disk, if possible, so you do not have to swap multiple disks. When a file does not fit on a tape or disk, Backup splits the file, fitting what it can on the current disk and then prompting you to insert the next tape or disk. When you perform a backup, Backup creates a backup set, also known as a backup job, which contains the compressed copies of the files you backed up. The backup job is stored in the backup file with the .bkf extension. You can store more than one backup job in a specified backup file. An incremental backup copies only the files that have changed since your most recent normal or incremental backup. It also clears the archive attribute for each file that is backed up. Therefore, the first incremental backup after a normal backup copies all files that have changed since the normal backup, and the second incremental backup copies only those files that have changed since the first incremental backup, and so on.
Lastly, keeping your computer’s clock set to an accurate time is crucial to the success of your backups and other file maintenance. When setting a backup schedule, Windows will be looking at your system’s clock to commence backups. Make sure your computer’s time is accurately set throughout the year to ensure proper time stamping for your backups, as well as, other file properties.
You must have certain permissions to back up files and folders. If you are an administrator or a backup operator in a local group using Windows Vista, you can back up any file and folder on the computer to which the local group applies. However, if you are not an administrator or a backup operator and you want to back up files, then you must be the owner of the files and folders you want to back up, or you must have one or more of the following permissions for the files and folders you want to back up: Read, Read and Execute, Modify, or Full Control. You can also restrict access to a backup file by selecting the Allow only the owner and the administrator access to the backup data check box in the Backup Job Information dialog box. If you select this option, only an administrator or the person who created the backup file will be able to restore the files and folders.
To add a user to the Backup Operators group, double-click the Administrative Tools icon in the Control Panel, and then double-click the Computer Management icon in the Administrative Tools window. This opens the Computer Management Window. Next, click the arrow next to Local Users and Groups in the console tree, click Groups in the console tree, and then double-click Backup Operators in the Details pane. Next, click Add in the Backup Operators Properties dialog box, type the domain and user name of the person you want to make a backup operator in the form \Domainuser name, and then click OK. For more information about using Computer Management, see Chapter 18, “Administering Your Computer.”
You can back up and restore data on either a FAT or NTFS volume. In fact, you can now back up and restore (Encrypting File System) EFS encrypted files (NewSP1). If you have backed up data from an NTFS volume used in Windows Vista, it is recommended that you restore the data to an NTFS volume used in Windows Vista instead of Windows 2000, or you could lose data as well as some file and folder features. For more information about FAT and NTFS disk file systems, see Chapter 15, “Maintaining Your Computer.” For more information about EFS encrypted files, see “Encrypting Files for Safety,” on page 328.
Using the Backup Wizard in the Backup and Restore Center (New!), you can pick the day, time, and how often you want to back up your files, folders, and settings. You can also specify the type of data to back up, such as documents, photos, or music. Windows Vista takes care of the rest. And you won’t be interrupted while you work, because automatic data backup occurs in the background, regardless of when you’ve scheduled your backup. You can continue to use your computer, even when it’s backing up. Easily backing up your data is only part of the story—you also need a way to get your files back where they belong if something happens to them. Using the Restore Wizard, you can choose only what you want to restore—whether it’s an individual file, a group of photos, or even your entire system and its related settings. Windows Vista takes care of putting the files back where they were before they were lost.
Click the Start button, and then click the Control Panel.
Double-click the Backup and Restore Center icon in Classic view.
Click any of the following buttons to perform the task you want:Back up files. Back up selected files and folders.
Back up computer. Back up the entire system.
Restore files. Restore selected files and folders.
Restore computer. Restore the entire system.
Click the Close button.
The Backup Wizard walks you through the process of backing up files on your computer. You can back up every file on your computer, or selected files and folders. Backing up your entire computer is a good idea in case you have a problem with Windows and it doesn’t start properly. Typically, you back up your entire computer after you make major changes to your system and you back up changes to individual files, folders, and settings on a regular schedule. During the wizard process, you select the back up location, choose the day, time, and how often you want to back up your files, folders, and settings. You can also specify the type of data to back up, such as documents, photos, or music. While the back up takes place you can continue to use your computer, yet it may be a little slower.
- Click the Start button, and then click the Control Panel.
- Double-click the Backup and Restore Center icon in Classic view.
- Click Back up computer.
- Select the option where you want to back up your computer, and then select the specific location.
Click Next to continue.
Confirm your backup settings, and then click Start backup.
If prompted to insert a disc, insert a CD or DVD, and then click OK.
If prompted to format the disc, click Format.The progress dialog box opens, displaying back up status.
When it’s done, click Close.
- Double-click the Backup and Restore Center icon in Classic view.
- Click Back up files.
- Select the option where you want to back up your files, and then select the specific location.
- Click Next to continue.
- To find out what files are included in the back up of a category or file type, point to the one you want, and then read about the details.
- Select the check boxes with the data you want to back up and clear the ones you don’t want to include.
- Click Next to continue.
- Select how often you want to create a backup. Specify how often, what day, and what time.
Click Save settings and start backup.
If prompted to insert a disc, insert a DVD, and then click OK.
If prompted to format the disc, click Format.The progress dialog box opens, displaying back up status.
When it’s done, click Close.
After you complete a back up, you can make modifications to the backup settings. You can change the backup schedule or the types of files backed up. Instead of selecting individual files and folders, the Backup Wizard provides file types and categories for you to select. For example, you can select Pictures, Music, Videos, E-mail, Documents, TV shows, Compressed files, or Additional System and temporary files. If you need to perform a manual back up, you can choose Back up now in the Backup Status and Configuration dialog box.
- Click the Start button, and then click the Control Panel.
- Double-click the Backup and Restore Center icon in Classic view.
- Click Change settings under the Back up files button.
- Click Change backup settings.
- Select the option where you want to back up your files, and then select the specific location.
- Click Next to continue.
- Select the check boxes with the data you want to back up and clear the ones you don’t want to include.
- Click Next to continue.
- Select how often you want to create a backup. Specify how often, what day, and what time.
- Select or clear the Clear a new, full backup now in addition to saving settings check box.
- Click Save settings and start backup or Save settings.
- Upon completion, click the Close button.
- Click the Close button.
- Click the Start button, and then click the Control Panel.
- Double-click the Backup and Restore Center icon in Classic view.
- Click Change settings under the Back up files button.
- Click Back up now.
The backup starts.
- To stop the backup, click the stop this backup link.
- Upon completion, click the Close button.
- Click the Close button.
Scheduling backups according to a backup strategy can help you perform backups on a regular basis and protect your data. Typically, late at night or on the weekends, when nobody is around, is a good time to perform backups. Backup makes it easy to schedule backups any time you want to perform them. You can schedule a backup to run once, every day, every week, or every month. If you have a back up scheduled for a certain time and you need to cancel it, you can turn off automatic back ups and then turn it back on later. And if your computer is turned off at the time the backup is scheduled to occur, the backup process will begin when you next turn on your computer.
- Click the Start button, and then click the Control Panel.
- Double-click the Backup and Restore Center icon in Classic view.
- Click Change settings under the Back up files button.
The Backup Status and Configuration dialog box opens.
- Click Change backup settings.
- Click Next to continue.
- Click Next to continue.
- Click the How often list arrow, and then select an interval.
- Click the What day list arrow, and then select a day of the week.
- Click the What time list arrow, and then select a time.
- Click Save settings and exit.
- Click the Close button to close the Backup Status and Configuration dialog box.
- Click the Close button.
The real value in backing up your files becomes apparent if you lose or damage some files, or need information from a document that has changed a great deal over time. You can restore a single file, several files, or an entire hard drive. Using the Restore Wizard, you can specify which files you want to restore and where you want them to be placed. When you create a backup set, a catalog, or index of the backed up files, is built and stored on the backup medium. When you store the catalog on the backup medium, it speeds up the process when you want to restore the files.
- Click the Start button, and then click the Control Panel.
- Double-click the Backup and Restore Center icon in Classic view.
- Click Restore files.
- Click the Files from the latest backup or Files from an older backup option.
- To view the Recycle Bin, click the See recently deleted files (Recycle Bin) link, and then click the Close button when you’re done.
- Click Next to continue.
- If necessary, select an older backup, and then click Next to continue.
- Click Add files or Add folders, select the file or folder you want to restore, and then click Open.
- If you can’t find a file or folder, click Search.
- Type the characters you want to find in the title of the file or folder, and then press Enter.
- Select the check boxes with the files or folder you want to add to the restore list.
- Click Add.
- Click Next to continue.
Click the In the original location or In the following location option.
If you are changing the locations, select the Restore the files to their original subfolders check box. If you select this option, then select or clear the Create a subfolder for the drive letter check box.
Click Start restore.The progress dialog box opens, displaying the restore status.
When it’s done, click Finish.
Click the Close button.
If you need to restore files from an older backup made on this computer or files from a back up made on a different computer, you can select additional options using the Advanced restore button. The advanced options allow you to select an older backup set or one stored in a different location. You can also decide where to put the restored files. You can put them back in their original place, or select a new location. The Restore Wizard walks you through the process, so you can restore the files and folder you want.
- Click the Start button, and then click the Control Panel.
- Double-click the Backup and Restore Center icon in Classic view.
- Click Advanced restore under the Restore files button.
- Click Advanced restore.
- Click the option to specify what you want to restore:
Files from the latest backup made on this computer.
Files from an older backup made on this computer.
Files from a backup made on a different computer.
- Click Next to continue.
- If necessary, select an older backup, or the location of a back up in another location, and then click Next to continue.
- Click Add files or Add folders, select the file or folder you want to restore, and then click Open.
- If you can’t find a file or folder, click Search.
- Type the characters you want to find in the title of the file or folder, and then press Enter.
- Select the check boxes with the files or folder you want to add to the restore list.
- Click Add.
- Click Next to continue.
- Click the In the original location or In the following location option.
- If you are changing the locations, select the Restore the files to their original subfolders check box. If you select this option, then select or clear the Create a subfolder for the drive letter check box.
- Click Start restore.
The progress dialog box opens, displaying the restore status.
- When it’s done, click Finish.
- Click the Close button.
If you have a few backed up files or folders and know exactly where they are located on the back up media, you can open up the backed up media drive and navigate directly to the files and folder like any other external drive. You can use the Copy and Paste commands to copy the files and folder you need to another place on your computer. If you prefer, another method, you can also use the Copy To Folder command on the Edit menu. This method is useful when you are copying files and folder to disks, networks, and other drives.
- Click the Start button, and then click Computer.
- Locate the drive with your backup files.
- Double-click the drive and any folders to locate the files or folders you want to copy.
- Select the files or folders you want to copy.
- Right-click the selected files or folders, and then click Copy.
- Display the folder where you want to copy the backed up files or folders.
- Right-click a blank area of the folder, and then click Paste.
To restore your computer, you need to exit the Backup and Restore Center and run Windows Complete PC Restore from the System Recovery Options menu. You can access the Recovery Options menu from a recovery partition using the F8 key at startup or from a Windows installation disc. Windows Complete PC Restore reformats your hard disk and erases all your data and programs, and then restores it. Before you start the complete restore process, be sure to have the removable media (your back up material) available.
- Click the Start button, and then click the Control Panel.
- Double-click the Backup and Restore Center icon in Classic view.
- Click Restore computer.
An alert appears, explaining the process to restore your computer.
- Click Close.
- Click the Close button.
- Insert your Windows installation disc into your drive, and then restart your computer.
- At startup, press F8.
- Select Repair your computer on the Advanced Boots Options menu, and then press Enter.
- Follow the on-screen instructions to complete the process.
Each time you perform a backup, Backup creates a backup set containing the backed up files. You can store more than one backup set in a backup file. After backing up files for a while, you might find a number of unneeded backup sets accumulating in a backup file. You can delete these sets quickly and easily from the backup file within Backup. When you delete a backup set, only the backup set is deleted, but the backup file remains in the backup location. If you want to delete the backup file, drag the file icon into the Recycle Bin as you would any other Windows file.
- Click the Start button, and then click Computer.
- Locate the drive with your backup files.
- Double-click the drive and any folders to locate the Backup Set.
- Select the Backup Set folder.
- Press the Delete key.
- Click Yes to conform the deletion.
- To permanently delete the Backup Set, right-click the Recycle Bin, and then click Empty Recycle Bin.
