1 Cox Business Premium Online Backup USER'S GUIDE Cox Business VERSION 1.0
2 Table of Contents ABOUT THIS GUIDE... 4 DOWNLOADING COX BUSINESS PREMIUM ONLINE BACKUP... 5 INSTALLING COX BUSINESS PREMIUM ONLINE BACKUP... 7 CONFIGURING COX BUSINESS PREMIUM ONLINE BACKUP USING COX BUSINESS PREMIUM ONLINE BACKUP SETTING UP FILES FOR BACKUP RESTORING FILES ACCESSING YOUR DATA SHARING FOLDERS MODIFYING A FOLDER SHARE WEB APPLICATION FUNCTIONS AND FEATURES LEFT NAVIGATION PANE Home Directory Address Book Help Personal Settings Download Backup Tool HOME DIRECTORY BUTTONS Upload Cox Business 2 Cox Business Premium Online Backup User's Guide
3 Delete New Folder Move Rename Send File History Cox Business 3 Cox Business Premium Online Backup User's Guide
4 About This Guide A B O U T T H I S G U I D E This guide is written for Cox Business Premium Online Backup users. It guides you through the procedures to start using Online Backup. Step One Downloading and Saving Online Backup to your computer Step Two Installing Online Backup Step Three Configuring your Online Backup Step Four Using Online Backup Step Five Accessing your Data This guide also explains how to share backed-up folders with other users, and provides an overview of the features and functions of the Online Backup web-based user interface. Note: If you need assistance with any of the tasks described in this document, click Help to consult the FAQs, or contact your Cox Business Premium Online Backup Customer Administrator at your workplace. Cox Business 4 Cox Business Premium Online Backup User's Guide
5 Downloading Cox Business Premium Online Backup D O W N L O A D I N G C O X B U S I N E S P R E M I U M O N L I N E B A C K U P To begin using Online Backup, you must first download the backup client. Use the following procedure: Close out all open programs as if you were getting ready to shut down your computer. From a web browser, go to This is the login page for Online Backup. Enter your Online Backup username and password. Click on the Login button. 1. Once logged in to an account, the Home Directory screen appears, displaying top-level files and folders. You are now ready to begin to download the backup tool. Click on the Cox Download link, located on the left navigation bar. Cox Business 5 Cox Business Premium Online Backup User's Guide
6 Downloading Cox Business Premium Online Backup 3. The pop-up boxes that follow guide you through the actual download of the program. Select Save to store the backup tool on your PC. Be sure to save it to your hard drive. 5. Once Cox Business Premium Online Backup has been saved to your hard drive, click the Close Window link to proceed. Cox Business 6 Cox Business Premium Online Backup User's Guide
7 Installing Cox Business Premium Online Backup I N S T A L L I N G C O X B U S I N E S S P R E M I U M O N L I N E B A C K U P 1. Find and open the coxbackup.msi file you downloaded onto your hard drive. This opens the Setup program. It will help you set up and install Online Backup on your computer. 2. Verify that all programs are closed on your computer. Click Next to proceed. 3. Click Next to proceed with the tool s installation into the specified directory. Cox Business 7 Cox Business Premium Online Backup User's Guide
8 Installing Cox Business Premium Online Backup 6. This screen confirms that Online Backup is ready to install. Click Next to proceed. 7. After a brief setup process, Online Backup will be installed on your computer. 8. When the installer is finished, then click Close. The client sign-in screen will launch. Enter in username and password and click on Next. Cox Business 8 Cox Business Premium Online Backup User's Guide
9 Installing Cox Business Premium Online Backup Cox Business 9 Cox Business Premium Online Backup User's Guide
10 Configuring Cox Business Premium Online Backup C O N F I G U R I N G C O X B U S I N E S S P R E M I U M O N L I N E B A C K U P If you canceled out of the setup process after installation, you may double-click on the Online Backup Desktop icon to launch the program. Once you have launched the program, the Online Backup wizard will appear. 1. Enter your Online Backup username, password. Click Next to proceed. Cox Business 10 Cox Business Premium Online Backup User's Guide
11 Configuring Cox Business Premium Online Backup 3. Online Backup will prompt you to select files for your initial backup. You can select the My Documents folder, certain other files and folders, or file types such as all pictures or documents. These preferences can be changed at any time after the initial setup. Remember that important documents may be in folders other than My Documents, so make sure you are aware of what files and folders you need to backup. Be certain to choose only your critical files for backup. Do not back up programs or settings (such as Word or Adobe Acrobat), since these will take up a lot of storage space and are easily replaced through installation programs. 4. After Online Backup connects to the Internet and verifies your account information, you will see the following screen. On this screen you may select the start date, start time and frequency of backups using the drop down menus. Once you have made your selections, click Next to continue. Cox Business 11 Cox Business Premium Online Backup User's Guide
12 Configuring Cox Business Premium Online Backup 6. Settings tab: You can make changes to your backup schedule on this screen: start date; start time; and frequency. We recommend 3 times daily to keep your documents current. Note: For your initial backup, you may want to set the start time for when you are ready to leave work, since the first backup will take longer than subsequent backups. Remember to keep your computer and Internet connection on so the backup will occur automatically after you leave. Your computer must be on and connected to the Internet in order to backup. Cox Business 12 Cox Business Premium Online Backup User's Guide
13 Configuring Cox Business Premium Online Backup 7. By clicking on the Advanced Settings button in the Settings tab, a user can even further configure how Online Backup will function. Restore Files to Original Location will attempt to place the data selected for restore in the location they were originally backed up. This option will only work if the original locations still exists on the users computer. You will want to create a location that will exist for the restore to download into through the Local Restore Destination Folder if they are not certain. Local Restore Destination Folder allows you to change the location in which the user can restore their files to on their computer. It is best to change this option to a location they will be able to locate once a restore is completed. They can enable the Restore Files to Original Location setting if they want to restore the files to the original location and are certain the original locations still exist. Option On Encryption Files allows the user to create a password that will encrypt their files before they are transferred into their Cox Business Online Backup account. It is important to keep track of the password. Note: Cox Business Premium Online Backup cannot reset or break the encryption if the user misplaces the password. Use Secure (SSL) is enabled by default. SSL encrypts the files during transfer to our servers. Some firewalls may block SSL file transfers in which case it can be de-selected. Use IE Proxy Settings is not enabled by default. The need to use proxy settings is rare. However, if the user does need to use a proxy, they may set it up in their Internet Options and import them from Internet Explorer. Disable Popup Messages disables the ability for Cox Business to message Online Backup users with popup messages through the Cox Business Backup software. Cox Business 13 Cox Business Premium Online Backup User's Guide
14 Configuring Cox Business Premium Online Backup Compress Files is not enabled by default. Compressing a file can reduce its size, but it will also transform the file s data type. Cox Business Online Backup utilizes a compression library unique to Cox Business Online Backup to compress data when the Compress Files setting is selected. If the user compresses files, the user can only restore them through the backup software. Only Backup Changed or New Files (incremental backup) is selected by default. This selection enables the incremental backup behavior in which the software will recognize and back up only new data and file changes, minimizing time on all future backups. Disable this setting if the user needs to complete a full backup of all selected folders and files. Remember, enabling this setting will greatly increase the time the backup will take to complete. Note: If they enable the Only Backup Changed or New Files setting, and then delete files on their systems that have been selected for backup, the deletion will not be reflected in the online account as there is no file from which Cox Business Online Backup software can note that a change occurred. Apply Data/Time Stamp to Backup Directory Name will put each scheduled backup in a new folder with the date and time suffix after the Backup folder name. (For example, Backup052604_1647). Note: Enabling this option will create a full backup each time it runs. Removing older backups needs to be performed by the user since Cox Business Online Backup has no means to remove them. Report Log Limit allows you to change the number of file transmission entries that will be saved in the Report Log at any given time 7. Backup tab: This tab allows you to select and de-select individual files that you would like to back up. Simply click the folder whose contents you would like to view, and the files contained in that directory are be displayed in the Select Files window. By clicking on a file s checkbox you can select and de-select files. Note: When you de-select any of a folder s contents, the checkmark next to the folder name will be grayed, indicating that some of the folder s contents are not selected for backup. 8. Once you have selected the files and folders you would like to back up using Online Cox Business 14 Cox Business Premium Online Backup User's Guide
15 Configuring Cox Business Premium Online Backup Backup, you may click Back Up Files to save your settings and begin backing up immediately. This will be the only time all your data is backed up at once, possibly effecting your bandwidth. All subsequent backups will use minimal amounts of bandwidth through incremental backups, unless that option is deselected. 9. Setup is now complete. Cox Business 15 Cox Business Premium Online Backup User's Guide
16 Using Cox Business Premium Online Backup U S I N G O N L I N E B A C K U P S E T T I N G U P F I L E S F O R B A C K U P The Backup tab allows you to select or deselect folders to be backed up. After launching the Cox Business Premium Online Backup client, the Backup tab will default as the main screen. To select files to backup, navigate through your computer s files and folders in the left-hand window. Check the checkbox in front of the files or folders that you wish to back up. If a checkbox has a check in it, it will be uploaded during a backup. Files will be backed up automatically based on the backup schedule that can be changed in the Settings tab. If you wish to backup ad hoc, click on the Back Up Files button. A dialogue box communicating the progress of the backup upload will be present during an upload. Cox Business 16 Cox Business Premium Online Backup User's Guide
17 Using Cox Business Premium Online Backup If you wish to adjust the File Types that are being backed up, click on the link labeled File Type at the top of the screen. To view a history of your backups, click on the View Backup Report button. A web browser showing the Backup Report will be launched. If you wish to do more advanced configuration of files to backup, you can adjust the rules that actually govern what files and folders get uploaded during a backup. Click on the View menu, and select to view backed up file s File Selection Rules. Time Warner Cable 17 SmartDrive User's Guide
18 Using Cox Business Premium Online Backup In the File Selection Rules screen, you can add or remove rules, as well as set up rules to specifically exclude files from being uploaded. All folders that are checked in the File Tree view of the Backup tab will correspondingly have a rule in the File Selection Rule view. Time Warner Cable 18 SmartDrive User's Guide
19 Using Cox Business Premium Online Backup Time Warner Cable 19 SmartDrive User's Guide
20 Using Cox Business Premium Online Backup R E S T O R I N G F I L E S To restore backed up data using the Online Backup software, access the Restore tab. Backed up files can also be accessed online using the web application. This is described in more detail in another section of this guide. In the Restore tab, navigate through the your backed up files and folders in the navigation tree in the left-hand window pane. Select files or folders to restore in the right-hand window pane by clicking in the checkbox next to the file or folder. Once you have selected the files you wish to restore, click on the Restore Files button. Your file will download to the location you provide. You can change the location, as well as whether duplicate files existing within your computer are overwritten, duplicated, or promoted to overwrite by accessing the Advanced Settings (you can get there by clicking on the link at the bottom of the screen). Cox Business 20 Cox Business Premium Online Backup User's Guide
21 Using Cox Business Premium Online Backup A progress dialogue box will appear while your restored files are downloading. If you wish to view your restore history, you can click on the View Restore Report button. A web browser will be launched, and you will be able to view records of all the restores that you have undertaken. Cox Business 21 Cox Business Premium Online Backup User's Guide
22 Accessing Your Data A C C E S S I N G Y O U R D A T A You may access and restore your data from any computer that has an Internet connection. 1. Log in to your account at 2. Your Online Backup account s homepage will open. Cox Business 22 Cox Business Premium Online Backup User's Guide
23 Accessing Your Data 3. When you log in, you will see the new Backup folder in your account s top level. The Backup folder is automatically generated by Online Backup and contains all of your backed-up data. Click on the folder name in order to open the folder and view your data. 2. Inside the Backup folder you will see the files and folders you have selected to back up. 3. You may open and download the data found within these folders. You may also Delete, Move, or Rename a file or folder, Send a file via , create a New Folder, and view the History of any file or folder. These functions are explained in detail in the Home Directory Buttons section, beginning on page 31. Cox Business 23 Cox Business Premium Online Backup User's Guide
24 Accessing Your Data Cox Business 24 Cox Business Premium Online Backup User's Guide
25 Sharing Folders S H AR I N G F O L D E R S Sharing allows other Online Backup users to access folders on your Online Backup account. You choose the level of access they have. The permission levels are: (R) - Read (view files only) (RW) - Read and Write (view and modify files) (RWD) - Delete (view, modify, and delete files) To share folders with other Online Backup users, use the following procedure: 1. Check the box next to the folder you want to share (in this example, My Documents). 2. Click the Share this Folder link. The Share Folder screen appears. Cox Business 25 Cox Business Premium Online Backup User's Guide
26 Sharing Folders 3. Enter the Cox Online Backup user IDs and domains for those with whom you want to share the folder (in this example, "admin" in domain "cox.com"). Cox Business 26 Cox Business Premium Online Backup User's Guide
27 Sharing Folders 4. Select a permission level for the folder. 5. Click Share Folder. A screen appears to confirm your selections. The folder is now shared. If you want to perform additional shares, click Continue Sharing. Otherwise click Return to My Files. Cox Business 27 Cox Business Premium Online Backup User's Guide
28 Modifying a Folder Share M O D I F Y I N G A F O L D E R S H A R E Once a folder is shared, you can modify the share in two ways: Change permission level Add or remove users If you want to modify the sharing of a folder, use the following procedure: 1. Navigate to the folder from the Home Directory. 2. Check the box next to the folder, and click the Share this Folder link. The Share Folder screen appears, displaying current members of the share. To remove a user, check the box(es) next to the user name(s), and click the click here link. To change permission level, select a different permission level and click Share Folder. Cox Business 28 Cox Business Premium Online Backup User's Guide
29 Light Interface Functions and Features W E B A P P L I C A T I O N F U N C T I O N S A N D F E A T U R E S This section describes the functions and features provided by the Left Navigation Pane links and the Home Directory buttons on the Light Interface. left navigation pane links home directory buttons L E F T N A V I G A T I O N P A N E H o m e D i r e c t o r y The Home Directory link brings you back to the Home Directory. A d d r e s s B o o k The Address Book allows you to store addresses. It is used mainly when you Send a file from your Online Backup account to a recipient using Whal (for more information on the Send feature, see page 36). Help Help opens the FAQs page. Three FAQs are provided: General FAQs, Backup FAQs, and FTP FAQs. General FAQs addresses common user questions, such as how to change passwords and add users to the Address Book. Cox Business 29 Cox Business Premium Online Backup User's Guide
30 Light Interface Functions and Features Backup FAQs addresses some technical details and provides common-sense advice for how to use the Backup tool. P e r s o n a l S e t t i n g s Personal Settings allows you to modify a number of settings, including your user name, password, and address. You can also select which interface you want to be your default. Save changes by clicking Save. Cox Business 30 Cox Business Premium Online Backup User's Guide
31 Light Interface Functions and Features D o w n l o a d W i n d o w s C l i e n t Use the Download Cox Online Backup link to download the Online Backup application to your PC. For detailed instructions on this procedure, see the Downloading Online Backup section of this guide, beginning on page 5. Cox Business 31 Cox Business Premium Online Backup User's Guide
32 Light Interface Functions and Features H O M E D I R E C T O R Y B U T T O N S Upload Upload allows one-time unscheduled uploads of files to your Online Backup account from your PC. An upload is different from a scheduled backup. Files added to your Online Backup account via an upload will not be backed up during backups. To use Upload, do the following: 1. Click the Upload button. The Upload Files screen appears. 2. Click Browse and navigate to the file on your PC. You can do this for up to nine files. 3. Once uploaded, the file appears in your Home Directory at the same level as the Backup folder. Delete To Delete a file or folder, check the box next to the file or folder name, and click Delete. You will be prompted to confirm that you want to delete. Cox Business 32 Cox Business Premium Online Backup User's Guide
33 Click OK to delete. Click Cancel to cancel the deletion. Light Interface Functions and Features New Folder New Folder allows you to create new folders in your Online Backup account. 1. Navigate to where you want the new folder to be. 2. Click the New Folder button. The New Folder screen appears. 3. Enter the folder name (in this example, New Folder), and click New Folder. 4. The new folder appears in your Online Backup account. Cox Business 33 Cox Business Premium Online Backup User's Guide
34 Light Interface Functions and Features Move Move allows you to move a folder or file within your Online Backup account. Warning! If you move a file or folder, any user or group shares will be lost. To move a file or folder, do the following: 1. Select the file or folder to be moved. 2. Click the Move button. The Move Files or Folder screen appears. Cox Business 34 Cox Business Premium Online Backup User's Guide
35 Light Interface Functions and Features 7. Use the drop-down menu to select where you want to move the file or folder to (in this example, New Folder is being moved to the Backup folder). 8. Click Move. The file or folder has been moved. Rename Rename allows you to rename a file or folder. Warning! If you rename a file or folder, any user or group shares will be lost. To rename a file or folder, do the following: 1. Select the file or folder to be moved. 2. Click the Rename button. The Rename Files or Folder screen appears. Cox Business 35 Cox Business Premium Online Backup User's Guide
36 Light Interface Functions and Features 3. Enter the new name for the folder or file (in this example, the folder "New Folder" is being renamed to "Business Opportunities"). 4. Click Rename. The file or folder is renamed. S e n d F i l e You may use Whal to send a files of any size directly from your Online Backup account to anyone with an address. 1. Select the file(s) you would like to send by clicking on the box next to the file icon(s), and click the Whal button. Cox Business 36 Cox Business Premium Online Backup User's Guide
37 Light Interface Functions and Features 2. In the Whal screen you may enter your recipient's address, customize the message subject line and add a note. 3. After you have finished customizing your message, click Send Files. 4. When a file is sent successfully, you will see a confirmation screen. Please note the warning in red. Do not move, rename or delete a file until it is successfully downloaded by your recipient. Cox Business 37 Cox Business Premium Online Backup User's Guide
38 Light Interface Functions and Features 5. Your recipient will receive an notification that the file has been sent. They may click on the hyperlink to be taken to a page from which they may download the file(s) you have sent to them. 6. You may verify that a recipient has downloaded the file(s) you sent by selecting the file in the Home Directory screen and clicking the History button. 7. A Download History page appears displaying the recipients address, and the dates and times that they have downloaded the file. Pending will appear if the file has not yet been downloaded by a recipient. History The History function is connected to the Whal function. It allows you to view who has downloaded files that you have sent. See Steps 6 and 7 of the Send section (on page 37) for details of the History function. Cox Business 38 Cox Business Premium Online Backup User's Guide
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