ARCHIVING MESSAGES AND DOCUMENTS

Transcription

1 ARCHIVING MESSAGES AND DOCUMENTS Overview The Backup utility helps you protect data from accidental loss if your system experiences hardware or storage media failure. For example, you can use Backup to create a duplicate copy of the data on your hard disk and then archive the data on another storage device. The backup storage medium can be a logical drive such as your hard drive, or a separate storage device such as a removable disk, or an entire library of disks or tapes organized into a media pool and controlled by a robotic changer. If the original data on your hard disk is accidentally erased or overwritten, or becomes inaccessible because of a hard disk malfunction, you can easily restore the data from the archived copy. Contents (click on item)..:: Archiving ::.. Archiving Messages in Microsoft Outlook Archiving Messages in The Bat! Archiving Data Files/Documents Using Backup Wizard Copying Files to CDs..:: Restoring ::.. Restoring (Personal) Data File (.pst) in Microsoft Outlook Restoring Backup File (.tbk) in The Bat! Restoring Archived Files (.bkf) Using Restore Wizard PREPARED BY: Eraj Baizoev Programmer/IT Specialist Silkroad Science & Engineering April 04, 2007

2 Archiving Messages in Microsoft Outlook Standard Operating Procedures: 1. Open Microsoft Outlook Application. It s icon is usually located in Start > Programs or Start > Programs > Microsoft Office 2. From the Menu Bar select File > Import and Export 3. Select Export to a file in Choose an action to perform field to export your messages to a single backup (.pst) file and click on Next button

3 4. Select Personal Folder File (.pst) in Create a file of type field to make a.pst file and click on Next button. 5. Select Personal Folders (or you may select any other subfolder such as Inbox) in Select the folder to export from field to export the messages of particular folder. Be sure to put a check on Include subfolders if the folder has other subfolders and their messages inside should be exported, too. Then click on Next button. (The Filter contains more precise options of message parameters)

4 6. Click on Browse button to show the filename of your new Outlook backup. 7. The folder should be D:\Backup\ and the filename should be something like OutlookBackup_(name)_(date) to recognize later the creation date of your archive file and what kind of files it contains. After that, click on OK and then on Finish. 8. In the last window Outlook will ask you to make sure if the information provided is absolute, also you can select the encryption setting (fileshrink method) and a password to make it accessible only to you. You can change the name of your Outlook folder to something like Archived_(date) in Name field this is done to distinguish your archived messages from the real ones when it is necessary to restore them in the future in your Outlook in this case the messages will be restored in Archived_(date) folder instead of - 4 -

5 your Personal Folders and you will be prevented from messing your current messages with archived ones. 9. Click on OK button and after a while, you can check if the backup file exists in required folder. Now your backup file is ready to be copied to any removable media (FloppyDisk, CD/DVD or Flash)

6 Archiving Messages in The Bat! Standard Operating Procedures: 1. Open The Bat! Application. It s icon is usually located in Start > Programs. 2. From the Menu Bar select Tools > Backup 3. Check all necessary items to backup. You can leave everything offered by default. 4. Click Browse in Backup File field to create a new archive file for your accounts

7 5. Select the folder to create the file in (It should be: D:\Backup\ ). Type your archive name in File Name box. You can type something like TheBatBackup_(name)_(date) to recognize later the creation date of your archive and what kind of files it contains. 6. Click on Save and then on OK. 7. In the next window you will find existing TheBat! accounts to backup. Put a check on the ones you need to backup, in case if there are several accounts. Remember that only those accounts will appear in the list which are accessible at the moment of archiving (if your account is password-protected, please access it before doing backup). 8. You can enter a password to your archive in order to protect it from unapproved use. Put a check on Protect the archive with a password and then type your Password in the boxes below. 9. Click on OK

8 10. The Bat! will start archiving files and will show the following window. Click on OK to exit. Now your backup file is ready to be copied to any removable media (FloppyDisk, CD/DVD, Flash)

9 Archiving Data Files / Documents Using Windows Backup Wizard Standard operating Procedures: 1. Open Backup Wizard from Main Menu from this path: Start > Programs > Accessories > System Tools > Backup 2. Click Next in Welcome window. You can also switch to Advanced Mode (for advanced users) by clicking on Advanced Mode link

10 3. Select Back up files and setting for creating new archive file. Click on Next button. 4. Here you may select one of four: Click My documents and settings to have a backup of your documents and desktop settings; Click Everyone s documents and settings to have a backup of everyone s documents and desktop settings; Click All information on this computer to have a backup of all the files and system settings of your computer; Click Let me choose what to backup to have a backup of your documents which are located in different places, not only in My documents folder (RECOMMENDED). 5. Click on Next

11 6. Here you can select the folders and files located in most remote places of your local disks. To open a folder (without selecting) click [+] sign on the left side. To select whole folder (on the left tab) or some files in it (on the right tab), click the empty box on the left side of its name. A [ ] sign will appear. Click on Next. (Here you can also select the OutlookBackup_(name)_(date) and/or TheBatBackup_(name)_(date) archive files that you created the last time, they are located on D:\Backup\. But for a faster restoring it is better to save them separately on removable media). 7. Click Browse to locate the backup file. If it asks for a floppy, just click Cancel

12 8. Select the folder to create the file in, it should be on D:\Backup\. Type the backup filename in File Name field, use something like FilesBackup_(name)_(date). 9. Click on Save. 10. Click on Finish. You can select other backup options by clicking Advanced button

13 11. Backup will be finished in a few minutes depending on your selected files and folders sizes. You may stop the process by clicking on Cancel (NOT RECOMMENDED). 12. After the backup file is created, you can close the window

14 Copying Backup Files to CD/DVD Standard Operating Procedures: Now you will have to copy the backup/archive files to your backup CD/DVD. For this purpose here only Windows CD/DVD recording is offered, however there can be other CD/DVD burning applications which are used in your PC. 1. Find and preview your backup files in their folder (D:\Backup\). If your file is located in another computer that doesn t have a CD/DVD-RW Drive, then it should be copied to CD/DVD burning PC. 2. Right-click on files you need to copy to CDs. 3. Select Send To > CD/DVD-RW Drive 4. An information balloon will appear at the bottom-right side of your screen in taskbar. Just click on it to view CD or DVD pending files window. If the balloon did not appear or disappeared, open the following path: My Computer > CD/DVD-RW Drive

15 5. In CD/DVD window, in the field Files Ready to be Written to the CD you will see your backup file with an arrow directed to bottom. From CD Writing Tasks on the left side menu select Write these files to CD to begin CD/DVD burn. 6. After a while files copying window will appear, here in CD name field type something like BackupCD_(date). Click on Next to continue

16 7. You will see the progress bar of copying the files to CD. You may stop the process by clicking on Cancel button (NOT RECOMMENDED). 8. Now complete. Click on Finish to close this window. The disk will be automatically extracted from your CD-ROM

17 Restoring (Personal) Data File (.pst) in Microsoft Outlook Standard Operating Procedures: 1. Open Microsoft Outlook Application. It s icon is usually located in Start > Programs or Start > Programs > Microsoft Office 2. From the Menu Bar select File > Import and Export 3. Select Import from another program or file in Choose an action to perform field to import your archived messages from a backup (.pst) file and click on Next button

18 4. Select Personal Folder File (.pst) in Select file type to import from field and click on Next button. 5. Click on Browse button to show the filename of your Outlook backup. It should be located in your BackupCD. Select the Options regarding duplicate messages managing and then click on Next

19 6. Select Personal Folders (or you may select any other subfolder such as Inbox) in Select the folder to import from field to import the messages of particular folder. Be sure to put a check on Include subfolders if the folder has other subfolders and their messages inside should be imported, too. (The Filter contains more precise options of message parameters). 7. Then click on Finish button. Your Outlook files will be restored and can be previewed

20 Restoring Backup File in The Bat! Standard Operating Procedures: 1. Open The Bat! Application. It is usually located in Start > Programs. 2. From the Menu Bar select Tools > Restore 3. Click Add for looking for your archive file nad show the path to your TheBatBackup file (it should be on your BackupCD). Click on Open

21 4. Check the items you want to restore from this file: Account settings, Folders, Address Books, etc. Click on OK. 5. The Bat! will start restoring files and will show the following window. Click on OK to exit. Your TheBat files are now restored and can be previewed

22 Restoring Archived Files Using Windows Backup Restore Wizard Standard Operating Procedures: 1. Open Backup Wizard from Main Menu from this path: Start > Programs > Accessories > System Tools > Backup 2. Click on Next in Welcome window. You can also switch to Advanced Mode. 3. Select Restore files and setting for restoring an existing archive. Click on Next. 4. Click Browse for looking for your archive file. Click Browse for the second time on next window

23 5. Select the folder in which your backup file is located. In our case insert the Backup Disk into CD/DVD-ROM and select the file you want to restore. As the backup files have the creation-date written on their names you will be able to select the proper file to restore (in case if there are several of them). Click on Open. 6. Click OK in the next window

24 7. Put a check on the top-most folder if you want to restore all files, or just on some particluar folders and files. Click on Next to continue. 8. You may click Advanced button to select other options. Click Advanced button

25 9. Here you may select one of three: Click Original location to restore files in folders where they originally were. (RECOMMENDED, but the existing files on your PC with the same name may be overwritten). Click Alternate location to restore files in alternate folders: e.g. you select a new or existing folder and the selected files will be restored in your new folder with preserving the folder tree (folder inside folder structure) Click Single folder to restore all files in one single folder without folder tree structure. 10. Click on Next to continue. 11. Select the first option Leave existing files or another one upon your wish. Click on Next to continue

26 12. Again click on Next. 13. Restoring will be finished in a few minutes depending on the size of your files. You may stop the process by clicking Cancel (NOT RECOMMENDED). 14. The files and folders are now restored. Close the window