Studio Visual Steps. Creating a Backup in Windows 7

Transcription

1 Studio Visual Steps Creating a Backup in Windows 7

2 This guide has been written using the Visual Steps method Visual Steps Edited by Jolanda Ligthart, Mara Kok and Rilana Groot Translated by Chris Hollingsworth, 1 st Resources and Irene Venditti, i-write translation services. August 2012 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without the prior written permission of the Publisher. LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: While the publisher and author have used their best efforts in preparing this book, they make no representations or warranties with respect to the accuracy or completeness of the contents of this book and specifically disclaim any implied warranties of merchantability or fitness for a particular purpose. No warranty may be created or extended by sales representatives or written sales materials. The advice and strategies contained herein may not be suitable for your situation. You should consult with a professional where appropriate. Neither the publisher nor author shall be liable for any loss of profit or any other commercial damages, including but not limited to special, incidental, consequential or other damages. Trademarks: Visual Steps is a trademark of Visual Steps B.V. in the Netherlands. Windows is a registered trademark or trademark of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Resources used: Some of the computer terms and definitions seen here in this guide have been taken from descriptions found online at the Windows Help and Support website. Do you have questions or suggestions? [email protected] Would you like more information?

3 Table of Contents Foreword... 5 Visual Steps Newsletter... 5 Introduction to Visual Steps... 6 What You ll Need... 6 How to Use This Guide... 7 Prior Computer Experience... 7 The Screen Shots External Hard Disk Connect an External Hard Disk To the Computer Disconnect an External Hard Disk From the Computer Background Information Creating a Backup in Windows Which Type of Backup? Creating a Full Backup Creating a Backup Copy of Personal Files Creating an Incremental Backup Creating an Automatic Backup Restoring a Backup Copying Personal Files To an External Hard Disk Exporting and Importing Favorites, Contacts and Files Exporting Favorites Importing Favorites Exporting Correspondence Importing Correspondence Exporting Contacts Importing Contacts Tips Dictionary 80

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5 5 Foreword Dear readers, Nowadays, the average computer begins to accumulate thousands of files in no time at all: pictures of precious moments in your life, messages sent to you by family and friends, important documents, web addresses for your favorite websites and your contacts addresses. Just imagine what would happen if your computer should crash, or if somebody would steal your computer. Fortunately, you can prevent these disasters from happening by performing a regular backup. It is best to store such an emergency (safety) backup separately, apart from your computer, in a safe place. This is an effective method of preventing computer misfortunes! In this guide you can read how to create and store backups on an external hard drive in Windows 7. Having a fallback or backup plan in place will give you peace of mind. We hope you enjoy this guide! Studio Visual Steps PS We welcome all comments and suggestions regarding this guide. The address is: [email protected] Visual Steps Newsletter All Visual Steps books follow the same methodology: clear and concise step-by-step instructions with screen shots to demonstrate each task. A complete list of all our books can be found on our website. You can also sign up to receive our free Visual Steps Newsletter. In this Newsletter you will receive periodic information by regarding: - the latest titles and previously released books; - special offers, supplemental chapters and free informative booklets. Our Newsletter subscribers may also download any of the documents listed on the web pages /info_downloads When you subscribe to our Newsletter you can be assured that we will never use your address for any purpose other than sending you the information as previously described. We will not share this address with any third-party. Each Newsletter also contains a one-click link to unsubscribe.

6 6 Introduction to Visual Steps The Visual Steps handbooks and manuals are the best instructional materials available for learning how to work with the iphone, ipad, computers and software applications. Nowhere else can you find better support for getting to know an iphone, ipad, computer, the Internet, Windows, Mac and other computing topics. Key components in all Visual Steps books: Comprehensible contents Addresses the needs of the beginner or intermediate user for a manual written in simple, straight-forward English. Clear structure Precise, easy to follow instructions. The material is broken down into small enough segments to allow for easy absorption. Screen shots of every step Quickly compare what you see on your screen with the screen shots in the guide. Pointers and tips guide you when new windows or alert boxes are opened so you always know what to do next. Get started right away All you have to do is turn on your computer, place the guide next to your keyboard, and begin at once. Layout The text is printed in a large size font and is clearly legible. In short, I believe these manuals will be excellent guides for you. Dr. H. van der Meij Faculty of Applied Education, Department of Instructional Technology, University of Twente, the Netherlands What You ll Need In order to work through this guide, you will need to have the following items at your disposal: The main requirement is having Windows 7 installed on your computer. In some cases you will need an Internet connection, to be able to download the driver programs used by your external hard drive. An external hard disk drive is required for storage of your backup files.

7 7 How to Use This Guide This guide has been written using the Visual Steps method. The method is simple: open this guide on your computer or laptop or have it available as a printed document. Have your computer ready and execute all the tasks step by step, directly on your own computer. With clear instructions and the multitude of screen shots, you will know exactly what to do. By executing all the tasks at once, you will learn how to create a backup in the quickest possible way. In each Visual Steps guide or book, you will see various icons. This is what they mean: Techniques These icons indicate an action to be carried out: The mouse icon means you should do something with the mouse. The keyboard icon means you should type something on the keyboard. The hand icon means you should do something else, for example insert a USB stick into one of the USB ports on the computer. The hand can also indicate a series of operations which were presented elsewhere in the guide. Extra assistance is also provided in various areas of this guide. Help These icons indicate that extra help is available: The arrow icon warns you about something. The bandage icon will help you if something has gone wrong. In separate boxes you will find tips or additional, background information. Extra information Information boxes are denoted by these icons: The book icon gives you extra background information that you can read at your convenience. This extra information is not necessary for working through the guide. The light bulb icon indicates an extra tip for using the program. Prior Computer Experience This guide has been written specifically for computer users who can already work with a Windows 7 computer and have basic computer skills.

8 8 The Screen Shots The screen shots in this guide were made on a computer running Windows 7 Ultimate. The screen shots used in this guide indicate which button, folder, file or hyperlink you need to click on your computer screen. In the instruction text (in bold letters) you will see a small image of the item you need to click. The black line will point you to the right place on your screen. The small screen shots that are printed in this guide are not meant to be completely legible all the time. This is not necessary, as you will see these images on your own computer screen in real size and fully legible. Here you see an example of an instruction text and a screen shot. The black line indicates where to find this item on your own computer screen: Sometimes the screen shot shows only a portion of a window. Here is an example: Top right of the window: It really will not be necessary for you to read all the information in the screen shots in this guide. Always use the screen shots in combination with the image you see on your own computer screen.

9 9 1. External Hard Drive Making backups (safety copies) of files is becoming increasingly important for computer users. More and more people store important information on their computer. Not only business or financial information, but also photos and videos are stored digitally. Nowadays, lots of people record precious memories and unforgettable moments with their digital photo and video cameras. In the old days, backups were stored on external media such as floppy discs, CDs, or DVDs. The disadvantage of these types of media was their limited storage capacity. Larger backups soon required multiple floppy discs, CDs or DVDs. All this changed when the external hard disk drive was introduced. You can compare the external hard drive to the internal hard drive within your computer case. Only, the external hard drive has its own case and works independently, outside your computer. The external hard drive is connected to the computer through a cable, usually a USB cable. In this guide you will learn how to create a backup on an external hard drive in Windows 7. In this chapter we will show you how to connect and disconnect an external hard drive to and from your computer. In this chapter you will learn how to: connect an external hard drive to your computer; disconnect an external hard drive from your computer. Please note: In order to work through this guide you will need to have an external hard drive available.

10 10 Creating a Backup in Windows Connect an External Hard Drive to the Computer Before you can start using an external hard drive, you first need to connect it to your computer. In this section you can read how to connect an external hard drive to your computer with a cable. Please note: If you are using an external hard drive that needs to be inserted into one of the slots of your computer (see the Background Information on properties of external hard drives on page 17), the instructions in this section do not apply. Since the computer is already equipped with a drive (station) for this type of external storage, you simply insert the device into the slot in the correct manner. Make sure the power and data transfer connections are positioned on the side of the device that is inserted into the computer. Usually there is just one way in which the device will fit into the slot. Read the instructions that come with your external hard drive, if necessary Insert the external hard drive into the correct slot Please note: First, always check the packaging of the external hard drive to see if a manual has been included. If that is the case, then follow the instructions in this manual, rather than the instructions in this guide. Although the instructions in this guide will apply to most external hard drives, in some instances there may be different ways of connecting for a specific brand or type. Please note: Only use the power supply and adapter that comes with the external hard drive. Using different power supplies or adapters may damage the external hard drive.

11 Chapter 1 External Hard Disk 11 Turn on your computer Please note: Some external hard drives are powered by the computer through a USB connection. For example, mini hard disks use this kind of power supply. In such a case, you will not need to follow the instructions for connecting the power supply, as shown below. Connect the power supply cable to the external hard drive If the external hard drive has an on/off switch: Turn the on/off switch off Plug the power cable into the wall socket If the external hard drive does not have an on/off switch, the disk will be turned on automatically. If the external hard drive contains an on/off switch: Turn the on/off switch to on On most external hard drives, a small LED lamp will be lit. Please note: Do not move the external hard drive when it is connected to the power supply. This may damage it or lead to data loss.

12 12 Creating a Backup in Windows 7 If this is the first time you are using the hard drive with your computer, Windows will need to install a driver program first. Windows may use the Internet to do this: Plug the USB cable into the hard drive s USB port Or: Plug the Firewire cable into the hard drive s Firewire port Plug the other side of the USB cable into the computer s USB port Or: Plug the other side of the Firewire cable into the computer s Firewire port Now Windows will automatically install the driver (program) needed for the external device: This driver may already be present in the Windows operating system, or it may be imported from the external device or downloaded from the Internet. After the driver has been installed you will see this message:

13 Chapter 1 External Hard Disk 13 Now you can start using the external hard drive. The Autoplay window may appear: This indicates that the external hard drive is successfully connected. You can close this window: You can also view the external hard drive in the Computer window: HELP! The external hard drive is not recognized. If the external hard drive is not automatically recognized by Windows, this is what you can do: Check if the power plug is properly inserted into the wall socket Check if the on/off switch is turned on Check if the USB or Firewire cable has been properly connected to the external device and to the computer Check if your computer is connected to the Internet, to enable Windows to download the driver software, if necessary Read the manual that came with your external device for additional troubleshooting information

14 14 Creating a Backup in Windows Disconnect an External Hard Drive from the Computer After you have used it, you can disconnect the external hard drive from your computer. You can take it to some other place to be stored for instance. How you do this depends on the type of device you use. Please note: First, always check if the external device has been supplied with a manual. If that is the case, then follow the instructions in this manual, rather than the instructions in this guide. Although the instructions in this guide will apply to most external hard drives, in some instances there may be different ways of disconnecting for a specific brand or type. Please note: Never disconnect the external hard drive from the computer while there are still read and write operations in progress. You may be able to detect this by a blinking light on the external device, or by a blue bar in the Computer window. This indicates that there is still data traffic between the computer and the external device. If you disconnect the external device too early, some data may be lost. If the external hard drive has an on/off switch: Or: Turn the on/off switch to off Remove the USB cable plug from the computer s USB port Remove Firewire cable plug from the computer s Firewire port If you want to move the external hard drive: Unplug the external hard drive from the power socket

15 Chapter 1 External Hard Disk 15 If the external hard drive does not have an on/off switch: On the taskbar: Or: the external hard drive If you see this message, you can remove the external hard drive: Remove the USB cable plug from the computer s USB port, or remove the Firewire cable plug from the computer s Firewire port If you want to move the external hard drive: Unplug the external hard drive from the power socket Follow the steps above Remove the external hard drive from the computer

16 16 Creating a Backup in Windows Background Information Choosing a storage medium If you want to save a backup of your files you can choose from various storage media. You can use DVDs, a USB stick, a memory card or an external hard drive. Usually, a USB stick, memory card or DVD will only be suited for relatively small backups which do not take up a lot of storage space. You can store up to 4.7 GB on a regular DVD. You can use more than one DVD to create a backup, but a larger backup will require dozens of DVDs, which have to be swapped at regular intervals. Nowadays, USB sticks and memory cards are capable of storing around 128 GB of data. This capacity is suitable for storing smaller backups. For the really large backups, such as a backup of your computer s hard disk, using an external hard drive is recommended. There are devices available that can store 2 or 3 TB of data. If you purchase an external hard drive that is at least as big as your computer s hard disk, you will always be able to create a good backup. Which drives? The way your computer is set up determines which drives are suitable for storing a backup. These are the rules that apply: You cannot store a backup on the hard disk that contains the Windows operating system. That is logical, because if you would encounter problems on your computer s hard disk, you would not be able to use the original files nor your backup files, because they are stored on the same disk. You can store a backup on another built-in hard disk in your computer. If the hard disk has been divided in multiple partitions, you can also store a backup on a different partition. However, it is not recommended to rely on such a backup, since the partition is physically part of the same hard disk where the problem can occur. In case of real disk trouble you will not be able to use this backup. At least make sure you create regular backups on other disk drives as well. You can make a backup and store it on a USB stick or a memory card. These types of media are indicated by the name Removable disk. You can also burn a backup onto a blank DVD with your DVD burner. Store backups in a safe place Not only can you lose your data due to computer problems, but fire, flooding or other natural disasters or even a burglary can do a lot of damage as well. That is why it is a good idea to save at least one backup outside of your own house, if you have important information stored on your computer. Do not forget to renew such a backup at regular intervals.

17 Chapter 1 External Hard Disk 17 The characteristics of external hard drives There are two types of external drives. The first type is the external hard drive that can operate independently and is connected to the computer s USB or Firewire ports with a USB cable. The second type is inserted into a special slot in the computer case. This slot is a wide slit into which an external hard drive will fit, usually protected by a plastic or metal cover to keep the dust out. Because each external hard drive has its own particular shape and connection format, the make and type of the external hard drive you want to use has to be suited to the computer s slot. This means you cannot just insert an independently working hard drive into such a slot. This type of external hard drive can often also be used separately, apart from the computer s slot, by connecting it to the computer with a cable. This can be useful if you want to use the external hard drive with a computer that does not have a special slot for this type of external hard drive. The advantage of using an external hard drive with its own drive station is that you do not need to use any cables. The information can be retrieved and stored a bit quicker. Although it can be a disadvantage that you can only use this type of hard drive if your computer is equipped with such a slot. Whereas independently working external hard drives can be connected to any computer, by using the USB or Firewire ports. External hard drives operate slower than internal hard disks. Especially if you own an older computer with a USB 1.0 connection, instead of the current standard USB 2.0 or 3.0 connection, which are much faster. If you connect the external hard drive to a USB port of the older type, Windows will display a message that it is recommended to use a faster USB connection. The external hard drive has a speed at which the platter rotates, measured in RPMs (revolutions per minute). Currently this is around 5400 or 7200 RPMs, but higher speeds are in development. The higher the speed the more expensive the hard drive becomes. External hard drives come in various sizes, ranging from 1.6 x 2 inch pocket models to desktop models of 8 x 4 inches. Pocket models are easier to bring along, but their storage capacity is less. External hard drives are now available with a storage capacity as large as 2 terabytes, with steady improvements in size and price per capacity expected. Just as with higher speeds, the more storage capacity there is, the more expensive the hard drive becomes. Another thing you need to keep in mind is the presence of an on/off switch. Some brands manufacture hard drives with such a switch, but there are also a lot of external hard drives that can only be turned off by disconnecting the power plug or USB cable, or that need to stay turned on all the time. An on/off switch is much easier to use. Due to their large storage capacity, external hard drives are very suitable for storing lots of (large) files. Make sure you always purchase a device with sufficient storage capacity. An external drive will fill up faster than you think.

18 18 Creating a Backup in Windows 7 Create a backup or copy the files yourself You can secure your data by creating backups and also by manually copying files to another hard disk. The best course of action depends on the type of data and the things you want to use the data for: If you want to make a safety copy of (all) your data, in order to be able to restore it to your own computer, it is best to create a backup. A backup file will always be a compressed file, which will take up less storage space. If you want to transport data to use on another computer, it is best to copy these files yourself, to a CD/DVD, a USB stick, memory card, or an external hard drive. It is not always possible to restore a backup file to a different computer, especially when the other computer is using a different version of the Windows operating system. If you want to save a number of files or folders that belong together, for instance to show them to others, you will need to collect these files yourself and copy them to a CD/DVD, a USB stick, memory card, or an external hard drive. Data that needs to be stored for longer periods of time (or forever), such as birth/wedding photos, your company s bookkeeping records, or other important documents, are best saved on separate media, such as a CD/DVD, a USB stick, memory card, or an external hard drive. This way, it will be easier to use this data, regardless of the computer you want to use to view the files. In short, you will usually want to create a data backup for security reasons. But if you also want to use the data for other purposes (exchange information, viewing, etc.), it is better to copy the files yourself. Backups and a new version of Windows Whenever you buy a new computer, or install a new operating system (a new Windows version) to your computer, you will more than likely want to transfer your personal files from your old computer to your new one. For this purpose you can use a backup copy of the files on your old computer. But if you have created the backup on a computer using Windows XP and want to restore the backup to a Windows 7 computer, you will need to use a special program, supplied by Microsoft. On the website you can search for the words Windows NT Backup Restore Utility to look up the web page that contains information and the download file for this utility. If you are not sure about using this procedure, you can always ask an experienced computer user to help you.

19 19 2. Creating a Backup in Windows 7 You can create a backup copy of the settings and files on your computer, by using the backup program included in the Windows operating system. There are several options available. One is to manually select the settings and files that you want to include in the backup copy. This gives you the opportunity to select only specific files and settings that you want to be restored to your computer, if that becomes necessary. But you can also create a full backup copy of your hard drive. This will come in handy if the hard drive crashes or cannot be used any longer for some reason or other. You can then restore the full contents of your old hard drive to a new one. The quickest and easiest method to start a backup process is by allowing Windows to perform scheduled backups at fixed intervals. Apart from that, you can also make an incremental backup. This type of backup saves any new or changed files. It will not include the unchanged files that have already been backed up in a previous session. If you have files that you want to use on other computers, it is better not to use the Windows backup program. Simply copy the desired files to an external hard drive yourself. In this way you can secure your personal files and other specific files, such as your favorites in Internet Explorer and your correspondence. In this chapter you will learn how to: create a full backup; make a backup copy of your personal files; make an incremental backup; set up an automatic backup procedure; restore a backup; copy personal files to an external hard drive. Please note: You can create backups on DVDs, USB sticks, memory cards or on an external hard drive. In this chapter we will discuss how to make a backup on an external hard drive. Please note: If you want to backup the files on a notebook computer, it is recommended that you connect the notebook to a power outlet. Do not rely on battery power alone. This will ensure that the backup operation is not thwarted by a low battery level. Please note: Make sure the external hard drive is connected to the computer (see Chapter 1 External Hard Drive).

20 20 Creating a Backup In Windows 7 Please note: The external hard drive that is displayed in the screen shots in this chapter may differ from the one that you are using. We are using a LaCie external hard drive. Tip The name of the external hard drive In Windows you can usually identify the external hard drive by its brand name. 2.1 Which Type of Backup? You can safely store your data by making backup copies or by copying files to another hard drive by hand. The best course of action depends on the things you want to do with your files. On the basis of the following options you can decide which backup method is best suited for your purposes: I want to secure the full contents of my computer s hard drive, so I will be able to restore this content in case my computer crashes or some other kind of problem occurs. Start reading from section 2.2 Creating a Full Backup. I want to secure specific files on my computer s hard drive, so that I will be able to restore them in case my computer crashes or some other kind of problem occurs. I want to select these files myself. Start reading from section 2.3 Creating a Backup Copy of Personal Files. I want to create a backup of the files that have not yet been backed up in a previous session. Start reading from section 2.4 Creating an Incremental Backup. I want Windows to perform a scheduled backup automatically, so I will not have to worry about this any longer. Start reading from section 2.5 Creating an Automatic Backup. I want to restore a previously made backup to the computer. Start reading from section 2.6 Restoring a Backup. I want to secure personal files, so that I will be able to restore them individually and be able to use them separately on other computers as well. Start reading from section 2.7 Copying Personal Files to an External Hard Drive. I want to save my favorites from Internet Explorer, so that I will be able to restore them and be able to use them on other computers as well.

21 Chapter 2 Creating a Backup in Windows 7 21 Start reading from section 3.1 Exporting Favorites. I want to secure my correspondence, so that I will be able to restore it as needed but I also want to be able to use it on other computers as well. Start reading from section 3.3 Exporting Correspondence. I want to save my contacts from Windows Live Mail, so that I will be able to restore them as needed but I also want to be able to use them on other computers as well. Start reading from section 3.5 Exporting Contacts. In short, you will mostly create backups for safety reasons. These backups will usually include large numbers of (large) files. In case of a regular backup, all the files will be collected, compressed and saved into a single file. This means the files will take up less space than when you make a regular copy of these files. But you will need a backup program to restore these files, if you want to use them again. If you want to do other things with these files (exchange, view, etc.), it is better to copy the files manually. 2.2 Creating a Full Backup In Windows 7 you can create a full backup. This type of backup is also called a system backup copy or system image. A system backup includes copies of your programs, system settings and files. You can use a system backup to restore the contents of your computer in case your hard drive crashes or the computer no longer functions. Please note: If you want to create a system backup, your hard drive needs to be formatted to use the NTFS file system. In most cases, an external hard drive has already been formatted to use NTFS by default. You can find additional information on this topic in Windows Help and Support or in the manual that came with your external hard drive. Please note: The available space on your external hard drive may not be sufficient to store a system backup. If that is the case, you will automatically see a warning message. You will need to purchase an external hard drive that has a larger capacity. If necessary, connect the external hard drive to your computer,,,

22 22 Creating a Backup In Windows 7 You will see the Backup and Restore window: You will see the Create a system image window: Here you can indicate where you want to store the backup: on an external hard drive or on a DVD. In this example we have chosen to save the backup on an external hard drive: the radio button by Select the hard drive for this backup, in this case it is a LaCie

23 Chapter 2 Creating a Backup in Windows 7 23 If your computer contains multiple drives, you can indicate which drives you want to include in the backup: By default, the drive that contains the Windows operating system, is already selected: Check the box by the drives you want to select You will see the required and available disk space: You will see an overview of the backup information: If you actually want to create the backup, click If you want to stop, click. : After the backup operation has finished, you will have an external hard drive with a full copy of your current system. Store this backup copy in a safe place. You may also be asked whether you want to create a system repair disc: Make your choice

24 24 Creating a Backup In Windows 7 Close all windows Please note: If you restore a system image, the full backup will be restored to the computer. It is not possible to restore individual files. All current programs, system settings and files will be replaced. To keep your most recent work safe, you need to get in the habit of creating regular backups. In the next section you can read how to do this. Please note: If you want to restore a system image, you will need to use the Windows 7 DVD. If you do not have such a DVD, you will need to create a system repair disc by clicking the instructions. in the Backup and Restore window and then following Tip Making regular system backups It is recommended to create system images (backups) at regular intervals. This way, you will always be able to use a recent copy of your hard drive. 2.3 Creating a Backup Copy of Personal Files In Windows 7 you can also create a backup of specific personal files. You can indicate exactly which folders you want to include in the backup. If necessary, connect the external hard drive to your computer If necessary, click,,, You will see the Backup and Restore window: or

25 Chapter 2 Creating a Backup in Windows 7 25 Now you can select where you want to store the backup copy: the desired drive for storing the backup You can indicate which kind of backup you want to create: An automatic backup of important files: For more information, click You can also decide which files you want to save: the radio button by

26 26 Creating a Backup In Windows 7 Tip Let Windows regulate the backup procedure You can let Windows 7 take care of making backups of the most important files. An automatic backup copy will contains files from the libraries, contacts, favorites and other things. the radio button by At the bottom of the window: Or: In the next window: Now you can select the folders (containing files) that need to be included in the backup: A number of important folders and libraries have already been selected: By clicking you can see an overview of the folders on a specific drive: By the drive, click

27 Chapter 2 Creating a Backup in Windows 7 27 Check the box next to the folders you want to include in the backup If you wish, check the box by You will see an overview of the backup settings: The backup operations are automatically set to a fixed time schedule. This is how you can change the time schedule: You will see a window where you can change the schedule: Uncheck the box by

28 28 Creating a Backup In Windows 7 If you have already created a previous backup: In the next window: Now the backup will be created: During the backup operation you can use your computer in a normal way. But be sure not to turn the computer off! Tip Stop the back-up process You can stop the backup operation by clicking,,. Close all windows Please note: The backup settings you have selected, such as which external hard drive to use, will be saved and used for making future backups. This is very useful if you want to create identical backups every once in a while. If you want to create a different backup, you will need to change the settings by clicking Backup and Restore window. in the

29 Chapter 2 Creating a Backup in Windows Creating an Incremental Backup The first time you create a backup, all of the selected data will be included in the backup copy. But the next time you initiate the backup procedure, it will only include the files that have changed since the previous backup operation (including any newly created files). This is called an incremental backup. This saves a lot of time and storage space. Once the first full backup has been created, the Windows 7 backup program will automatically create incremental backups of new and changed information; if a time schedule is set (see section 2.5 Creating an Automatic Backup). You can also create an incremental backup yourself if a lot of important information on your computer has changed. The settings regarding the types of files that are included in the backup can remain unchanged. This is how you set up this type of backup: If necessary, connect the external hard drive to your computer,,, You will see the Backup and Restore window: Now the incremental backup will be copied to the external hard drive. Close all windows Tip Check by Windows Windows 7 will automatically check the backups and indicate when it is necessary to create a full backup again.

30 30 Creating a Backup In Windows Creating an Automatic Backup In the Backup and Restore window you can manage the schedule for your backups. If necessary, connect the external hard drive to your computer,,, You will see the Backup and Restore window: Follow the instructions in section 2.3 Creating a Backup Copy of Personal Files for setting up a backup operation, starting from page 24, until you see the window below You will see an overview of the backup settings:

31 Chapter 2 Creating a Backup in Windows 7 31 Now you will see a window in which you can set up the backup schedule: Check the box by Select the desired settings for the automatic backup If you want to back up your files: If you have already made a backup previously: If you want to stop: If you have a backup schedule set up, an automatic backup will be performed at the time you have determined. If the computer is not turned on at that moment, the backup will be created as soon as the computer is turned on again. The external hard drive must also be connected. Close all windows

32 32 Creating a Backup In Windows Restoring a Backup If it becomes necessary to restore a backup, you can do this by using the options in the same Backup and Restore window. Please note: Carry out the operations as described in this section, only if you really intend to restore a backup. For instance, if you have lost important data on your computer. If necessary, connect the external hard drive to your computer If necessary, click,,, You will see the Backup and Restore window: In the next window you can select the folders or files you want to restore. Here is how to restore one or multiple folders: You can search for the name of a file or folder by using the button: With the button you can search for files through the folders: To leaf through the folders:

33 Chapter 2 Creating a Backup in Windows 7 33 Now you will see this window: You open the folders by double-clicking them. In the backup folder, all folders and files from previous backups are collected. Double-click the backup folder You will see the contents of the backup folder: Now you can select the desired folder, or leaf through the other folders. the folder you want to restore Tip Restore all folders and files If you want to restore all the folders and files from a certain backup, click the folder that contains the full backup, then click. Keep in mind that only the data files will be restored. Your programs and/or Windows 7 components can only be restored from a system image backup.

34 34 Creating a Backup In Windows 7 The folder has been added to the list and will be restored: Repeat these steps for all the folders you want to restore Use the and buttons to delete folders and files from the list: In most cases the files you restore will be placed in the various folders based on where they were located originally. But you can also decide to restore these files to a different location on the computer. This is sometimes handy if you want to check your files first before overwriting. In this example we have chosen to restore the files to their original location: You can select a different location by clicking the radio button by and browse to the desired folder:

35 Chapter 2 Creating a Backup in Windows 7 35 If your computer s hard drive already contains existing folders and files with the same names, in the same locations, you will see this window: You can indicate per item what kind of action should be taken: Replace the file in the destination folder by the item you are restoring: Do not restore the file: Restore the file, but under a different name (keep both copies): Use the selected action for all the files that need to be restored: If you wish, check the box by the desired option When the restore operation is completely finished, you will see this message: If you want, you can view the files and folders that have been restored now. or click You have now restored a backup (or a part of one at least). Close all windows

36 36 Creating a Backup In Windows Copying Personal Files to an External Hard Drive You do not always need to use a backup procedure if you just want to make a copy of a few files to keep them safe. If you only want to copy a few files or if you want to use these files on other computers, you can copy them to an external hard drive in the regular way. You can do this by using the Computer window. You can copy a file directly to an external hard drive: If necessary, connect the external hard drive to your computer, Open the folder that contains the file you want to copy the file Right-click the file the external hard drive Tip The file already exists If the external hard drive already contains a file with the same name, you will see the window below: Replace the file on the hard drive by the file you want to copy: Do not copy the file: Copy the file, but rename it: the desired option

37 Chapter 2 Creating a Backup in Windows 7 37 You will see that the file is copied to the external hard drive: You can also copy a file to a specific folder on the external hard drive: Open the folder that contains the file you want to copy the file Press + the external hard drive Open the folder to which you want to copy the file Press + The file will be copied to the selected folder on the external hard drive: Tip Copy a folder You can copy an entire folder using the same method. You can select multiple files and folders by holding the CTRL key pressed down while you click the files and folders to select them.

38 38 Creating a Backup In Windows 7 This is how you restore a file from the external hard drive to the computer: the external hard drive Open the folder that contains the file you want to copy the file Press + Open the folder to which you want to restore the file Press + The file will be copied from the external hard drive to the selected folder: Tip Restore a folder You can restore a folder using the same method. You can select multiple files and folders by holding the CTRL key pressed down while you click the files and folders to select them. Close all windows

39 39 3. Exporting and Importing Favorites, Contacts and Files You can use the Windows backup program to create backups of all sorts of files. Although it is better to use your program to back up your correspondence and address book files. It is best to use Internet Explorer to back up your favorites. This operation is called exporting. By importing the data you can restore it to the computer again. You can import data on your own computer, for instance, after your computer has crashed. You can use the export file you created as a kind of backup, to restore the data to your computer. In this chapter you will learn how to do this. Furthermore, you can also use an export file to copy data to a new computer, or to update the files after you have upgraded your computer from Windows XP to Windows 7, for example. In that case you will use the export file for transferring the data from your old computer to the new one. In the Tips at the end of this chapter you can read how to do this. In this chapter you will learn how to: export and import favorites; export and import contacts; export and import messages. Please note: You can use various kinds of storage media. In this chapter we will show you how to save export files to an external hard drive. Please note: If you want to create an export file from the data on a notebook computer, it is recommended that you connect the notebook to a power outlet. Do not rely on battery power alone. This will prevent the export (or import) operation from being thwarted due to low battery levels. Please note: Make sure the external hard drive is connected to the computer (see Chapter 1 External Hard Disk). Please note: The external hard drive that is displayed in the screen shots in this chapter may differ from the one that you are using. We are using a LaCie external hard drive.

40 40 Creating a Backup In Windows Exporting Favorites The addresses of your favorite websites are stored in the Internet Explorer favorites. You can also store these favorite websites (bookmarks) on an external hard drive. This is done by exporting the favorites:,, You will see the Internet Explorer window: By, click the radio button by Check the box by You can also export RSS feeds and cookies. At the bottom of the window:

41 Chapter 3. Exporting and importing Favorites, Contacts and Files 41 Double-click the external hard drive The favorites will be saved in a file called bookmark.htm: Now the favorites have been saved on the external hard drive, in the form of a single web page.

42 42 Creating a Backup In Windows Importing Favorites This is how you import the favorites from the external hard drive:,, In the Internet Explorer window: By, click the radio button by Check the box by

43 Chapter 3. Exporting and importing Favorites, Contacts and Files 43 Double-click the external hard drive Now the favorites have been imported to Internet Explorer. Close all windows

44 44 Creating a Backup In Windows Exporting Correspondence You can save the messages you have sent and received in Windows Live Mail on an external hard drive. This is done by exporting them:,, You will see the Windows Live Mail window: At the bottom of the window: Now you will need to enter the name of the folder in which you want to save the messages:

45 Chapter 3. Exporting and importing Favorites, Contacts and Files 45 By, click the external hard drive the desired folder If you want to make a new folder, then click : twice The messages are now stored on the external hard drive. 3.4 Importing Correspondence This is how to import messages that have been exported to an external hard drive in Windows Live Mail: Please note: Carry out the operations in this section only if something has gone wrong with the Windows Live Mail folders. Is everything working fine? Skip this section, or just read through it

46 46 Creating a Backup In Windows 7 Now you will need to enter the name of the folder in which the messages have been saved: By, click the external hard drive the desired folder

47 Chapter 3. Exporting and importing Favorites, Contacts and Files 47 The messages have now been imported to Windows Live Mail. By, click By, click By the name of your account, click You will see your messages. Close all windows 3.5 Exporting Contacts You can save the contacts that are stored in Windows Live Mail on an external hard drive. This is done by exporting them:,, You will see the Windows Live Mail window: You will see the Windows Live Contacts window:

48 48 Creating a Backup In Windows 7 Now you will see the CSV export window: You will see the Save as window: Select the external hard drive By, type: My contacts You will see the CSV export window again:

49 Chapter 3. Exporting and importing Favorites, Contacts and Files 49 In the next window you can select the data you want to export: Check the box next to the fields you want to export Now the file containing the contacts will be exported to the external hard drive. You can use the external hard drive to import the contacts in Windows Live Mail onto another computer. Or you can use the external hard drive as a backup of your contacts on your own computer. Close all windows 3.6 Importing Contacts You can also import the information about your contacts in Windows Live Mail onto your own computer or on a different computer. Here is how you do that:,, You will see the Windows Live Mail window: You will see the Windows Live Contacts window:

50 50 Creating a Backup In Windows 7 You will see the CSV Import window: Now you will see the Open window: Select the external hard drive the file that contains the contacts You will see the CSV Import window again: In the next window you can select the data you want to import: Check the box next to the fields you want to import Now the contacts will be imported into Windows Live Mail. Close all windows

51 Chapter 3. Exporting and importing Favorites, Contacts and Files Tips Tip Import messages In this chapter you have learned how to import and export files containing your favorites, addresses and messages on a computer that uses the same version of Windows for both the export and import operation. But in most cases you can also import the export file on a computer that uses a different Windows version than the version with which the export file was created. This operation is practically identical. Transfer favorites from Windows Vista or Windows XP to Windows 7 This operation is identical to the operation described in this chapter. Transfer addresses from Windows Vista to Windows 7 This operation is identical to the operation described in this chapter. Transfer addresses from Windows XP to Windows 7 This operation is slightly different, as you can see below: Carry out the steps just like you have learned them in this guide, until you see the window below In the next window: Check the box by You will see a new window: - Continue reading at the next page -

52 52 Creating a Backup In Windows 7 Continue with the steps in this guide Transfer messages from Windows Vista to Windows 7 This operation is identical to the operation described in this chapter. Transfer messages from Windows XP to Windows 7 This operation is slightly different, as you can see below: Carry out the steps just like you have learned them in this guide, until you see the window below In the Select Program window you need to select Microsoft Outlook Express 6: Continue with the steps in this guide

53 53 Glossary of Terms Automatic backup Back-up Contacts Driver Export External hard drive Favorites Firewire Import Incremental backup Memory card A scheduled backup performed by the Windows operating system. The time and date for when the backup will take place can be set according to your own preferences. A safety copy of the files on a computer. A file containing a list of addresses from the persons or organizations you have communicated with by sending or receiving . This file is part of Windows Live Mail. You can store additional information about your contacts, such as their name, address and telephone number. A program that regulates the communication between the Windows operating system and hardware or devices, such as a printer, camera or an external hard disk. Copying data (a single file or multiple files) to an external storage device such as a USB stick or an external hard drive with the aid of the corresponding option in a computer program. For example, favorite bookmarks, photos or messages. An external hard disk that has its own case and can be connected to a computer with a cable. Often used for backups. A list of links to websites that you visit frequently. You can manage this list in Internet Explorer. A fast type of connection for connecting a device to the computer. Also know as IEEE Copying data (a single file or multiple files) from an external storage device such as a USB stick or an external hard drive to the computer, with the aid of the corresponding option in a computer program. For example, favorite bookmarks, photos or messages. A backup of the changes that have been made since the previous backup operation. A storage medium that can be inserted into a special card reader or slot on the computer. It is used for reading and writing data, such as photos made with a digital camera. Memory cards come in various types and sizes, and you can choose from different brands. - Continue reading at the next page -

54 54 Creating a Backup In Windows 7 NTFS A method for formatting hard disks. Is used by Windows 7. Partition Storage medium System copy or system image USB USB stick A section of a hard disk. A hard disk can be divided into several partitions that can be used for various purposes. For example, you can install different versions of Windows on different partitions. A storage medium is any technology (including devices and materials) used to place, keep, and retrieve data. A backup that contains copies of your programs, system settings, and files. You can use such a system image to restore the contents of a computer, if the computer s hard drive or the computer itself no longer works. A frequently used type of connection for connecting a device to the computer. Modern computers use the fast USB 2.0 or 3.0 connection. A storage medium that can be inserted directly into a computer s USB port. Source: Windows Help and Support

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