Method 1 - Using Windows XP to copy files and folders to a CD

Transcription

1 It is very important to backup your Outlook/Eudora messages, Microsoft word documents, spreadsheets, databases, images and other files. SAVE EARLY SAVE OFTEN! Table of Contents Table of Contents... 1 Copy files to CD... 2 Method 1 - Using Windows XP to copy files and folders to a CD... 2 Method 2 - Using Roxio EZ-CD creator version 5 basic... 2 Copy files to Zip or floppy... 5 Copy files to your network drive M: drive... 6 Backup your Outlook mail folder... 6 Method 1 - Using the PST Backup tool... 6 Method 2 - Manually copying your.pst file to a zip or CD... 8

2 Copy files to CD Writable CD s (CD-R, recordable CDs) will hold about 700MB of data. You may need to burn more than 1 CD for a full backup of all of your files. CD s are inexpensive and relatively easy to use. There are 2 methods to copy files to a CD 1. Using the Built-In feature that comes with Windows XP 2. Using a 3 rd party program called Roxio EZ CD creator Method 1 - Using Windows XP to copy files and folders to a CD 1. Insert a blank, writable CD into the CD recorder. 2. Right click on the start button and choose Explore. 3. On the left side of explorer scroll up or down to navigate to the c:\ drive and click the folder(s) you want to copy to the CD. To select more than one folder, hold down the CTRL key while you click the files you want. 4. Then, right click anywhere on the highlighted folders and choose Send To CD Drive (E:) 5. You may see the files being copied. Before the files are actually written to the CD you need to verify that the files are correct. 6. On the left side of explorer scroll down to the CD Drive (E:) and click on it. 7. The files will appear under Files Ready to be Written to the CD. 8. Right click on the CD Drive (E:) and choose Write these Files to CD. 9. Click Next to follow the CD Wizard. Make sure you have a blank CD-R in the drive. Notes Do not copy more files to the CD than it will hold. Standard CDs hold up to 650 megabytes (MB). High-capacity CDs hold up to 850 MB. Be sure that you have enough disk space on your hard disk to store the temporary files that are created during the CD writing process. For a standard CD, Windows reserves up to 700 MB of the available free space. For a high-capacity CD, Windows reserves up to 1 gigabyte (GB) of the available free space. After you copy files or folders to the CD, it is useful to view the CD to confirm that the files are copied. Method 2 - Using Roxio EZ-CD creator version 5 basic NOTE: You can follow these directions for Roxio CD creator version 6 as well. 1. Put in a black CD (either CD-R or CD-RW) 2. The following menu should show up. If it doesn t, click the start button programs roxio ez cd creator. 2

3 3. Choose Create CD, click OK 4. Click button to Make a Data CD 5. Click Data CD Project (this will open up EZ CD Project) 3

4 6. Change Source files to my documents, C: drive or the location where you have your data files. 7. hold CTRL and select all folders in the top pane ad shown in the figure above 8. Click the ADD button to add your folders and files to the bottom pane 9. Click Record button 4

5 10. Click Start Recording button 11. it will take about 5 minutes to record your files depending on the size 12. Click OK when done Copy files to Zip or floppy Floppy disks hold very small amounts of data 1.4MB. Zip disks will hold either 100MB or 250MB of data. 1. Insert a floppy or zip disk 2. Right click on the start button and choose Explore. 3. On the left side of explorer scroll up or down to navigate to the c:\ drive and click the folder(s) you want to copy to the CD. To select more than one folder, hold down the CTRL key while you click the files you want. 4. Then, right click anywhere on the highlighted folders and choose Copy 5. Scroll up or down on the left side to the A: drive or the zip drive. Right click on the zip drive and choose Paste 5

6 Copy files to your network drive M: drive 1. Right click on the start button and choose Explore. 2. On the left side of explorer scroll up or down to navigate to the c:\ drive and click the folder(s) you want to copy to the CD. To select more than one folder, hold down the CTRL key while you click the files you want. 3. Then, right click anywhere on the highlighted folders and choose Copy 4. Scroll up or down on the left side to the M: drive. Right click on the M: drive and choose Paste Backup your Outlook mail folder All of your Outlook data is stored in a Personal Folders file (.pst). A.pst file is stored locally on your computer rather than on the server. Each.pst file contains all of your Outlook folders, including the Inbox, Calendar, and Contacts. You can have a single.pst file (usually called Personal Folders in your Folder List) but you can also have an additional.pst file that you use for archiving, called archive.pst. There are two methods to backup your outlook.pst file 1. Using the Microsoft Personal Folders Backup tool automatically reminds you to backup every week 2. Manually copying your.pst file to a removable media such as zip or CD Method 1 - Using the PST Backup tool Install the Microsoft Outlook Personal Folders Backup tool 1. Quit Outlook. 2. Click here to Download the tool 5A6322F4FD01&displaylang=en from the Microsoft Office Online site 3. Clicking the Download button on the Microsoft page. 4. Click Open to begin the setup program. Or if you saved the file, double-click the Pfbackup.exe program file on your hard disk. 5. Follow the instructions on the screen to complete the installation. 6. Start Outlook. Using the PST Backup Tool The Personal Folders file (.pst) that you want to back up must be open. If the file is visible in Folder List, it is open. 1. On the File menu, click Backup. 2. Click Options. 3. In the Backup these personal folders files list, select the check box for each item you want to back up. 4. Change the.pst file name shown. Or, to select a different folder, click Browse, navigate to the location you want, and then click Open. 5. The default file name and location where the.pst file is saved is shown in the File location box. 6

7 6. To have Microsoft Outlook automatically remind you to make a backup copy of this file, select the Remind me to backup every x days check box, and then type the number of days between 1 and Click OK. 8. Click Save Backup. Note The items selected will not be backed up until you quit Outlook. Lists Personal Folders files (.pst) that will be included in the backup. Displays the last time a backup was completed. The Options button is where you can set reminders for the backup, which Personal Folders files are included, and the file location where the backup is saved. You can open previously created backups. Selecting the check box specifies that reminders are to be used. You can specify any number between 1 and 999 days. Select the check box for each Personal Folders file you want to back up. 7

8 The file location is where your data will be copied to. Your original data will not be moved and changed. Once a backup is complete, you can use Windows Explorer to go to this location and see the backup file or copy it to removable media such as a CD, DVD, portable hard drive, or portable memory device. Method 2 - Manually copying your.pst file to a zip or CD 1. Insert a CD or zip disk 2. Right click on the start button and choose Explore. 3. On the left side of explorer scroll up or down to navigate to the C:\Documents and Settings\<Your Username>\Local Settings\Application Data\Microsoft\Outlook 4. Select the outlook.pst file 5. Right click on the outlook.pst file and choose Copy 6. Scroll up or down on the left side to the zip drive. Right click on the zip drive and choose Paste 7. If copying to a CD, right click on the outlook.pst file and choose Send To CD Drive (e:) 8. On the left side of explorer scroll down to the CD Drive (E:) and click on it. 9. The files will appear under Files Ready to be Written to the CD. 10. Right click on the CD Drive (E:) and choose Write these Files to CD. 11. Click Next to follow the CD Wizard. Make sure you have a blank CD-R in the drive. 8