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Call Quickbooks Desktop Support and Learn How To Backup Accounting Data in Quickbooks

Want to create a backup company file? Then read the article further.

You can use your backup to restore your data if you ever run into problems.

Follow the steps below to schedule automatic backups or back up your files manually.

Please Note: Create a portable company file if you do not need a full backup and just want to move your accounting data. If you use Data Protect to back up your company files, follow the steps given below.

Step 1: Creating a backup company file

Everything is currently saved in your company file by Backup company files. Including all you’re accounting data, letters, templates, logos, images, and other related files (QuickBooks Statement Writer, Cash Flow Projector, Business Planner, and Loan Manager). Though it doesn’t back up payroll forms. We’ll explain how to do that later.

Two ways to back up your data are given below. You can either back up your data manually or get it done automatically.

Follow these steps to schedule automatic backups.

  • Let QuickBooks manually backup your company files instead of doing it automatically.
  • Go to the File menu in QuickBooks and then click on Switch to Single-user Mode.
  • In the File menu, hover over Back up Company. Now, click on Create Local Backup.
  • Select Local Backup in the window and then select next.
  • Select Browse in the Local Backup Only section and then choose where you wish to save your backup company file.
  • Now, set the number of backups that you wish to keep. (Optional)

Pro-Tip:  In on your calendar, No need to pencil it . To set backup reminders, use the options in the Online and Local Backup section.

  • Select complete verification, in the Online and Local Backup section. To ensure your backup file is in good shape before you save it runs a test.
  • Select OK when you’re ready.
  • Click on save it now and then schedule future backups and select Next. Select only schedule future backups if you don’t want to save a backup now.
  • Click on the checkbox- Save backup copy automatically when I close my company file and then click on the number of times between backups.
  • Select New to create a schedule.
  • To create a backup schedule, fill out the data fields. Now, set a specific time or day of the week.
  • Select OK, after you set your schedule. Now, QuickBooks tell you to enter your Windows sign-in password. To run the scheduled backup, seek permission from QuickBooks.
  • Select Finish, if you’re ready to create your backup.

At the same time, QuickBooks creates a backup and schedules your future backups. You get a confirmation message when it’s done.

How to back up your company file manually?

  • You can back up your company files anytime if you wish to.
  • Go to the File menu in QuickBooks and then click on Switch to Single-user Mode.
  • In the File menu again hover over Back up Company. Click on Create Local Backup.
  • Select Local Backup in the window and then select next.
  • Select Browse in the Local Backup Only section and then choose where you wish to save your backup company file.
  • Now, specify the number of backups that you wish to keep. (optional)

Pro-Tip: On your calendar, no need to pencil it in. To set backup reminders, use the options in the Online and Local Backup section.

  • To make sure your backup file is in good shape run a test before you save.
  • Click on OK when you’re ready.
  • Click on save it now and then select next.

QuickBooks help you in creating a single backup company file. You get a confirmation message when it’s done.

How to back up your payroll forms?

Step 2: Adjusting your backup settings

Want to know when was the last back up of your company file? In the File menu hover over Back up Company. Now, you’ll  be able to view the time and date at the top of the menu bar.

Follow the steps to change your backup preferences:

  • Click on the File and hover over Back up Company and then click on Create Local Backup.
  • Click on Options.
  • Make changes and click on OK.
  • In the Next steps you restore your backup
  • Now you have a backup company file which you can use to restore your company file. At the end of the file name this file has a .qbb extension.

Please note: You’ll need to move them to your local hard drive first before you restore if you keep your backup company files on an external device or a hosting service like Box.

Read the article further to learn how to create a portable version of your company file that’s easy to move.

Want to share or move your accounting data to another computer? You can do this by creating a portable company file. This compact version of your company file is small enough to send an email or put a USB. It is recommended to create a portable company file to fix minor data issues.

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Read further to learn how to create and open a portable company file to quickly move your data or fix issues.

Step 1: Updating QuickBooks

Update QuickBooks before you start so you have the latest version.

Step 2: Creating a backup

  • For sharing or moving accounting data around, portable company files are great when you don’t need a full backup.
  • A portable company file cannot work as a replacement for a full backup as it doesn’t include your logos, message templates, images and template, .tlg or .log files, Loan Manager, Statement Writer, or Fixed Asset Manager files.
  • Follow the steps to create a backup company file to completely back up your company files.
  • Consider sending them an accountant copy if you want to send your data to your accountant.

Step 3: Creating a portable company file

  • In QuickBooks log in as an admin.
  • In the File menu select Create Copy.
  • Click on Portable company file and then click on Next.
  • File a unique name for your portable company file. By doing this it becomes easier to tell your regular company file.
  • To save your portable company file, choose a location. Just like your Windows desktop pick somewhere that’s easy to look for.
  • Select Save when you’re ready and then click on OK.
  • You can send online or put on a USB when you have a portable company file. The file will look like this [Unique company file name].qbm.

Please Note: One can access everything in the file if you give someone a portable copy. To open the file, they’ll need a password as it is password protected.

  • Facing issues in creating a portable company file, follow steps to fix it.

Step 4: Opening a portable company file

Follow the steps given to open a portable version of your company file:

  • In QuickBooks log in as an admin.
  • In the File menu, click on Open or Restore Company.
  • Click on restore a portable file and then click on Next.
  • Click on your portable company file. It would look somewhat like this: [Unique company file name].qbm. And then click on Open.

Please note: For your portable company file and regular company file, don’t use the same name. The portable file will overwrite the regular one if you save them in the same folder.

  • Rename the portable company file or save it into a different folder.
  • Read the notes on Where do you want to restore the file page and click on Next.
  • Select Save, when you’re ready to open your file.
  • QuickBooks automatically re-indexes your data when you open your portable company file. This helps in fixing many data issues.
  • Having a problem in creating a portable company file, follow the steps to fix it.
  • If you can’t create or open a portable company file, follow the steps given below.
  • Do not worry if you create or open a portable company file (.qbm) and an error message occurs. To fix QuickBooks Desktop so that you can use your portable company file in order to move your data or repair your file follow the steps given below.

Step 1: Creating a manual copy of your company file

  • To create an additional portable copy, you can create a copy of your main company file and then use the same.
  • To open the Windows Start menu, click on Open.
  • In the search box, type ‘File Explorer’ and then click on the File Explorer.
  • Search for the folder having your company file. It is usually the QuickBooks folder.
  • Next, follow the steps given below, on the basis of what you were doing when you saw the error.
  • In case you were creating a portable company file
  • Look for your main company file having a .qbw extension. It should look somewhat like this: [Your Company File].qbw.
  • Right-click on the file and then click on Copy.
  • In your Windows desktop, right-click anywhere and then click on Paste.
  • Open QuickBooks
  • Don’t open your company file in QuickBooks.
  • Click on Opening or restore an existing file and then click on Open a company file option.
  • Now, open the copied company file that you have pasted in your Windows desktop.
  • Go to the File menu in the open copy of your company file and then choose Create Copy.
  • Click on the Portable company file and then select next.
  • To create another portable company file, follow the on-screen instructions.
  • There’s an issue with your original company file’s location if you can create a portable company file. From now onwards, use the copied company file as your main company file. Change the name of your original company file and then put “old” in the name so that you do not use it again.

Move on to Step 2, if you still see an error.

In case you are restoring a portable company file, follow these steps:

  • Look for your portable company file having a .qbm extension. It should look somewhat like this: [Your Company File].qbm.
  • Right-click on the company file and then click on Copy.
  • Right-click anywhere on your desktop and then click on Paste.
  • Open QuickBooks.
  • Do not open your company file.
  • Click on Opening or restore an existing file and then restore a portable file option. Look for the copied portable company file that you have pasted to your Windows desktop and then open it.

You’re good to go if you are able to open the copied portable company file. To move your accounting data, you can use it. If you don’t want to use it again rename the original portable file and put “old” in the name.

Move on to Step 2 if you still see an error.

Step 2: Opening a sample company file

  • To create a portable company file, use a sample company file . If there’s a bigger problem with your company file it will automatically notify you:
  • Open QuickBooks Desktop.
  • Select Open a Sample File instead of selecting your company file and then open sample companies.
  • Follow the steps to create a portable company file in the sample company file and save it to your Windows desktop.
  • Go to the File menu in QuickBooks and then click on Close Company/Logoff.
  • To open the portable company file that you have created in the sample company, follow the steps given below.
  • Your main company file may have issues if you can restore the portable company file from the sample company. To resolve data damage on your company file, follow the steps given below.
  • Reach out to our support team if you still face the same issues. We will help you in fixing your portable company file.

To know more on how to create backup files in QuickBooks desktop, call on our QuickBooks  desktop support number. You can also write to us at support@quickbooksupport.net . For more information visit – www.quickbooksupport.net

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