Hello everyone, welcome again to QuickBooks Tutorial for Beginners. Today we are going to learn how to Backup and Restore Company File on QuickBooks Pro. We use QuickBook Pro version 2016 on this tutorial but it should be applicable to other QuickBooks version as well. Why do we need to backup our Company File? Well, QuickBooks is a stable software but sometimes bad things happened. In order to avoid any possibility of data loss, we highly recommend you to perform backup to your Company File on QuickBooks. We can do automatic backup/scheduled backup on QuickBooks very easy.
By default, you will be reminded to create backup everytime you close QuickBooks application. But, we can also set a schedule for our backup. By doing this way, we will have a better backup set in case bad things happen in the future. But to enable these feature, we need to initiate a single backup first. So lets do it.
Backup and Restore Company File on QuickBooks Pro 2016
A. The Backup Process
Step 1. Select the Backup Destination
To create our first company file backup, do the following:
- Go to File
- Select Backup Company
- Click Create Local Backup
The new Create Backup window will open up. There are two options here. We can choose to save our backup in the cloud (Online Backup) or we can save the backup locally (Local Backup). The online backup will send the backup to your intuit account. Additional charges may apply if you choose this type of backup.
On this example, we are going to create a Local backup since this is the easiest and require no cost. With this local backup, we can save the backup to some places such as CD, DVD, USB flash disk, Network shares and some others.
Step 2. Specify the Backup Location
Next, Click Options. On this options page, we need to specify where to save the backup file. Click Browse to choose your backup location.
Also, we can enable other options such as add date and time to the backup file name, backup verification options and some others. It is recommended to choose the Complete verification to ensure you have a good, solid intact backup. Click OK when everything is set.
We highly recommend to save the backup on the same computer where QuickBooks is installed. If you do this, if something happen to your computer, you can possibly lose your company file and the backup file as well. So, put your backup in an external drive or network.
Step 3. Backup Schedule
After we configure the backup options, click Next from the previous window to configure when to save the backup. Here we can save the backup immediately and also we can set the backup schedule.
There are three options here:
- Save it now – immediately perform the backup
- Save it now and schedule future backup – perform backup immediately and then setup the backup schedule
- Only schedule future backup – the backup will be conducted on schedule. No immediate backup
We suggest to use the second option in this case. This is good when you open QuickBooks for long time and don’t know when you will close it. Click Next to continue.
Step 4. Create new Backup Schedule
On the next step, we can specify when to backup the company file.
To create new backup schedule, click New to create new backup schedule
Now type the backup description, browse to the backup location and select time and day you want to save the backup. We do not recommend to save this automatic backup in a thumb drive. Use network share location instead. Also, click Store Password and enter your Windows password. This to ensure that the backup will run even you are not login to Windows. Click OK and you will see the new backup schedule on the previous window as folow
You can remove or edit this backup schedule anytime. Also, you can create another backup schedule if you need it. Click Finish to save our backup job. In few moment, you will get some notifications.
The Restore Process
After we successfully backup our company file, we will show you how to restore company file from the backup. As I mentioned before that we are going to show you how to backup and restore company file on QuickBooks Pro. It is very easy to restore Company File on Quickbooks.
Step 1. Open the Restore menu
Go to File | Open or Restore Company.
It will bring up a new open and restore company window where we can start restoring our file. Select Restore a backup copy and press Next.
Next, select either Local backup or Online Backup. In this case we use Local backup, so we use the first option to restore. Press Next and then browse to the backup file location.
Browse to the .QBB or QBW file. Select your backup file and then press Open. The next window, will ask you where do you want to restore the file.
Click Next and then specify where to save the new company file. You can overwrite existing company file or simply restore it to a new company file.
Click Save to start the restore process. Once the restore process is completed, QuickBooks will automatically open the new company file that just restored.
So that’s it we have successfully create backup and restore of our Company File in QuickBooks.
A good understanding on how to backup and restore company file on QuickBooks Pro is very important. Make sure you setup a good backup schedule and don’t forget to check and verify the backup in regular basis as well. Thanks for reading this how to backup and restore company file on QuickBooks Pro tutorial and we’ll see you on the next QuickBooks Tutorials.