Backing Up Data
What is Backing Up Data?
Backing up data is the computer term for creating a copy of all of your files (or at least the most important ones) separate from your computer. For example, back in the older computers, backups were often made to floppy disk. Nowadays, most backups are to CD or DVD. Backing up data is usually quite simple, and can prove to be useful or even crucial to your computing happiness.
Why Back Up Data?
Backing up data is essential in an age where all of our important information is stored mostly on computer. This data is easier to lose than you might think--all it takes is one power outage, a hard drive failure, a virus, hacker, or even erroneous deletion to lose your budget, latest novel you were working on, a semester-long research paper, address books, or even saved games. Anything that you consider important and would cost you time and/or money to recover is worth backing up, because it is simple to do and easy to restore.
How to Back Up Data Using Windows
You are perfectly capable of backing up data using a program that you buy or download that will copy your files over to DVD, CD, or floppy disk--or even a flash drive. There are plenty of choices--Roxio, Norton, and many other companies design software just for backing up data. Some are free, but most will cost betwen $10 and $50, depending on the interface and complexity. For those of us who prefer using Microsoft Windows, being cheap, or having the most control over the backup process, this guide is for you.
Backing up Data Using a Floppy Drive
If you are simply backing up a few documents, email messages, or small DOS programs, backing up to a floppy drive is probably the best idea as of now. Floppy drives are gradually being phased out of PC technology, however, so you may wish to refer to the Backing Up to a Flash Drive further down in this guide.
Backing up to a floppy drive is amazingly simple. Open up My Computer and navigate to the files you wish to back up, usually in C: Local Hard Drive or whichever drive is your hard disk. Or you may wish to back up My Documents. When you have located the files you wish to back up, select them using one of the following methods:
Click with the left mouse button, hold the button down and drag the cursor across the window until the files you want to back up are highlighted inside the rectangle.
If you have just one file or directory to back up, simply left click once on the file or folder until it is highlighted.
Hold down the Ctrl key and single click each file you wish to back up, highlighting each one individually.
Click the first file in the list you wish to back up, then press and hold the shift key, and click the last file. This will highlight all the files in between.
Now insert a blank, formatted 3.5" floppy disk into your A: drive. Make sure it is securely in place, and then return to Windows. Right click one of the files selected (any of them) and then select "Send To..." on the menu that pops up. If you make a mistake and the files are deselected, simply reselect them. On the "Send To..." menu, open up the submenu by hovering the mouse cursor over the "Send To..." option until the submenu pops up. Then move the pointer down the submenu until you see "A: (3 1/2 Floppy)" or something similar, and then click the option. The computer will then copy the selected files over to the disk. Potential problems may include a bad disk, not enough room on the disk, or sending to the wrong drive. Ensure the files are on the disk by opening My Computer and navigating to A: (3 1/2 Floppy). To really make sure they're good copies, open each file up and make sure it looks the same. If all is well, eject the disk when the activity light is not on, and store it in a cool, dry place away from magnets and radio sources. You've successfully backed up your data!
Backing up Data Using a CD-R or DVD-R
I recommend using CD-Rs and DVD+/-Rs to back up data on a larger scale. CD-RWs and DVD+/-RWs are erasable, obviously, and not quite as reliable as their record-once cousins. Backing up to a CD or DVD in Windows XP is very similar to backing up to a floppy. In Windows 98, unless your computer has the proper drivers, you will probably have to use a third party program to copy the files to a CD or DVD. This guide applies to Windows XP and higher, though Windows 98 users may find it useful.
Backing up to a CD or DVD is useful for long-term, reliable storage of large amounts of data. CD-Rs can store 700 megabytes each, while DVD-Rs can store over 4.7 gigabytes, or 4,700 megabytes. Dual-layer DVD-Rs (the newest format) can store up to 8.5 gigabytes. CDs are going to be enough for most people, though if you're backing up a giant music or movie collection, DVDs may be your preferred choice.
First, insert the CD or DVD into the proper drive, usually the one called CD-Writer, CD-RW drive or the CD burner (or DVD).
Note: CD burners will not write to DVDs, but most DVD burners will write to CDs. Make sure your media matches the format of your drive. DVD burners sometimes only support one format, + or -. Most are dual-format, but older ones may only support one. If you buy DVD blanks, get the right ones for your drive. CDs should work in any burner.
Windows will probably auto-play the blank CD and give you some options for how to copy files over, such as Windows Media Player and a third-party software burner. Simply exit this.
Open up My Computer and navigate to the files you wish to back up, usually in C: Local Hard Drive or whichever drive is your hard disk. Or you may wish to back up My Documents. When you have located the files you wish to back up, select them using one of the following methods:
Click with the left mouse button, hold the button down and drag the cursor across the window until the files you want to back up are highlighted inside the rectangle.
If you have just one file or directory to back up, simply left click once on the file or folder until it is highlighted.
Hold down the Ctrl key and single click each file you wish to back up, highlighting each one individually.
Click the first file in the list you wish to back up, then press and hold the shift key, and click the last file. This will highlight all the files in between.
Right click one of the files selected (any of them) and then select "Send To..." on the menu that pops up. If you make a mistake and the files are deselected, simply reselect them. On the "Send To..." menu, open up the submenu by hovering the mouse cursor over the "Send To..." option until the submenu pops up. Then move the pointer down the submenu until you see "D: (CD Drive)" or something similar, and then click the option. The computer will then send them to a temporary folder to prepare them for burning. A bubble will pop up near your clock to notify you about "Files are ready to be written to the CD." Click this to bring up your files. If you miss this, then simply open up the CD Drive in My Computer.
When you have reached the files ready to be written to the CD, there should be a sidebar with a few options, including "Write these files to CD." Click this one to bring up the CD-writing wizard. Give it a volume label (the name of the CD) if you want, and then click "Next." The CD wizard will then begin preparing the files to be written to the CD, actually write the files to the CD, then ask you if you want to make another copy. Click "No" unless you want to make another copy. This will take about ten minutes or so, depending on the speed of your burner and the size of the files.
You may also see a dialog about High-MAT format support. Ignore this, unless you know what it is.
Potential problems with CD burning are slightly more than with floppy copy. CD media is easily error-prone, and burning is a sensitive process. While your computer is burning, you should not run any programs, browse the Internet or instant message. In fact, don't do anything at all until it's done. Go to the bathroom or fix a sandwich.
Once it's done burning, the CD may or may not eject. If it does, re-insert the CD and navigate to it using Auto-play or My Computer. If the computer gives you an error, such as "Please insert a disc into drive D:" or "Error reading CD" or some similar error, then the CD did not burn properly. Try again with a different CD, and close some programs.
If the files are present, spot check a few of them and make sure they open properly. If all looks well, then store the CD on a spindle or a jewel case. The backup was successful! If something doesn't work, start the burning process over again.
Backing up to a Flash Drive
This is very similar to backing up to a floppy drive. Follow the same instructions, except when you reach the "Send To..." menu, click the option that says "X: (Removable Drive)" instead of the floppy drive, where X is the letter assigned to your flash drive.
Restoring Backed Up Data
So your computer crashed, you got a virus, or you had to reformat. Now you're wondering how in the world to get the data off those backups you made. Never fear, as the backups of your data are the perfect way to do this. Here is how to restore your precious data:
Insert the floppy disk, CD, DVD or flash drive that you copied the data to. Now navigate to it using My Computer. (3 1/2 Floppy, CD Drive, or Removable Drive). Right click the window and then click on "Select All." All files should be highlighted now. Next, copy the files to the clipboard by right clicking on one of the highlighted files and then clicking "Copy" or simply using the keyboard by holding down Ctrl and pressing C, known as the Ctrl+C key combination.
Next, move to the directory where you want to copy everything onto your hard drive, probably My Documents or C: Local Disk. Once in the folder you want the files to go into, right click the window and click "Paste." The copying should begin. The keyboard shortcut for "Paste" is Ctrl+V.
That should do it. Aren't you glad you made backups?