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When you back up your company file, a copy of the file in its current state is created. It's saved as a compressed archive file with a .zip extension, so it takes up less space.

Once you've created a backup, copy it to a safe location such as an external storage device, online storage, a portable hard drive, or another computer. Refer to Windows help or search the internet for information on copying files.

Turn on auto-sync

If you store your company file online, choose the auto-sync option to synchronise a copy of the online file to your computer automatically, every 20 minutes. This means if the internet drops out, or someone checks out the file while you’re still working, there’s a readable copy on your computer that is no more than 20 minutes old.

This is not the same as a backup, however. A backup is a snapshot of your company file at a particular point in time. So even if you work online, you may still want to make backups periodically, weekly, for example, or at the end of a financial period.

To back up your company file

To back up your company file

  1. Close any open windows, other than the Command Centre.
  2. Go to the File menu and choose Back Up. The Back Up Company File window appears.
    Back Up Company File window

    A default filename is assigned.

    Default filenamefurther details
    MYOBmmddyyyy.zip
    • mmddyyyy is the month, day and year from your computer’s clock
    • .zip is the file extension and cannot be changed.
  3. [Optional] You can change the name of the backup file.
  4. Click Browse and select where you want to save the backup file.
  5. If you want to protect the backup from unauthorised use, enter and confirm a password. This password will need to be entered when restoring the backup file.
  6. Click Back Up. The backup process begins.

Label your backups

If you are storing the backup file on a removable storage device, label all your backups with enough information to tell you when they were done and where you were up to in data entry—for example, ‘Friday, 22.05.18’ or ‘Backup as of 22.05.18’.

Tips for backing up

  • Use appropriate storage media. Different storage media offer different advantages. For example, CDs or USB-based devices are more portable, but offsite storage might be more secure.
  • Store backups in a different location to your company file. Don’t store backups on the same hard disk as your current company file. A single disaster could wipe out all your records.
  • Don’t overwrite previous backups. If your current file is corrupt and you don’t realise it, and then you overwrite your previous backup file, you’ll no longer have a useable backup.
  • Store backups off site. Store backups in a secure place, for example, in another physical location, or online with a storage solution such as DropBox. Except for daily rotational backups, we recommend you do not re-use media.

  Troubleshooting


Why is it taking so long to back up my online company file?

Why is it taking so long to back up my online company file?

Online backups can take longer than usual because the backup has to be created, compressed, then downloaded to your computer.

To speed things up, check out your company file first, then create the backup. When complete, check in the company file.

Why am I getting a "connection error" when backing up my online company file?

Why am I getting a "connection error" when backing up my online company file?

If there's a minor interruption to the online backup process, connection errors can occur.

To prevent this, check out your company file first, then create the backup. When complete, check in the company file.

Why do I receive the message "Before you can start this task, you need to close all windows and return to the Command Centre"?

Why do I receive the message "Before you can start this task, you need to close all windows and return to the Command Centre"?

The message "Before you can start this task, you need to close all windows and return to the Command Centre" can occur when AccountRight windows are still open.

To fix this, go to the Window menu and choose Close All. This will make sure all windows are closed and you'll then be able to back up your company file.

Why do I receive the message "Errors were found during the backup process"?

Why do I receive the message "Errors were found during the backup process"?

The message "Errors were found during the backup process. Please try again" can occur if you're trying to back up across a network. Instead, create the backup on the computer where the company file is stored.

 

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