How to Get Back the QuickBooks Data You Backed Up - dummies

How to Get Back the QuickBooks Data You Backed Up

By Stephen L. Nelson

What happens if you lose all your QuickBooks data? Get a cup of coffee. Lean back in your chair. Gloat for a couple minutes. You have no problem because hopefully, you have followed instructions to back up your data.

Okay, you may have one or two problems, but you can probably blame PC gremlins for those. If the disaster that caused you to lose your data also trashed other parts of your computer, you may need to reinstall QuickBooks. You also may need to reinstall all your other software.

After you gloat sufficiently (and piece your computer back together again, if it was the cause of the disaster), carefully do the following to reinstate your QuickBooks data:

1Get your backup files.

Find the backup you created and load it into the appropriate drive (for a disc) or USB port (from a thumb drive or external source). If you’re working with an external disk, do anything special you need to do to access that device. (Example: Turn on the external disk’s power.)

2Start QuickBooks and choose File → Open or Restore Company.

QuickBooks displays the Open or Restore Company dialog box.

3Indicate that you want to restore a backup copy of your QuickBooks data file.

How you do this is probably obvious, right? Select the Restore a Backup Copy radio button. Click Next after you do this.

4Tell QuickBooks whether you backed up locally or online. Then click Next.

QuickBooks displays the Open or Restore Company dialog box. Select the Local Backup option button to indicate that you made a local backup.

5Identify the backup file that you want to use. Click Next.

QuickBooks displays the Open Backup Copy dialog box. If you know the company filename and location, you can enter this information in the boxes provided.

If you don’t know this information, use the Look In drop-down list to identify the drive that contains the file you want to back up. Then choose the backup file you want to restore and click Open. QuickBooks displays the Open or Restore Company dialog box telling you that the next step (where you specify the restoration location) is pretty darn important.

6Specify where the restored file will be located. Then click Next again.

QuickBooks displays the Save Company File As dialog box. Use the File Name text box and Save In drop-down list here to identify the file you want to replace.

If you know the company filename and location, you can enter this information in the text boxes provided. If you don’t know this information, use the Save In drop-down list to make sure that you place the restored file in the correct folder on the correct drive.

7Click Save.

If the file you’re trying to restore already exists, you see a message box telling you so. Click Yes to overwrite and replace the file with the one stored on the backup disc, or click No to keep the original copy.

QuickBooks may ask you for your password to verify that you have administrative permission to restore the file. Then, if everything goes okay, you see a message box that says so. Breathe a deep sigh of relief and give thanks.

Oops. Something to remember:

When you restore a file, you replace the current version of the file with the backup version stored on the backup medium. Don’t restore a file for fun. Restore a file only if the current version is trashed and you want to start over by using the version stored on the backup disc.

You need to re-enter everything you entered since you made the backup copy. Okay, you’re bummed out. Hopefully, it hasn’t been all that long since you backed up.