7.0 Backing Up and Restoring Data

7.1 Backing Up

Keeping regular backups of your cashbook data is strongly recommended because it keeps your data and registration safe. To help you do this, Cashbook Complete will remind you to backup periodically. You can choose to do a backup at any time by clicking on the "File" menu (at the top left of the screen) and selecting "Backup Cashbook Data". Alternatively, from the Main Menu screen, you can hover over the "Miscellaneous" menu option and choose "Backup".

When the Backup screen appears, it will tell you when your last backup was done, allow you to specify the frequency of backup reminders, and specify the folder to which your backups should be stored.

Backing Up to USB Flash Drive or External Hard Drive

To backup to a USB flash drive or external hard drive, make sure that the device is plugged into a USB port. Once it's plugged in, Windows will assign it a drive letter. Generally Windows will assign the same drive letter to the device, but it is possible for it to differ at times. Therefore, you will need to make sure that the "Backup Folder" on the Backup screen is correctly set to the drive letter that Windows has assigned to the USB device.

Before removing the USB device, always click on the icon in the system tray to make sure the device is ready to be removed. If you do not perform this step, you risk losing data.

Backing Up to the Cloud (Online)

You can use a cloud (online) storage service to keep your Cashbook data backed up online. Those types of services work by keeping a folder on your computer's hard drive, and any time a file is added to that folder or changed in that folder, the files get backed up automatically.

Dropbox is a good option and should provide plenty of space for your Cashbook backups. See the "Dropbox" section on the "FAQ" page on our website for the steps to follow to set that up.

Backing Up to a File Server

If backups are saved onto a file server, then the cashbook file will be copied directly. Please make sure that the server is regularly backed up.

Backing Up to CD or DVD

If you want to do a backup onto a CD or DVD, then you only need to save the <Company Name>.CB files in the Cashbook Data folder (by default is found in your "Documents" folder). All the cashbook information including the registration information is stored in those files. If you can't see any .CB files, then you probably have the viewing of file extensions turned off, and you will need to turn them on.

Important: If you use Word/WordPad to generate Quotes in Cashbook Complete, the template files it creates are not backed up by this procedure. If they are important documents, you should back these up manually. To back them up, go to your "Cashbook Data" folder and copy/paste the "Letters" folder to your backup device.

Tip! It is strongly recommended that you periodically backup to a device that you can store safely away from your computer, such as a USB flash drive. Simply backing up to another folder on the same hard drive is not ideal, because if your hard drive becomes faulty, you could lose your main data and any backups along with it. A cloud based solution like Dropbox is also an ideal way to keep your data safely backed up offsite.

7.2 Restoring a Backup

Generally, you should only need to restore a data file for one of the following reasons:-

To restore a data file, do the following:-

  1. Click on the "File" menu (at the very top of the screen) and select "Restore From Backup"
  2. When the "Restore From Backup" screen appears, click the "Restore" button to bring up the "Select Backup File to Restore From" window
  3. Browse to the drive/folder where your backup is located
  4. Select the data file you want to restore then click "Open"

If you have problems restoring your file, please click on the "Help" button on the "Restore From Backup" screen.

7.3 Repair and Compact

In rare situations, a Cashbook data file can get corrupted (such as if the power goes off while Cashbook is in use). In situations like that, you may be asked if you want to do a "Repair and Compact". If that ever happens, you should choose "Yes" and Cashbook will attempt to repair the database.

Tip! To keep your data file healthy, it is a good idea to choose "Repair and Compact" from the "File" menu every month or so, even if you aren't having any problems.

7.4 Purging (Deleting) Old Data

You can purge old data to reduce the size of your database. To do this click on the file menu, and select purge. To recover the disk space after the purge, you need to run Repair and Compact after doing a purge. It is recommended that you do a backup before purging, in case you change your mind.