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How do I back up a QuickBooks company data file?

The QuickBooks backup process compresses data. The backup file will have the same filename as the company data file (unless you rename it), but it will have a .qbb filename extension, rather than a .qbw extension. A backup file must be restored before it can be opened.


Note: You need to be in Single-user Mode to use the back up feature.

To back up a company data file:

  1. Make sure that you have an external backup media in the appropriate drive or USB Port.
  2. From the QuickBooks File menu, choose Save Copy or Backup and select Backup copy.
  3. In the Do you want to save your backup copy locally or online? select Local backup and Next.
  4. Browse to the external backup media in the appropriate drive or USB Port. At this time you can; add the date and time of the backup, limit the number of backup copies in the location, select the verification options and set a Reminder to backup when closing your company file.  Choose OK.
  5. When do you want to save your backup copy? window will open, select Save it now and Next.
  6. Verify that the correct company file name is displayed in the File Name section and choose Save.  QuickBooks Information window will open giving you the name and location of the backup, select OK.

Note: Memory sticks or flash drives are not recommended for backing up files directly from QuickBooks. If the memory stick is a mapped drive (has a drive letter assigned to it), you should see that option when saving. If not, backup the file to your hard drive and copy the file onto your memory stick.

Important: In addition to your regular backup routine, we recommend that you make two separate year-end backup copies of your data using reliable backup media (for example,  CDs), and label them with the year. Keep these year-end backups separate from your daily backup media and protect them from heat, magnets, and other hazards (as with all backup media). We recommend keeping one year-end backup copy at your place of business, and storing the other off-site.

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