DATA BACKUP & SYNCTOY

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1 TABLE OF CONTENTS Introduction... 1 How much Space am I Using? Performing an Inventory... 1 Preparing To Backup your files... 3 Setting up Pairs in SyncToy... 4 INTRODUCTION We encourage you to regularly backup your files, either to the network drives or to an external drive. Your network storage is limited to 10 GB so we strongly encourage you to only backup your work- related data. If you have large personal photos/videos on your computer, we suggest you use an external drive. DO I HAVE ENOUGH SPACE TO BACKUP MY FILES? The first step to any backup is to do an inventory of your personal data. The benefits of taking an inventory include: (1) understand how much space you re using, (2) to consolidate your data and remove any redundant or unnecessary files, and (3) understand how many folder pairs you will need to make in SyncToy. 1. To get started, double- click on your Personal Home Folder on your Desktop (this is the folder with your name).. 2. With the exception of a few specialty apps like GradeQuick, almost all files on your computer will be saved here into one of the eight folders: Documents Desktop Favorites Music Pictures Videos Downloads Links 17- DEC- 14 NTHS INSTRUCTIONAL TECHNOLOGY FOR ASSISTANCE, CALL X2399 P. 1

2 There are additional folders named Roaming and AppData, stored in your Personal Home Folder. These folders contain temporary files that do not require backing up. As a general rule, we encourage you to consolidate your data into one of the eight folders listed above to back up your files using SyncToy. If you decide you want to use folders beyond these eight, you will need to create additional folder pairs in SyncToy. 3. To determine how much space you re using, hold down the CTRL key and left click on each folder. Right- click on any one of the selected icons and click on Properties from the drop down menu. 4. The Properties window will tally the sum of your data the destination drive should have at least that much space for a successful backup. If you do not have enough storage space, consider investing in an external drive to complete your backup. 17- DEC- 14 NTHS INSTRUCTIONAL TECHNOLOGY FOR ASSISTANCE, CALL X2399 P. 2

3 PREPARING TO BACKUP YOUR FILES 1. If you are using an external drive as your destination drive for your backup, connect this device to your computer. On the desktop, double- click on My Computer. 2. Locate and double- click the destination drive for your backup. We recommend you use an external drive for your backup, and only use the Network Drive for backing up work- related data. 3. Inside the destination drive, select New Folder from the toolbar. 4. Name your new folder, Backup. 5. Double- click on the Backup folder and select New Folder from the toolbar. Name it after the corresponding folder on your computer. 6. You should have 8 folders created. You can add additional folders if needed. 17- DEC- 14 NTHS INSTRUCTIONAL TECHNOLOGY FOR ASSISTANCE, CALL X2399 P. 3

4 SETTING UP PAIRS IN SYNCTOY 1. Click on the Start menu, and select All Programs. Near the top of the list, select SyncToy to open the program. If you do not have the program, click on one of the links below to download and install the app. 32 bit / 64 bit (Try installing 64 bit first, and then try 32 bit if you have trouble.) 2. Click on Create a New Folder Pair. 3. The left- hand side will include the path to the folder on your computer (these are the files that need to be backed up), while the path on the right corresponds to where the data will be backed up. 17- DEC- 14 NTHS INSTRUCTIONAL TECHNOLOGY FOR ASSISTANCE, CALL X2399 P. 4

5 4. Under Left Folder: click Browse. In the pop- up window, locate the folder with your name. (1) Click the arrow next to the folder name to expand the contents of the folder, (2) Select the folder that contains your data, and (3) Click OK. 5. Under Right Folder: click Browse. In the pop- up window browse to the destination drive (that will contain your backup). Find the Backup folder and (1) Click on the arrow next to the folder name to expand its contents, (2) Select the folder name corresponding to the data you will backup, and (3) Click OK. 6. The Left folder path should point to the data on your computer, while the Right folder path should point to where your data (from the left side) will get backed up. If both are correct, click Next. 7. Select Contribute, and click Next. We recommend Contribute because it ONLY copies data to your destination drive. The Contribute sync option does not replace anything, and files are never deleted. 17- DEC- 14 NTHS INSTRUCTIONAL TECHNOLOGY FOR ASSISTANCE, CALL X2399 P. 5

6 8. Name the pair after the folder being backed up ( Desktop, My Documents, etc.). Type the name in the text field box, and click Finish. Repeat steps 2-7 for other folders that need to be paired. 9. You can click on any of the folder pairs on the left- hand side and back them up individually, however, you can also back up all your data by selecting All Folder Pairs. We encourage you to Preview the backup job before running it, especially if this is your first time pairing and syncing your folders. 10. If you are satisfied with the Preview, select Run. 17- DEC- 14 NTHS INSTRUCTIONAL TECHNOLOGY FOR ASSISTANCE, CALL X2399 P. 6