Backing Up: Copying Files from your School Computer to a Network Folder or Flash Drive

Transcription

1 Backing Up: Copying Files from your School Computer to a Network Folder or Flash Drive Please use the directions below to copy any documents you have stored on your computer hard drive AND your Network folder. You are responsible for copying the files from your computer hard drive yourself, and it is a good idea for you to make a backup copy of your Network folder files to a flash drive. The files you have created are YOUR RESPONSIBILITY. The IT staff does NOT back up user s data. Once a computer is re-prepped, any data saved SOLELY on that computer is LOST. Prior to the computer being re-prepped, all data needs to be saved somewhere else. After the computer is reprepped, you can copy your document files back to the computer. It might be useful to do a snapshot of your computer desktop, including the taskbar, so that you can see which shortcuts you need to recreate after your computer is reprepped. Use the Snipping Tool (Start menu>accessories) to capture and save a snapshot of your desktop, your taskbar, and your Start Menu. The easiest way to copy files to keep is to use a USB flash drive or to your network folder. Once you are certain you have copied the document files you want to keep, you can delete the files in those locations. Take care to not delete files in other folders as these may be system files necessary for your computer to run properly. To share files with colleagues, follow these same directions and have them paste the files from your USB flash drive onto their Network user folder or onto their computer s hard drive. To copy files from your Network folder to a USB flash drive on a Windows computer: 1. Open Windows Explorer (Flag key + e ) and navigate to your network user folder (home (:\\iccsd)). This will appear as drive U: when you click Computer from the Start menu. 2. Farther up the list you should see a line that contains Removable Disk, followed by a drive letter, and the name of your USB flash drive. You are going to copy files from your network user folder and paste them into your flash drive. 3. Navigate to Teachers and Staff, then choose the folder with the first letter of your last name. Finally, locate your folder and open it. 4. Click on the Source location (your network user folder). Your documents will appear in the right column. Click to select all the files you want to copy, then right-click the group of files you selected and choose Copy. 5. Scroll in the left column to find your Destination location (your USB flash drive). 6. Select that drive (it will appear at the very top of the screen once selected), right-click in the right column, and choose Paste. The files you selected will appear on your flash drive. To copy files from your computer (C: drive) to a USB flash drive on a Windows computer: 1. Open Windows Explorer (Flag key +e). Along the left side of the window, find your name. Below it you should see several folders (like Contacts, Desktop, Downloads, Favorites, My Documents, My Music, My Pictures, My Videos)

2 2. Farther down the list you should see a line that contains Removable Disk, followed by a drive letter, and the name of your USB flash drive. You are going to copy files from your user folder on the C: drive and paste them into your flash drive. 3. Copy your entire Documents folder and paste it to your USB flash drive as you did with the network files. Check these folders: Contacts, Desktop, Downloads, Favorites, My Documents, My Music, My Pictures, My Videos, and copy any files that you want to keep. If you have created Outlook archives they will be saved in My Documents/Outlook files; make sure to copy these files to your backup. If you have created Smart Notebook files, check where these files are saved and make sure to include them when you back up. Most files you create will be stored in the Documents folder. itunes files will be stored in your My Music folder; be sure to copy this folder when you create your backups. 4. If you have created Signatures or Quick Parts in Outlook, and want to keep these, please highlight the text, copy it, and paste it in to a new Word document to save it. Use this document to copy the text into a new Signature or Quick Parts item in your new Outlook. To copy files from your computer (C: drive) to your network folder on a Windows computer: 1. Open Windows Explorer (Flag key +e). Along the left side of the window, find your name. Below it you should see several folders (like Contacts, Desktop, Downloads, Favorites, My Documents, My Music, My Pictures, My Videos). 2. Navigate to your network user folder and open it. 3. Copy files and folders and paste them to your network user folder. Check these folders: Contacts, Desktop, Downloads, Favorites, My Documents, My Music, My Pictures, My Videos, and copy any files that you want to keep. If you have created Outlook archives they will be saved in My Documents/Outlook files; make sure to copy these files to your backup. If you have created Smart Notebook files, check where these files are saved and make sure to include them when you back up. Most files you create will be stored in the Documents folder. itunes files will be stored in your My Music folder; be sure to copy this folder when you create your backups. 4. If you have created Signatures or Quick Parts in Outlook, and want to keep these, please highlight the text, copy it, and paste it in to a new Word document to save it. Use this document to copy the text into a new Signature or Quick Parts item in your new Outlook. Make sure that you have copied the actual files and not shortcuts to the files. You can distinguish files from shortcuts because shortcuts have a little blue arrow in the lower left corner.

3 Exporting Smart Notebook My Content for back up 1. Open Notebook and click the Gallery tab from the side menu. 2. Click My Content and click the small black arrow to pull down the menu options. 3. Click Export as Collection file. Take care to save the file to your Documents folder, and include this file when you back up your files to a USB flash drive. 4. In the fall, repeat steps 1 and 2. Instead of selecting Export, select Add to My Content. Browse to where you saved the My Content collection and select the gallery file that was created during the export. This will bring everything back into My Content as it was before. Backing up itunes Content from your Windows Computer Before you back up anything, make sure the itunes library is being managed by itunes. Sync your mobile device with itunes on your Windows computer. In order to see the storage location for itunes, you will need to show hidden files. Open Computer. Click the Organize link in the upper left corner of the window. Choose Folder and Search Options. Click the View tab, and click the option to Show hidden files Click Apply and OK. Then navigate to this location: C:Users\yourlastname.yourfirstname\AppData\Roaming\Apple Computer\MobileSync\Backup Copy the Backup folder. Then navigate to this location: C:\Users\yourlastname.yourfirstname\AppData\Local\Apple Computer\iTunes Copy the contents of this folder. Copying Files from your School Computer (Macintosh) Please use the directions below to copy any documents you have stored on your computer hard drive AND your network folder. You are responsible for copying the files from your computer hard drive yourself, and it is a good idea for you to make a backup copy of your network files to a flash drive. The files you have created are YOUR RESPONSIBILITY. The IT staff does NOT back up user s data. Once a computer is re-prepped, any data saved SOLELY on that computer is LOST. Prior to the computer being re-prepped, all data needs to be saved somewhere else. After the computer is reprepped, the data may be moved back to the computer. The easiest way to copy files to keep is to use a USB flash drive. Once you are certain you have copied out the document files you want to keep, you can delete the files in those locations. Take care to not delete files in other folders as these may be system files necessary for your computer to

4 run properly. To share files with colleagues, follow these same directions and have them paste the files from your USB flash drive onto their network user folder or onto their computer s hard drive. Any documents on the hard drive of your Macintosh should be in the User Folder." Items in the User Folder will either be in Teacher or a named account, or possibly the Shared folder. Make sure to back up Microsoft User Data (this saves Entourage info), most likely found in Documents within Teacher or Named folder. This is especially true for people who have archived mail. Users will need to back up files if they have used itunes, iphoto, or imovie. In the user folder will be a desktop folder that should be backed up to save any documents that reside on the desktop. To copy files from your Mac to a USB flash drive: 1. Insert the USB flash drive into a USB port on your Mac. 2. Open the hard disk from your desktop or from the Go menu on your toolbar. 3. Go to the Users folder and find your user folder. 4. Select your own user folder and drag it to the USB flash drive icon on your desktop. 5. To back up your documents from your network user folder, navigate to that folder, and select those folders and files you want to back up to your flash drive. Drag them to the flash drive icon on your desktop. 6. If you have created Signatures or Quick Parts in Outlook, and want to keep these, please highlight the text, copy it, and paste it in to a new Word document to save it. Use this document to copy the text into a new Signature or Quick Parts item in your new Outlook. Exporting Smart Notebook My Content for back up 1. Open Notebook and click the Gallery tab from the side menu. 2. Click My Content and click the small black arrow to pull down the menu options. 3. Click Export as Collection file. Take care to save the file to your Documents folder, and include this file when you back up your files to a USB flash drive. 4. In the fall, repeat steps 1 and 2. Instead of selecting Export, select Add to My Content. Browse to where you saved the My Content collection and select the.gallery file that was created during the export. This will bring everything back into My Content as it was before. Backing up itunes Content from your Macintosh Before you back up anything, make sure the itunes library is being managed by itunes. 1. Launch itunes, located at /Applications. 2. From the itunes menu, select itunes, Preferences. Click the Advanced icon. 3. Make sure there's a check mark next to the "Keep itunes Media folder organized" option. 4. Make sure there's a check mark next to the "Copy files to itunes Media folder when adding to library" option.

5 5. Click OK. 6. Close the itunes preferences window. 7. With that out of the way, let's make sure that itunes puts all of the media files in one place. 8. From the itunes menu, select, File, Library, Organize Library. 9. Place a check mark in the Consolidate Files box. 10. Place a check mark in either the "Reorganize files in the folder 'itunes Music'" box or in the "Upgrade to itunes Media organization" box. The box you'll see depends on the version of itunes you're using, as well as whether you've recently updated from itunes 8 or earlier. Click OK. itunes will consolidate your media and do a bit of housekeeping. This may take a while, depending on how big your itunes library is, and whether itunes needs to copy media to its current library location. Once the process is complete, you can quit itunes. Back Up the itunes Library 1. Make sure the backup destination drive is available. If it's an external drive, make sure it's plugged in and turned on. If you re backing up to your network folder, make sure it's mounted on your Mac's desktop. 2. Open a Finder window and navigate to ~/Music. This is the default location for your itunes folder. The tilde (~) is a shortcut for your home folder, so the full pathname would be /Users/your username/music. You can also find the Music folder listed in the Finder window's sidebar; simply click the Music folder in the sidebar to open it. 3. Open a second Finder window and navigate to the backup destination. 4. Drag the itunes folder from the Music folder to the backup location. 5. The Finder will start the copy process; this can take a while, especially for large itunes libraries. Once the Finder finishes copying all of your files, you've successfully backed up your itunes library. CLEAN OUT MAIL (Outlook, Webmail) Delete all unnecessary messages in your Inbox Delete all junk mail from Junk Mail folder Delete all "sent items" from the "Sent Items" folder Empty the Deleted Items folder What about the messages that you need to save? 1. Highlight the messages you want to save 2. From the "File" menu choose "Save As" 3. Navigate to a folder where you will save your messages (we recommend your network folder: \\iccsd\home\staff\teachers & Staff\S\smith.jaclyn) 4. Change the "Save File as Type" box to "Rich Text Format" or Text Document 5. Click "Save"

6 Your message is now saved outside your mailbox and the original message SHOULD be deleted from your inbox. When you go back to read the saved message it can be opened in Microsoft Word. If you have manually created an archive in Outlook you must find those PST folders and back them up to your network folder. DO NOT try to open those folders when they are stored outside Outlook or you will corrupt the messages. Exporting Browser Favorites Backup and Restore Favorites in Internet Explorer Favorites are not automatically backed up on district computers, but the procedure to back up Favorites is quite simple, using the Import/Export Wizard which is built in to IE. The Menu bar does not appear by default in recent versions of Internet Explorer. To show the Menu bar, right-click near the top of the IE window where the Menu bar should be. If you are in the right spot, a small window will appear with a list of menus. Select the Menu bar. Backup 1. From the File menu, choose Import and Export. 2. Select Export to a file and Next. 3. Select Favorites and Next. Now select the folder that you want to export and Next. 4. Type a filename and browse to a folder where you have rights to save your file. 5. Click Export, then Finish. Restore 1. From the File menu, choose Import and Export. 2. Select Import from a file and Next. 3. Select Favorites and Next. 4. Type or browse to the backup file and Next. 5. Select the destination folder for the restore and click Import. 6. Click Finish. Exporting bookmarks from Firefox to an HTML file 1. Click the Bookmarks button on the right side of the navigation toolbar (Windows XP: click the Bookmarks menu) and select Organize Bookmarks to open the Library window. 2. From the toolbar on the Library window, click Import and Backup and choose Export Bookmarks to HTML In the Export Bookmarks File window that opens, save the file to your USB flash drive. Click the Save button. The Export Bookmarks File window will close. 4. Close the Library window.

7 Your bookmarks are now successfully exported from Firefox. The bookmarks HTML file you saved is now ready to be imported into another web browser. Exporting bookmarks in Chrome Export all your bookmarks into an html file as a back-up. Chrome menu > Bookmarks > Bookmark manager > Organize > Export bookmarks to HTML file. If you have questions, please contact the ICCSD Help Desk at x4357 or helpdesk@iowacityschools.org.