Business Software Made Easy - Time Saving Tips

Backup your ACT! database today!

Sun, 6 Apr 2008 22:37:08 GMT

Originally Posted April 6 2008

If you are using ACT!, you should backup your database regularly. If you have ACT 5.0 or 6.0, you may already get regular reminders when you open ACT. Either way, here's how you do it.

In ACT! 5.0/6.0

1. File > Backup...

-The Backup window appears

For good measure, click the 'Options' tab

1a. Select all checkboxes

1b. Select Reminder

1c. Set a reminder for at least every 7 days

1d. Click the 'General' tab

2. Name your backup file (your database name)_(today's date).zip

-This will be easier to find if you need to recover it

3. Click 'START'

In ACT! 2005/2006/2007/2008

1. File > Back Up > Database...

-All your supporting files will be included in the backup

2. Name your backup file (your database name)_(today's date).zip

3. Click 'OK'

This process can be automated. If your database is too important to be without it, please give me a call at 512-451-9720. I would be happy to schedule an appointment to assist you with this - so you can sleep better at night!

Synchronize your files the easy way with SyncToy

Sun, 16 Dec 2007 20:48:18 GMT

Originally Posted: Dec 16 2007

If you are like most people, you probably spend some time on your home computer completing work-related documents, spreadsheet, presentations etc. You probably then save or copy those files to a USB flashdrive, take it to work, and either print, e-mail, or work on them some more on your work computer. After a while you may loose track of what file has the most recent edits - is it the one on your flashdrive or your home computer?

If this sounds like you, you are in luck. Microsoft has a handy and FREE software called SyncToy. SyncToy will synchronize selected Folders on your computer with your flash drive (or even another computer if it is connected to your network). Download and setup is easy.

To Download:

1. Go to: http://www.microsoft.com/windowsxp/using/digitalphotography/prophoto/synctoy.mspx

2. Download SyncToy from the 'download' link on the right hand side of the screen

3. Click Run to install SyncToy

5. Click on the SyncToy icon in you Start menu (In All Programs, it should be near the end of the list)

6. Click 'Create new folder pair'

-The Wizard starts and helps you select which Folders you want to Sync

7. Sync!

That's it!

I purchased an external hard drive. What should I backup?

Tue, 14 Aug 2007 12:18:43 GMT

Aug 13 2007

If you purchased and installed an external hard drive to backup your computer, you were probably asked this question when setting up the backup software. You may have been inclined to just backup your My Documents Folder, but you should probably backup more. The reason is many times popular programs save their critical data in a Folder other than My Documents.

For example, Outlook Express/Outlook (emails, calendarcontacts, etc), Quicken, and QuickBooks (all financial transactions) are just some of these type of programs. Each of these programs save your critical information in Folders deep within your computer.

The best practice is to setup your backup software to do a complete backup of your entire hard drive, not just your My Documents Folder. This way all your critical data is saved and can be retreived in the event your computer crashes.

Previously saved versions of your files are automatically saved in Vista

Sun, 13 May 2007 22:39:43 GMT

May 14 2007

Have you ever been working on a Word document then realized that you needed to revert back to a previous version? Perhaps one that you saved three versions ago? Well, if you are using Vista you can.

Vista keeps track of all the saved versions of all your Word documents. When you want to retrieve a previous version all you need to do is:

1. Right Click on the Word Document

2. Select 'Restore previous verions' from the short-cut menu

3. Click the 'Previous Versions' tab

-The previous versions are listed according to date saved

4. Select the version that you want to retrieve

5. Click 'Open'

That's it!

Vista saves the versions of all popular software programs like Word Perfect, Adobe Acrobat, Excel, PowerPoint, and more.

Automatic backup software for Outlook

Sun, 25 Feb 2007 19:00:10 GMT

January 29 2007

Q: I learned that Outlook stores all my Email, Calendar Events, Tasks, basically everything in a single file called a .PST file. Is there a software that I can buy to back it up in case something happens to my computer?

A: Many people do not realize this fact about Outlook until it is too like and the .PST file becomes corrupted, is overlooked when backing up, or both. I think you'll agree that things usually come to a stop when you can't get into your Outlook. Having a backup of your PST will help prevent this.

Microsoft offers a free backup software for Outlook 2002 and Newer. It is available at:

http://www.microsoft.com/downloads/details.aspx?displaylang=en&familyid

=8B081F3A-B7D0-4B16-B8AF-5A6322F4FD01

Follow the instructions to download and install

Once installed, Open Outlook

The Backup Tool will prompt you to backup as soon as you close Outlook

You will have the option to:

-Set the reminder schedule

-Change the location of the backup file (Probably some place in your My Documents folder is best)

If you are using a version of Outlook older than 2002, here's what you do:

In Outlook

1. File > Import and Export...

-The Import and Export window appears

2. Select 'Export to a file'

3. Click 'Next'

-The Export to a File window appears

4. Select 'Personal Folder File' (.pst)

5. Click 'Next'

-The Export Personal Folders window appears

6. Select 'Personal Folders' at the top of the tree

7. Select 'Include subfolders'

8. Click 'Next'

9. Click the 'Browse...' button

-The Open Personal Folders window appears

10. Click the 'My Documents', or 'Desktop' button on the left hand side to save it where you can easily find it

11. Give the backup file a name. Ex. Backup 12-17-06

12. Click 'Finish'

13. Click 'OK'

You can then copy this file to CD. If it is too big for a CD (700MB max), you may want to save it to a flash/thumb drive.

That's it!

Best Practices for Battery backup

Sun, 4 Feb 2007 12:23:17 GMT

November 13 2006

Q: I see battery backup systems at several office supply stores. Can you provide an explanation as to how they work and why would I want one?

A: Battery Backup systems or UPS (short for Uninterruptible Power Supply) are a great addition to your personal computer because they will keep power going to your computer in case of:

-A sudden black-out (I guess they are never announced in advance)

-Someone accidentally yanks your computer cord out of the wall or turns off your outlet

-A tripped-off circuit in your building

The Battery Backup immediately kicks-in providing you enough time to power-down your computer without loosing any of your work. Even if you are not at your computer, the Battery Backup will power-down your system automatically - again saving your unsaved work.

The reason I want to talk about Battery Backup is that I have found that several of my clients with Battery Backup systems had them connected incorrectly.

When you connect your Battery Backup be sure:

1) You connect your Battery Backup unit power cord directly into a wall outlet - Do not plug it into another surge protector

2) If your Battery Backup is has a USB connection, be sure it is plugged directly into your computer - not into a USB hub.

3) Verify the software that runs your Battery Backup is installed on the computer it is protecting - Why go through all the setup without ensuring your computer will shut-off in a controlled manner during a power outage?

4) Be sure your computer & monitor are plugged into the outlets labeled 'Battery', 'Battery Backup', or 'UPS' on the Battery Backup unit.

Following these guidelines will your computer if the lights go out!