It is advisable to have at least one copy of a database file saved to a floppy disk, CD etc. If the database file becomes corrupt and unusable or you have a hard disk failure all the information you have entered will be lost. You can do copies of the database by selecting Save As from the File drop-down menu on the Main Menu screen or if you have configured a backup file you can use the Backup button on the Main Menu Screen.

Configuring Your Database Backup File

From the File drop-down menu on the Main Menu screen select Backup Options. The Backup Options screen will now be displayed. The ‘From’ box should display the current database file. The ‘To’ box will contain the filename of the backup file for the current database. To enter a filename in this box, click on the Browse button. The next screen displayed allows you to give the backup database file a name and select which folder you want it to reside in.

Double clicking on a folder will display all the Microsoft Access databases currently in that folder. You must enter a name for your database in the Filename box provided. You should make sure your database file does not match any of the filenames in the list on the right hand side, otherwise that database will be overwritten. It is probably best to match your backup database with the original, e.g. if your original database file is called MyMusic.mdb then naming your backup file something like MyMusic_Backup.mdb will make it easily identifiable as the backup database for MyMusic.mdb.

NOTE: The path and filename cannot be more than 100 characters long.

If you are happy with the filename and folder location of the backup, click on OK.

You will now return to the Backup Options screen where you will notice the ‘To’ box has been written with the database file you selected above.

NOTE: The backup file does not exist at this time, only when you click on the Test Backup button will the file be created.

Clicking on the Test Backup button will create a file in the location specified by the filename in the ‘To’ box, this file will be an exact copy of the current database.

NOTE: A message will be generated if the filename you have selected already exists, you will be given the opportunity to overwrite the file that already exists with the current database by replying yes to the warning message.

WARNING: any information in the database file that already exists will be overwritten by the current database.

If you want to enable the backup button on the Main Menu screen make sure the ‘Enable Backup Button’ has a tick in it.

Clicking on the Save Settings button will save the backup filename to the database along with the status of the ‘Enable Backup Button’.

Backup button When the backup button is enabled, a coloured background to the button will be displayed. This is to highlight the fact that changes have been made to the current database since it was last backed up. Clicking on this button will automatically save any changes to the backup database file as defined in the Backup Options screen.

You can check the last time the database was backed up, by clicking on Date Of Last Backup from the File drop-down menu on the Main Menu screen. This will also display the file the database was backed up to. Remember if you have transferred the database file to another computer the backup file may not exist on the current computer.

NOTE: This process only backs up the database information. If you have picture files defined in the database, remember to back them up as well.