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Windows provides the following backup tools:

• File backup: Windows Backup allows you to make copies of data files. You can let Windows choose what to back up or you can select the individual folders, libraries, and drives that you want to back up. By default, your backups are created on a regular schedule. You can change the schedule and you can manually create a backup at any time. Once you set up Windows Backup, Windows keeps track of the files and folders that are new or modified and adds them to your backup. To set up file backup, see the following backup steps

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A good backup policy starts with a clear objective such as, – The Company’s Data Backup is the responsibility of the relevant user, department manager or asset owner, who must define which data/information are to be backed up, the Recovery Point Objective (RTO) and the Retention Time (RT). The RPOs and RTs must be updated on regular basis. All backed-up data/information should be stored both locally and off-site on backup media such as, tapes and must be encrypted using adequate encryption methods.

The best way to turn any policy into practice is by defining every single step required to achieve the statement goals. The main entities mentioned in the above statement are data requirements (RTO and RT elements), data owners and users, off-site storage and security. Such statement does not define specific technical details such as, data integrity checks and jobs schedules, however, it is important to include these steps without details in your procedure. Another procedure or document would be needed to show such details. Remember, that policy statements are initiated by a member of senior management and need to be implemented by lower levels in the hierarchy of the organization. Furthermore, such procedure in the form of a flow-chart should be understandable by senior management, otherwise they would be reluctant to approve.

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In my entry titled “How to backup your Microsoft Office 2007 Outlook in its entirety (Windows XP, Windows Vista and Windows 7)” I described how to backup the Microsoft Outlook 2007 data file together with that part of the Windows registry that stores within it the email accounts from where Outlook retrieves emails or via which emails are sent out. Today I discuss how to use that backed up information to either recover a failed computer or to transfer the settings from one computer to another. The former may happen if the hard disk fails or as a result of a malware attack while the latter would apply if you are upgrading your computer or operating system.

On your freshly formatted computer you need to install Microsoft Outlook. Accept all the defaults. After the installer completes, run Microsoft Outlook for the first time. You will be asked a number of questions. Enter anything that will allow you to proceed to the end of this process. Do not enter valid email account details because Outlook will attempt to download mail after you complete the process and since this is not the database you will be using, you do not want any messages to end up here (this can be fixed but why create a problem that will need fixing).

 

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A remote or online backup solution is the way forward for off-site data protection. Due to regulatory compliance some corporations are holding back from going to this direction, however, much work is being made in this area and soon we have providers that will provide such conformity. On the other hand, the majority of SMBs that have no specific regulatory requirements and certainly most households should consider this platform as their main off-site backup solution.

Nevertheless, SMBs and households should not forget to backup their data locally first and then use a remote storage location as a second means of protection - my advice is:

 

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Given the widespread success of virtualization, many SMBs rely exclusively on the inbuilt features as their main data protection plan and which may appear adequate at face value! One would need to see the overall picture! Virtual server based tools such as, snapshots and export/import utilities that are found in the major products, help organizations protect their data to a certain degree! It is not enough to backup data, being a clone or a file to the same virtual server. In fact, major manufacturers and their fellow partners provide a vast range of backup solutions that fulfill all requirements of a proper backup policy. With SMBs, the deciding factor may be costs! Do they have the budget to purchase such applications? However, for the unlucky IT techies that never manage to get their superiors buying these expensive products can still develop a similar mechanism. Using some basic scripting and inexpensive hardware they can build backup solutions similar to these expensive applications as they too, make use of the inbuilt or native tools found in the major virtualization products.

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Many people use Microsoft Outlook to download mail from their POP3 or IMAP server. While some may only link their Outlook to one particular email, many today have multiple email accounts all pouring into the same data file. Backing up Microsoft Outlook consists essentially of backing up two different components; the pst file that stores messages (or in the case of IMAP a cached version of the server) together with the registry entry that stores all the different email accounts that are being processed by Outlook.

Backing up the data file

The folk who decided on the default location of the Outlook data file chose a location that is difficult to figure out.  Also when installing Outlook (or when running it for the first time) there is no way to specify a different folder.

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Are online backup and recovery solutions cheaper than the counterpart traditional solutions? Before I deal with this argument I would like to point out a few points: – online backups provide an offsite disaster recovery solution, you can access your data from anywhere given that you have an internet connection and additionally, you will be enjoying the expertise and the scalability of big vendors.

Online backups offer cheaper costs per GB for the same functionality because you only pay for what you use. The costs include the storage used, bandwidth consumed and other related services. Data security is based on the latest encryption algorithms and adequate auditing features would place the end-user’s mind at rest!

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Internal hard drives: Hard drives are relatively inexpensive and efficient but they are prone to viruses or software corruption due to other software running on the system. You can’t store it in a location separate from your computer. You have to install it in another computer in case you have problems with the computer and you need to recover the backed up data.

External hard drives: An external hard drive can easily be attached to your computer using a USB port. External hard drives can be stored in a location that’s separate from your computer, which can help protect your backup. You need to connect it with your computer every time a data backup is done and is usually slower than internal hard drives. Read more »

I want to take the opportunity to wish you and your dearest the very best for the forthcoming year. Some places are already referring to the newly hung calendar while others have a few more hours to go before their 2009 almanac would have served its purpose.

Health, good fortune and prosperity are the common form of wishes we bestow upon one another. And since I do not want to break with tradition I would like to bestow them onto you. Yet with all of these there is little we can do to determine the outcome. What destiny has in stock for each and every one of us will be revealed at the appropriate time. Some of the wishes can be even considered to be dangerous. For example I would never suggest to a friend to take on gambling so as to increase her prospects of getting some good fortune.

Yet I can safely wish you a year without any loss of data. The simple trick is to backup your data regularly, ideally in a manner that is automated and does not necessitate you having to remember to do it. If the process is automated there is a great chance that you will succeed in not losing any critical information if your computer takes all the data with it when it dies out.

Last 3 posts by Alan C

• How to restore your Microsoft Office 2007 Outlook in its entirety (Windows XP, Windows Vista and Windows 7) - February 21st, 2010
• How to backup your Microsoft Office 2007 Outlook in its entirety - January 27th, 2010
• Are online backups for your computer a safe idea? - December 23rd, 2009

Are cars safe? Are computers safe? Is buying over the internet safe? These are some of the questions people who pose the question above might have asked a hundred, thirty and fifteen years ago. Today, many of us use cars, computers and regularly effect payments over the internet without much thought. When talking about online backups, the simple answer to the question being asked is yes.

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