Back up important files and settings

Adapted from Ed Bott's Your New PC: Seven Easy Steps to Help You Get Started!

Many employees store valuable research, contact information, and other business-related information in unexpected places on their computers. The job of saving and exporting this vital information often falls to the administrative assistant when an employee leaves.

For most computer data, you can use the Files and Settings Transfer Wizard that is included with all versions of Microsoft Windows XP. But you might find it easier to use the following techniques to save and export some common types of data.

Internet Explorer favorites

Web sites commonly used by a departing employee can come in handy for the next person who fills the position.

Follow these steps to save Web site favorites to a simple text file:

  1. Start Microsoft Internet Explorer, click File, and then click Import and Export to run the Import/Export Wizard. Click Next.
  2. On the Import/Export Selection page, click Export Favorites. Click Next.

Select export favorites

  1. On the Export Favorites Source Folder page, select the Favorites folder at the top of the list. Click Next.
  2. On the Export Favorites Destination page, click Browse, and then choose a folder. You might want to create a new folder in My Documents called My Backup Files. Click Finish to save the file.

To export the saved favorites to a new computer, copy the file on the old computer to a floppy disk, a USB flash memory keydrive, or a network location. On the new computer, use the Import/Export Wizard to import the favorites: In Internet Explorer, click File, click Import and Export, and then on the Import/Export Selection page, click Import Favorites.

Internet Explorer cookies

Cookies help employees access certain business-related Web sites and might be worth retaining during employee transitions. You could save other employees time and frustration when they visit sites that require passwords or user IDs. Use the Import/Export Wizard to save and export a computer's cookie collection:

  1. Start Internet Explorer, click File, and then click Import and Export to run the Import/Export Wizard. Click Next.
  2. On the Import/Export Selection page, choose Export Cookies. Click Next.
  3. On the Export Cookies Destination page, click Browse, and then choose a folder. You might want to create a new folder in My Documents called My Backup Files. Click Finish to save the file.
  4. To export the saved cookies to a new computer, copy the file on the old computer to a floppy disk, a USB flash memory keydrive, or a network location. On the new computer, use the Import/Export Wizard to import the cookies: In Internet Explorer, click File, click Import and Export, and then on the Import/Export Selection page, click Import Cookies.

Outlook Contacts

The business contact information that is stored in Microsoft Office Outlook can be vital for your company. You can save this valuable data by using the Microsoft Office 2003 Save My Settings Wizard. In addition to saving contact information in Outlook, this wizard also saves other key settings in the Microsoft Office System.

Run the Save My Settings Wizard on the old computer first, and then save the results in a file stored on a floppy disk, a USB flash memory keydrive, or a network location. Then run the wizard on the new computer, and open the saved file to complete the transfer.

Follow these steps to save settings on an old computer:

  1. Click Start, and then click All Programs (or Programs if the old computer is not running Windows XP).
  2. On the Microsoft Office menu, click Microsoft Office Tools, and then click Microsoft Office 2003 Save My Settings Wizard.
  3. On the Save or Restore Settings page, click Save the settings from this machine, and then click Next.

Choose Save the settings from this machine

  1. On the next page of the wizard, type the location where you want to save the file. Click Finish to exit the wizard.

To add these settings to a new computer, follow these steps:

  1. Click Start, and then click All Programs (or Programs if the computer is not running Windows XP).
  2. On the Microsoft Office menu, choose Microsoft Office Tools, and then click Microsoft Office 2003 Save My Settings Wizard.
  3. On the Save or Restore Settings page, click Restore previously saved settings to this machine, and then click Next.
  4. In the File to Restore Settings From box, type the path of the location where you stored your settings file, and then click Finish.

Retaining this critical business information when an employee leaves can protect your company and save other employees time and frustration.

About the author     Ed Bott is an award-winning journalist and a former writer and editor for PC World and PC Computing. One of the most recognized voices in the computing world, he is a two-time winner of the Jesse H. Neal Editorial Achievement Award and a three-time winner of the Computer Press Award. This article is adapted from Ed Bott's Your New PC: Seven Easy Steps to Help You Get Started! (2005), which is available from Microsoft Learning.

 
 
Applies to:
Outlook 2003