How to set up the Schedule Backup function in QuickBooks QBi 2008/09

Legacy KB ID: 361


How do I set up Schedule Backup in QuickBooks QBi 2008/09?


A scheduled backup automatically saves your company file on specific days and times.

Prerequisites to use Schedule Backup:

  • Your Windows user must have a password.
  • The user password must be entered in the Schedule Backup options.
  • The QuickBooks file must be closed. (Users must not be logged into the file - the file must not be in use).
  • The computer you’ve set up to schedule the backup must be on.
  • Access to the backup location must be available, i.e. if saving the backup file to an external drive, the drive must be on and available.
  • QuickBooks can be open or closed.

Follow the below steps to set up the Schedule Backup:

  1. Press File
  2. Press Save Copy or Backup…
  3. Select Backup copy
  4. Click Next
  5. Select Local Backup
  6. Click Next
  7. Select Only schedule future backups
  8. Click Next
  9. Under the Schedule Backup table, click New…
  10. Enter a name in the Description field
  11. Click Browse and select the location where you wish the schedule backup to be saved into, i.e. C:\ drive
  12. Select the Start Time using the drop down arrows
  13. Using the Run this task every field drop down arrow, select how often you want the backup to be made
  14. Select which day the backup will be made (multiple days can be selected)
  15. Press Store Password…
  16. Enter your Windows User password in the Password field (ensure your username is present, this should be populated automatically)
    Important: This password is not your QuickBooks file password but the password you use when you start your computer and log into the Windows operating system
  17. Re-enter the user password in the Confirm Password field
  18. Click OK
  19. Click OK
  20. Click Finish
  21. Click OK on the Backup have been scheduled as specified window
  22.  All users QuickBooks users must close the file (File > Close Company) or close QuickBooks completely

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