(House)Keeping your ACT! Together
Even the advent of The Evil Empire's latest OS (Operating
System) offerings won't guarantee that your computer won't
crash or your data won't become corrupt. While an OS that
boots quickly and remains stable for more than a few hours
is a good thing, stuff happens! And at the worst possible
moment! If you run your business (and your life) from your
database, the security and integrity of your information is
paramount. If you've never suffered a problem of this nature
you'll perhaps not appreciate the interruption it can cause.
Having seen the look on sales reps' faces after being told
that their database can't be recovered is not a pleasant experience.
Consequently this ACT! Tip of the Week addresses the simple
and routine steps necessary to insure you'll never panic upon
seeing the infamous "Blue Screen of Death".
let's examine the "Backup" function. Pull down the
"File" menu and click "Backup". The "Backup"
dialog box will appear. The location of your last backup will
appear in the navigation window. If you haven't established
a backup location, click the "Browse" button and
navigate to a suitable place to store your backups. This location
should NOT be on your own hard drive. A personal folder on
a network works best as corporate servers typically have strict
backup procedures. An external drive or disk will also work.
Click the "Start" button. If a dialog box appears,
select "Yes" to overwrite your last backup. Your
backed up data will now be current, at least until your next
is important to know that, in addition to your Contacts, Activities
and Notes/Histories, many other associated files and documents
are included in the "Backup". E-mail attached to
a contact record, as well as any documents attached to a contact
record are backed up provided they are saved to the ACT! default
location. So too are templates used in word processing, envelopes,
labels and reports included in the backup. As a result, if
you have customized any of these items they won't be lost
in the event of a database failure. If you haven't modified
these items and need to create a smaller backup file (to fit
on a floppy disk as a example) they may be deselected under
the "Options" tab in the "Backup" dialog
box . If you haven't set the Backup Reminder you can do so
here as well (7 days or less is recommended).
believe that you can never back up your database too often.
It only takes one locked up database and the loss of weeks'
worth of important data to have this small investment in time