Your MoneyWorks document contains vital information about your business, and for this reason it could be catastrophic if the file is lost or damaged. Hence it is essential that you back up the file regularly.
By backing up, we mean take a copy of the file off your computer and store it in a safe place. If your computer is stolen, gets submerged in a flood or is otherwise made inoperable you will at least have a reasonably up-to-date copy of your accounts (so you can still chase up those people who haven’t paid their invoices).
Automatic Reminders: MoneyWorks can remind you to back up when you close your document—you can set the frequency of reminders to Daily, Weekly or Monthly in the Saving Tab of the MoneyWorks Preferences. See Automatically Prompt for Backup.
- Click Back Up to backup your document
The Standard File Save dialog will be displayed.
MoneyWorks has inbuilt backup to compress your file and create a backup version. The resultant file is called an mwgz file, and has the suffix .mwgz. It can be read on both Windows and Mac computers.
- Choose File>Save a Backup as...
If you have made any changes in your document, you will be prompted to save—the file must be current before you backup.
The Standard File Save dialog will be displayed. Use this to select where the backup copy should be saved, the format (with or without the Custom Plug-ins folder), and what name it will have. The name will default to that of your current document, with the date encoded in square brackets in the form [yymmdd].
The compressed file will be between one-fifth and one-third of the size of the original.
Note: The backup should normally be saved on a removable device (e.g. CD, zip disk) that can be taken off-site. There must be sufficient room on the device for the compressed backup copy—MoneyWorks will not split the file across multiple disks.
Note: Your MoneyWorks Custom Plug-ins folder (which contains your reports and forms) can also be backed up by choosing Accounts Backup with Custom Plug-ins from the Format pop-up (Mac) or the Save as type pop-up (Win) in the standard File Save dialog box.
We recommend that you take frequent backups, and always ensure that a recent backup is held off-site. Depending on the volume of transactions, you might want to take a backup every day, or at the end of every week. In either situation, you should have several backup disks that you rotate—you should never be backing up onto the same disk as you used last time.
When the backup disk fills up, you should delete the oldest backup on it. You can tell at a glance which is the oldest because MoneyWorks has helpfully dated the backup for you.
emailing a Backup File
You can email a backup copy of your MoneyWorks file by using the Accountant’s Export command, and setting the Email To option. A backup copy will be created as an attachment to a new email in your Out box.