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Backing up your files to prepare for an OS
upgrade, a new hard drive or a new computer

Some of these options may not work if you do not have administrator authority. if this is the case then the IT tech will need to help you with those items that need administrator authority.

Prior to upgrade or replacement:

Step 1:   Make a list of software on your current PC
Step 2:   Backup your data files
Step 3:   Backup your browser favorites / bookmarks
Step 4:   Record settings for various programs
Step 5:   Backup email (Outlook)

 

After upgrade or replacement:

Step 1:   Plan to spend a few hours installing your software applications
Step 2:   Restore your data files
Step 3:   Restore your browser favorites / bookmarks
Step 4:   Setup your email software and restore your email

 

NOTE:  :All files, data, email (etc.) backed up must be saved on your personnel or department shared drive or burned to a cd so you can access them after your migration is complete.

 

If you have problems with any of these procedures, please fill out a Helpdesk Request Form for assistance.

 


Prior to upgrade or replacement:

 

Step 1:   Make a list of software on your current PC

Click on: Start, settings, control panel, Add/Remove programs

  • This will show you a listing of all software currently loaded on your computer
  • Write down anything on this list that you want on your new PC. If you're not sure you need it, write it down anyway. You can also take screen shots to paste into Word to print a list of these programs. (See NOTE in red above.)
  • You will have to install the programs you need from this list after replacing your hard file or after your new PC arrives.

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Step 2:   Backup your data files

Backing up Data Files

  • Data files are located wherever you saved them and might be stored in any number of places on your old PC. You should copy all these files to your shared drive, or burn to a CD.
  • Places to look for data files include: C:\My Documents, C:\My Download Files, Your Desktop
  • Check everywhere, including any additional hard drives you may have. Do a search on your PC using the find function (Hold down the Windows key and type F) for documents ending in .doc (Word documents) or .xls (spreadsheets). This will give you an idea of what folders are holding data files.
  • Make sure that you find and backup any templates you may have created in Word (.DOT) or Excel (.XLT) or other programs
  • Make sure and copy your files onto your shared drive, or burn them to a CD. If you leave them on your old computer they will be lost.
  • Make a note of the original location of all your files so you can put them back in the same place, if desired, once your hardware upgrade is complete.

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Step 3:   Backup your browser favorites / bookmarks

Internet Explorer favorites:

  • Press the "Alt" Key
  • Click on the "File" pulldown menu and choose “Import and Export.” This starts the import/export wizard.
  • Click next and choose "Export favorites." Make sure that you export your favorites file to a site off of your computer such as your shared network drive or burn to cd.

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Step 4:   Record settings for various programs

Rather than spending a lot of time writing down all your program settings, you can capture them with screen shots. You can then compare these to the default settings of your programs after reinstalling them on your new computer.

Taking the screen shots

  • Open the program you are interested in and go to the settings screen that has the information you want to capture. Make sure you have clicked in that window.
  • Press the and hold down the "ALT" key while you press the "Print Screen" on your keyboard. This captures the screen to memory. It doesn't actually print the screen.
  • Open Word, choose Edit from the pulldown menus, and choose paste to put the image on the page.
  • Do this for every program that has settings: such as your FTP program, your email program settings. Anything that you set up once long ago and then forgot.
  • Save the Word file that you have been pasting these screen shots into and transfer them to your shared network drive so that you can access them when your new PC has been installed.

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Step 5:   Backup email (Outlook)

To backup your email with Outlook on your old PC, follow these steps:

  • Open Outlook
  • Click on "File" and choose “Import and Export”. This will open the import and export wizard.
  • Highlight “export to file” and click next
  • Highlight “personal folder file (.pst) and click next.
  • Check “include subfolders”.
  • Now click on browse and choose the location where you want to save the file. Save the file to your shared network drive, or desktop and later burn it to a CD.
  • Once you have chosen the location for your file and clicked "OK" you will be back at the import and export wizard. Now click on finish.
  • If you have Rules that you have set, display them and take a screen shot via print screen and save to your network drive.

 

Note: With the introduction of Internet Explorer 7 and Vista, Outlook Express is being phased out. You need to upgrade to Outlook or another email program. Call the helpdesk and we will have the IT tech help upgrade.

 

This completes the backup your files (etc.) section. If you have problems with any of these procedures, please fill out a Helpdesk Request Form for assistance.

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After upgrade or replacement:

 

Step 1:   Re-Installing Software on your New PC

Software with install files on the network:

  • Plan to spend a few hours having your software applications re-installed by the IT tech.
  • Some application software is available for installation from the network, but you will need to get the IT tech to come out and install the applications for you since administrator access is required.
  • Remember, You will need a license for 3rd party software, like Microsoft Office, the full version of Acrobat, Dreamweaver, and many others. Everyone does not have a license for all software and your supervisor must approve any purchases.
  • A license only gives you the permission to install the software on one ACC computer.
  • You may have downloaded software from the Internet that contains software you use for your specific duties. Make sure you have a license for the software before installing it on your computer! If you have any doubt about the legality or safety of loading software on a computer, call the helpdesk.
  • After installing your 3rd party applications make sure you go to the software manufacturer web pages to download and install any patches. This is very important.
  • If you need help with installation or have any problems please call the Helpdesk.

Software that ACC has a College-wide License to:

  • Software titles include (but are not limited to):
    • Datatel UI (The IT tech to install the latest version for you or you can use the Web version.)
    • Symantec (Norton) Anti-Virus (Usually is installed by a tech before computer is distributed.)
    • PrintKey 2000
    • WS-FTP
    You can install these programs from: http://www.austincc.edu/helpdesk/software.html
  • This software can be installed on any ACC Computer.
  • If you need help with installation or have any problems please call the Helpdesk.

Other Software:

  • You may have downloaded software from the Internet or have a CD that contains software you use for your specific duties.
  • Make sure you have a license for the software before installing it on your computer!! If you have any doubt about the legality or safety of loading software on a computer, call the helpdesk!
  • If you have the application software on CD you can install it yourself by following the install instructions that came with the cd. However, if you get the message that you need administrator access to install then call the Helpdesk.

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Step 2:   Restore your data files

How to restore your data files

  • Make sure your login user id is set up and that you have a My Documents folder.
  • You will need to copy your files form the shared drive you saved the files or from the CD you burned to the My Documents folder.
  • Make sure that you move any templates you may have created in Word (.DOT) or Excel (.XLT) or other programs back to the correct location.

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Step 3:   Restore your browser favorites / bookmarks

Internet Explorer 7 favorites:

  • Press the "Alt" Key
  • Click on the "File" pulldown menu and choose “Import and Export.” This starts the import/export wizard.
  • Click next and choose "Import Favorites."
  • Choose "Import from a File or Address." Choose the location you exported them to off of your computer - such as your shared network or your burned CD.

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Step 4:   Setup your email software and restoring your email

To restore your Outlook XP email on your new PC, follow these steps:

  • Accessing Your ACC Email:  Make sure your Outlook XP account is setup, call the helpdesk if you need the tech to help you set them up.
  • To restore your email with Outlook XP follow these steps:
  • Open Outlook XP
  • You may be asked if you want to use Outlook as your default mail program. This choice is up to you.
  • Click on file and choose “Import and Export”. This will open the import and export wizard.
  • Highlight “import from another program or file” and click next.
  • Highlight “personal folder file (.pst) and click next.
  • Browse to where your email backup file is located and double click on the file.
  • Click next.
  • Click on finish. You will see a status of your mail being restored. Once this completes, your mail and contact list has been restored.
  • You will have to reset your personal settings and your calendar (if applicable).

 

Note: With the introduction of Internet Explorer 7 and Vista, Outlook Express is being phased out. You need to upgrade to Outlook or another email program. Call the helpdesk and we will have the IT tech help upgrade.

 

This completes the upgrade or replacement of your files (etc.) section. If you have problems with any of these procedures, please fill out a Helpdesk Request Form for assistance.

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Taking a Screen Shot of a Window on your Computer

Option 1: Use the Print Key Software installed on your system.

Option 2: Using Windows

  • Right Click the mouse in the Window you want to save.
  • Press the "Alt" key and hold it down, "Print Screen" key on your keyboard - this key is above your "Insert" key. This captures the screen to memory. It doesn't actually print the screen.
  • Open Word, choose Edit from the pull down menus, and choose paste to put the image on the page.
  • You may repeat this as many times as necessary until you have a record of all the screens you need.
  • Save your Word Document to a convenient location or your shared drive or burn to a CD.
  • To take a screen shot of your entire screen: Just press down the "Print Screen" key then follow the instructions above to paste the shot into Word.

 

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