QuickBooks 2016: Create & Restore Backup Files

BACKUP your QuickBooks File regularly to protect your accounting records against a loss.

Note: instruction details and screen shots below are from QuickBooks Desktop 2016.  The instructions are the same for QuickBooks 2013-2015.

To manually backup your company file, follow these steps:

  1. From the File menu, Choose ‘Back Up Company’, then ‘Create Local Backup’. (In older versions, select ‘Create Backup’ or ‘Make Copy or Backup’)
  2. To make a backup copy on your own computer or server, choose ‘Local backup’ and click ‘Next’.
  3. Click the ‘Browse’ button and indicate the location for the backup. Click ‘OK’   (If you have already set the location for backups, QuickBooks may skip this step.)
Restore Backup Files 1
  1. Select ‘Save it now’ and then click ‘Next
  2. A window will open with the location of the file, here you can rename the file and save it.
Restore Backup Files 2


RESTORE a QuickBooks Backup File

Using an existing backup copy to recreate your company file is called “restoring”.

  1. From the File menu, choose ‘Open or Restore Company
  2. Select ‘Restore a backup copy’ and click ‘Next
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  1. Select whether the backup is located on the Local or Online backup (our example below uses the Local option) and click ‘Next
  2. Select the backup file and click the ‘Open’ button
  3. It will ask you where you would like to put the restored file. Read the information and click ‘Next
  4. Choose the location to save the restored copy and click ‘Save’
  5. Click ‘OK’
Restore Backup Files 4


There is another choice on the File menu called ‘Create Copy’, which offers more options:

  1. Backup copy – is used to create a duplicate copy of your QuickBooks file
  2. Portable company file – is a condensed copy of your file for easy e-mailing or transfer to mobile devices.
  3. Accountant’s Copy – is designed for sharing with your accountant while you still need to work in your file. It lets the accountant make adjustments to prior periods that can later be imported back to your working file.
Restore Backup Files 5



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