Backing up files

The Connected Backup Agent backs up the files in your backup set (selection) on a pre-arranged schedule, or when you manually initiate a backup. The Agent's backup rule set specifies which files to back up. The system administrator defines the initial rule set, but if your Agent configuration allows it, you can select different files or create custom rules to modify your backup set.

This article describes how to:

Note: Your first backup
Your first backup is an important step in protecting your files. You should start your first backup manually, as soon as possible, rather than wait for a scheduled backup. During your first backup, the Connected Backup Agent backs up all files in your backup set. Depending on the number of files in your backup set and the speed of your network connection, this backup can take several hours to complete. Subsequent backups are smaller and faster because the Agent backs up only new files and changes to previously backed–up files.

Before starting this procedure, it is assumed that the user has a valid Connected Backup account and that the Agent Interface is open. It also assumes that your Agent configuration allows you to select different files or create custom rules to modify your backup set

 

Viewing or changing your backup set

Your backup set identifies the files and folders on your computer that the Connected Backup Agent backs up. The backup set can contain any number of files; however, your system administrator can limit its maximum size. The initial backup set is defined by the system administrator, but you may change this if your Agent configuration permits. The Back Up panel lets you browse the contents of your computer to see which items your backup set contains. You can browse all files and folders on your computer except those on removable and network drives. If your computer supports multiple user accounts, you can also browse the folders of other users if you have access to them and your Agent configuration allows it.

Viewing your backup set

To view your backup set, using the Back Up panel, proceed as follows.

  1. If the Back Up panel is closed, then click  to open it.

Note:
The first time you open the Back Up panel after starting the Agent, it scans your computer to compile the backup set.

  1. To see which files and folders your backup set contains, use the Back Up panel to browse the contents of your folders.

The Connected Backup Agent uses the following checkbox states to indicate whether a file or folder is selected for backup, and so included in your backup set.

Checkbox state

Comment

 

The file or folder is selected. For a folder, all of its contents are also selected. You cannot change this selection if it is locked ().

 

Some of the items in the folder are selected. To see which items are selected, expand the folder and its subfolders. You cannot change this selection if it is locked ().

 

The file or folder is not selected. For a folder, none of its contents are selected. You cannot change this selection if it is locked ().

 

The file is larger than 20 GB, you cannot select it for backup.

 

If some checkboxes are locked, then your system administrator has created locked rules for those items, which you cannot override. Locked checkboxes are coloured grey.

Note:
If the panel does not display files or folders that you recently added to your computer, click the Refresh button . The Agent rescans the current folder and displays folder contents again.

 

Changing your backup set

Files or folders may be added or removed from your backup set. The Agent then uses the updated backup set the next time it backs up files. To add or remove files or folders from your backup set, proceed as follows.

Adding a file or folder

To add a file or folder to your backup set,

  1. Click the checkbox to the left of the item.

The checkbox will display a tick  indicating that the item is included in the backup set.

Removing a file or folder

To remove a file or folder from your backup set,

  1. Click the selected, ticked, checkbox.

The tick is removed and the checkbox displays an empty box , indicating the item has been removed from the backup set.

When you add or remove a folder from your backup set, the Connected Backup Agent automatically applies the action to all unlocked items in the folder, including subfolders and their contents. Your selections override user-created rules and unlocked rules; they do not override any locked rules your system administrator defined. If the contents of a folder remain partially selected, you can browse the folder and its subfolders to see which items were not affected due to locked rules.

Note:
If you remove a file from your backup set, the Data Centre deletes its copy of that file. The Data Center uses its file expiration rules to determine how long to retain copies of files that you exclude from your backup set. To ensure that the Data Center always has a recent backup of your files, keep the files selected in the backup set.

Special note for Microsoft Outlook users

To back up password-protected Microsoft Outlook data files (.pst files) in an optimized manner, either Outlook and the .pst file must both be open, or the Connected Backup Agent must know the .pst file password. If neither of these conditions are met, then the Agent prompts for the password during backup and stores it in an encrypted format for future use.

The Microsoft Outlook ® Optimization area on the Options tab of the Settings page lets you store passwords for your password-protected .pst files. With this information, the Agent can back up your files in an optimized manner without prompting for passwords.

Note:
The Microsoft Outlook ® Optimization area is available only if you have Outlook installed on your computer and your Agent configuration supports email optimization.

To manage passwords of password-protected Outlook data files, proceed as follows.

  1. From the Agent interface home page, click the Settings button.

The Settings page opens.

  1. Click the Options tab, to reveal the Microsoft Outlook ® Optimization area.
  2. Click Outlook Passwords….

The password management page opens.

  1. Do one or more of the following:
  • Add a password
    • To add a password for a .pst file, 
  1. Click Add.
  2. In the File name box, click Browse to select the .pst file, or type the path and file name.
  3. In the Password box, type the password of the file. Passwords are case-sensitive.
  4. Click OK.
  • Edit a password
    • To edit a password,
  1. Click the name of the .pst file, and then click Edit.
  2. In the Password box, type the password of the file. Passwords are case-sensitive.
  3. Click OK.
  • Remove a password
    • If an existing password protected .pst file is listed on this page, it may be removed by selecting it then clicking Remove, then OK.
  1. Click Apply or OK.

If you click Apply, the Options tab remains open. If you click OK, the tab closes.

Note:
During an account recovery, the Agent does not retain its copy of .pst file passwords. You must enter them again after the recovery process completes.

Viewing or changing your backup schedule

The backup schedule determines whether your Connected Backup Agent performs automatic backups, and if so, the days and time period when backups occur. Automatic backups ensure that your Agent backs up your files on a regular basis. Your Agent configuration determines whether the Agent supports automatic backups and if you can change the default backup schedule. If your Agent supports automatic backups, the Next Backup field on the Back Up panel identifies when the next scheduled backup will occur. You can view the current schedule on the Schedule tab of the Settings dialog box.

Viewing your backup schedule

To view your backup schedule, proceed as follows.

  1. Click the time to the right of the Next Backup field.

The Schedule tab opens.

Note:
If the Agent taskbar icon is enabled, you can also access the Schedule tab when the Agent interface is closed. On the System Taskbar, right-click the Connected Backup Agent icon, and then click View Settings. The settings page opens on the Account tab. Click Schedule to open the Schedule tab.

The Schedule tab shows which day(s) of the week an automatic backup will take place, and at what time on the selected days. Alternatively, if, Do not automatically back up files is selected then there is no automatic backup schedule in place.

 

Changing your backup schedule

You can change the backup schedule only if your Agent configuration allows it. To change the backup schedule, proceed as follows.

  1. From the Schedule tab, in the, Back up selected files section, select one of the following options:

a.   Automatically back up files according to the following schedule

i.   Select the day(s) of the week when backup is scheduled to run, by ticking the appropriate checkboxes.

ii.   In the Start sometime between boxes, select the time when backup will automatically start on the days scheduled.

b.   Do not automatically back up files

  1. In the, If a backup cannot start section, select the action to take if a backup cannot start on the scheduled day/time.
  2. Click Apply, or OK. If you click Apply, the Schedule tab remains open, if you click OK, the tab closes.

Note:
For a scheduled backup to occur, your computer must be turned on, connected to the Internet, and not in standby or hibernation mode.

While the Agent backs up files, all other Agent options are unavailable. The Agent lets you monitor the backup progress and view details of the backup when the process completes.

 

Starting a backup

The Back Up panel shows you when your last backup occurred and when the next scheduled backup will occur.

If your Agent does not perform scheduled backups, or you do not want to wait for the next one, you can initiate a backup manually.

Note:
If your Connected Backup Agent configuration allows you to edit your backup set, ensure that it contains the files you want to protect from loss or damage. See, Viewing or changing your backup set for further details if required.

Starting a backup manually

To backup your files manually, proceed as follows.

  1. On the Back Up panel, click Back Up Now.

Note:
The Back Up Now button is available only when the Back Up panel is open and the Agent is not scanning your files for changes. When not available, the button is coloured grey rather than golden. To open the Back Up panel if it is closed, click .

Note:
If the Agent taskbar icon is enabled, you can also start a backup when the Agent interface is closed. On the System Taskbar, right-click the Connected Backup Agent icon, and then click Back Up Now.

The Connected Backup Agent immediately commences the backup process.

After a short while, the following message indicates backup completed successfully.

  1. If you wish to see details of your backup, click View details.
  2. Click Close.