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ACT2K5BKUP ACT2K5BKUP
ACT! 2005 Backup and Restore

ACT! 2005: How to Back Up and Restore an ACT! 2005 Database   

 

Question

You would like to create a backup of your database or restore a previous backup.   

Answer 

The following steps will assist you in creating and then restoring a backup. Please note that ACT! 2005 has security features which apply to backup and restore functions. Only Administrator and Manager level users have access to the database backup function. If you are not able to access the database backup function, please contact your ACT! database Administrator for assistance. Refer to the following Knowledge Base Answer for additional information on this topic:

 

 

Title: What are the Security Levels in ACT! 2005

 

 

It is recommended that you send the backup (.ZIP) file directly to your local hard drive. In many cases, you will be able to send the backup file directly to a network drive or to a removable drive such as a Zip drive directly through the ACT! backup process. If you have any difficulty directing the backup (.ZIP) file to a location other than your local hard drive, you can use a Windows File Manager utility such as Windows Explorer or My Computer to copy the backup file from your local hard drive, and then paste this file to a network location or removable media. 

 

The ACT! backup (.ZIP) file cannot be sent directly to a CD or tape backup system through the ACT! backup process. If you need to create your backup on CD or use a tape backup system, refer to the section for creating a backup to these devices. 

 

Floppy disks cannot be used to back up your ACT! 2005 database.

 

What files are included in an ACT! 2005 backup? 

        Database

        Attached Documents

        Layouts

        Document Templates

        Report Templates

        Saved Queries

 

Personal Files may also be backed up. This function is not limited to just Administrator and Manager level users. StandardRestricted and Browse level users also have the ability to backup and restore Personal files. 

 

Personal Files include: 

        Documents that you have saved

        Internet links 

        Spell check Dictionaries 

Database Backup 

 

Note: If you are backing up a shared database, users no longer need to log out while the backup file is created.

1. Click the File menu, point to Backup, and then click Database. The Back Up Database dialog appears.

 

2. Verify the location for the backup. This backup may NOT go to a removable drive, such as a zip drive or to a network drive. The backup can only be directed to your local hard drive. Under most circumstances, you will NOT be able to send your backup file to your CD-ROM drive using the ACT! backup function. Click Browse to change the destination of your backup. (if necessary)

3. For added security, password protect your backup file by enabling the Password protect file option.

 

Note: Once you have set a password for this backup file, the file can not be restored and there will be no way to retrieve the data without the password.

4. Click OK to start the back up process. A Back Up progress indicator appears as your database is backed up.

 

5. If the backup is successful, a message will also appear to indicate this.

 

Creating a Backup on CD or automated backup system

 

Note: If you are backing up a shared database, users no longer need to log out while the backup file is created.

 

You will NOT be able to create a backup file directly to CD or use an automated backup system to work through the ACT! program to backup the ACT! database. You must create the backup file separately, and then use your CD burning software to store the backup file on the CD or direct your automated backup system to your backup file. 

1. Click the File menu, point to Backup, and then click Database. The Back Up Database dialog appears.

2. Click the Browse button. A Save As dialog appears.

3. Click the Desktop button or change the Save In field to an alternate location on your hard drive for this backup. (the Windows Desktop is suggested), enter a new File name (if desired) and then click Save. The Backup Database dialog re-appears.

 

Hint: Adding today's date to the File Name will help organize your backup files and prevent overwriting of your previous backup.

4. At this point, you have the option to set a password for your backup. Adding a password is not required. This adds more security, ensuring that only an administrative user of that database who has the password will be able to restore the backup.

 

Note: Once you have set a password for this backup file, the file can not be restored and there will be no way to retrieve the data without the password.

5. Click OK to start creating the backup (.ZIP) file. A progress indicator appears as your database is backed up.

6. Use your CD Burning software, provided with your CD Recorder, to safely store the file on CD, or use your automated backup system to back the (.ZIP) file up to tape. If you need assistance with these products, please contact the software vendor. Sage Software does not provide support for these products.

 

Restoring a Database 

1. Click the File menu, point to Restore, and then click Database. The current database closes as the Restore Database dialog appears.

2. In the Select type section, enable one of the following options: 

It is recommended that you restore the backup (.ZIP) file directly from your local hard drive. In many cases, you will be able to restore a backup file directly from a network drive or from a removable drive such as a Zip drive through the ACT! restore process. If you have any difficulty restoring the backup (.ZIP) file from a location other than your local hard drive, you can use a Windows File Manager utility such as Windows Explorer or My Computer to copy the backup file from the network or removable medium, and then paste this file onto your local hard drive for restoration. 

  

Restore: 

Use the Restore option when you do not need to change the name or location of the restored database or the database you are restoring was not created as a Remote (Subscriber) database for synchronization.

1. Enable the Restore option if you do not need to change the name or location of the database or unpack and restore a Remote database, and then click OK. The following ACT! dialog box appears.

2. Click the Browse button. An Open dialog appears. Browse to (if necessary) and then Open the backup (*.zip) file, and then click OK. The following ACT! dialog box appears.

3. Enter your User name and (if necessary) Password, and then click OK. The following ACT! warning appears.

 

Important Note: Files which were included in the backup and modified later will be overwritten. Enable the Restore As option (described below) if you do not wish to overwrite files.

4. Click Yes to continue restoring the database. A Restore Database progress indicator appears as the database files are restored.

5. When the Restoration is successful, you will then get an ACT! dialog stating that the Restore completed successfully.

6. Click OK. To open this database, click the File menu, and then click Open Database, or click the Open Database button. An Open dialog appears.

7. Navigate to (if necessary) and Open the database (.pad) file.

Restore As: 

The Restore As option was designed so that you can change the name and/or location (to avoid overwriting an existing database with the same name as the backup file) of a database you wish to restore. 

1. Enable the Restore As option if you need to change the name or location (to avoid overwriting an existing database with the same name as the backup file), and then click OK. The following ACT! dialog appears.

2. Click the Browse button. An Open dialog appears. Browse to (if necessary) and then Open the backup (*.zip) file, and then click OK. After selecting the database file to restore, the following ACT! dialog appears. 

3. Type in a unique name for the restored database in the New database name (no spaces or punctuation) field, and then click the Browse button at the To location: field. A Browse for folder dialog appears.

4. Navigate to (if necessary), click the folder that you would like to restore the database to, (or create a New Folder) and then click OK.

5. Type in your User name, and (if necessary) Password for this database, enable the Share this database with other users option here (if necessary), and then click OK. The following progress indicator appears as the database is restored.

6. When the Restoration is successful, you will then get an ACT! dialog stating that the Restore completed successfully.

 

7. Click OK. To open this database, click the File menu, and then click Open Database, or click the Open Database button. An Open dialog appears.

8. Navigate to (if necessary) and Open the database (.pad) file.

 

Unpack and Restore Remote Database: 

1. Enable the Unpack and Restore Remote Database option if you would like to unpack and restore a remote database package to a remote user's computer (for the purpose of synchronization), and then click OK. The Restore an ACT! remote Database dialog appears.

2. Browse to and open the (.rdb file) remote database in the Select the remote database file to restore field, and then (if necessary) browse to the directory that you wish to restore the database to, from the Database Location field. You may enable the Share this database with other users option here, if necessary.

3. Click OK. A Restore Database progress indicator appears as your remote database is restored.

4. The following ACT! dialog will appear once the restoration has successfully completed.

5. Click OK.

6. To open this database, click the File menu, and then click Open Database, or click the Open Database button. An Open dialog box appears.

7. Navigate to (if necessary) and Open the database (.pad) file.

 

For information on backing up your E-mail database, refer to the following Knowledge Base document:

Title: How To Back Up or Move Your ACT! 2005 E-mail Messages

 

 

 

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