If you can't back up your company file successfully, try these troubleshooting steps first:
Back up the file again. You may have accidentally clicked the Cancel button, which causes QuickBooks to abandon the backup. If the file still fails to back up, try the following suggestions.
Make sure the media (CD, flash drive, Zip® disk, and so on) you're trying to use has enough space to hold the backup. Because of enhanced data protection, backup files beginning in QuickBooks 2007 are much larger than in earlier versions.
Sometimes media can get damaged (scratches, bad sectors on the disk, etc.). Try using a new CD, Zip disk, or USB flash drive to do the backup.
Before QuickBooks backs up your company file, it verifies the integrity of the data. If there's a problem with your data, you'll see a data verification error and back up won't proceed. To fix this, follow the prompts to rebuild the data and run another data verification. Once the data passes verification, you can then run a backup.
If you continually need to rebuild your data file when backing up, there may be a bad connection between your computer and where the data file exists. Check the connection. If you are using removable storage media, make sure that it's inserted or connected properly.
If you get a Windows permission error, you may not have Windows permission to save to the folder location you've set for your backups. Search Microsoft Help for "Folder permissions" to learn about editing folder permissions for Microsoft Windows.
If you're running a scheduled backup make sure you stored the Windows login information in the backup schedule and that the user login has Windows permission to save to the location you've set in the scheduled backup.
If backup fails mid-process, you can also check the backup log file located at:
Windows XP: C:\Documents and Settings\(your user name)\Local Settings\Application Data\intuit\QuickBooks\log\qbbackup.log
Windows Vista: C:\Users\(your user name)\App Data\Local\intuit\QuickBooks\log\qbbackup.log
If you can't find the qbbackup.log file, it may be that the file is hidden in Windows:
Windows XP: Right-click the Windows Start button, click Explore, then Tools, then Folder Options, and then the View tab. Click Show hidden files and folders.
Windows Vista: Right-click the Windows Start button, click Explore, then click the Organize drop-down menu, and then click Folder and Search Options. Click the View tab and in Hidden files and folders, click Show hidden files and folders.
Why am I getting Windows folder permission errors?
Search Microsoft help for "Folder permissions" to learn about editing folder permissions for Microsoft Windows.
Why do I get a message that I don't have rights to save a backup file to my CD?
Most likely, it's because you don't have permission to save to the CD Burning folder:
Windows XP: C:\Documents and Settings\(user name)\Local Settings\Application Data\Microsoft\CD Burning
Windows Vista: C:\Users\(user name)\AppData\Local\Microsoft\Windows\Burn\Temporary Burn Folder
Search Microsoft Help for "Folder permissions" to learn about editing folder permissions.
Why am I getting permission errors for my scheduled backup?
QuickBooks needs your Windows login information in order to run scheduled backups. If you're running a scheduled backup, make sure you've stored a valid Windows login with appropriate folder permissions in the Backup Schedule window.
About backing up to a CD
If you are using Windows XP or Windows Vista, your operating system comes with an integrated CD writing wizard that can "burn" CDs for you.
Most read-writable CD-ROM drives come with a program designed to create CDs. Before backing up your company file to a recordable CD, be sure to install the program for your CD-ROM drive. For more information about using the program to prepare and write to blank CDs, refer to the documentation that came with your CD-ROM drive.
If you cannot save your backup directly to the CD-ROM drive, try saving the backup to your hard drive first. Then use your CD writing program to burn the backup file (.qbb) to your CD.
Why can't I save a backup directly to my CD?
If you're using Windows XP or Windows Vista and still cannot save your backup to a CD, try saving the backup to your hard drive first and then copy the backup file (.qbb) to your CD-ROM drive. Be sure to burn the backup file after copying it to the CD-ROM drive. Read the instructions on how to back up to a CD using Windows XP, or a CD using Windows Vista.
How can I verify the backup was burned to the CD?
You can take the CD to another computer, insert the CD, and then view the contents of the CD. Or, you can view the contents of the CD on your own computer:
Windows XP: Browse to your CD drive location (right-click the Start button and click Explore). Windows XP lists both "Files Ready to be Written to the CD" as well as "Files Currently on the CD." If you've burned the backup to your CD, the backup file will be listed under "Files Currently on the CD."
Windows Vista: Browse to your CD drive location (right-click the Start button and click Explore). Windows Vista lists both "Files Ready to be Written to the Disc" as well as "Files Currently on the Disc." If you've burned the backup to your CD, the backup file will be listed under "Files Currently on the Disc."
Why can't I select my CD drive letter in the Location field?
If you're using Windows XP or Windows Vista, Windows overrides the CD drive letter with its CD Burning folder location. Read the instructions for backing up to a CD using Windows XP or CD using Windows Vista for more information.
Why can't I schedule a backup to a CD?
What gets saved in a backup?
A backup file contains everything you need to re-create your company file and QuickBooks environment, including all of the QuickBooks files (templates, letters, logos, and images) related to your company file. QuickBooks also backs up your
Financial Statement Designer, Cash Flow Projector, Business Planner, and Loan Manager files
if you are using these features. The backup file is saved with a .qbb extension.
Note: Certain payroll forms are restricted from being backed up.
Find out more about payroll forms and backup.
Why can't I use a floppy disk?
Better data protection in QuickBooks means larger file sizes, which aren't suited to the smaller storage capacity of floppy disks. Additionally, most newer computers don't have floppy disk drives. Other media that can store more data, such as CDs, USB flash drives, and Zip disks, are more viable backup solutions. You can still, however, restore an older backup from diskettes if you need to, provided your computer has a floppy disk drive.
Why is the backup file size so large?
Backup in QuickBooks 2007 has vastly improved. For your data security, all QuickBooks files (templates, letters, logos, images, and so on) related to the company file are now included in the backup, not just the company file. This increases the size of the backup file.
If you're trying to e-mail a company file, or temporarily move the company file to another computer, use a portable file instead.
Why is backup slower than in earlier versions of QuickBooks?
Beginning in QuickBooks 2007, the backups now secure all QuickBooks files (templates, letters, logos, images, and so on) related to the company file. This increases the size of the backup and therefore takes longer to complete.
In addition, data verification is now recommended during backups. Although this increases the length of time for the backup to complete, it helps ensure that the backup you're creating does not contain damaged data.
For help with QuickBooks Online Backup, visit the QuickBooks Online Backup Customer Support site.
Visit the Backing Up and Restoring Your Files forum on the QuickBooks Community site. Many QuickBooks customers use the QuickBooks Community to ask and answer questions, share tips and advice, and act as peer support.
Back up company files overview
Troubleshoot restore problems