Please back up your WorkingArtist data file on a regular basis. You should also store a current version of your artdat30.mdb data file on either a CD or some other external storage device. If your data file should become corrupted or your computer is damaged or otherwise inaccessible, you will still have your data.

This article discusses how to back up your WorkingArtist data to an external hard drive. There are two methods:
-- Use the Compact and Backup utility to back up the backdata.mdb file
-- Back up the WorkingArtist data file by copying it in Windows Explorer
After describing these methods, there are instructions on how to check that the backup data file has the correct data, and also how to restore your data from a backup file.

For the purpose of this article, we assume:
-- Your external hard drive appears as the E drive on your computer.
-- Your WorkingArtist data file is located at :\ProgramFiles\WorkingArtist30\artdat30.mdb
-- To determine the actual location of your data file. Here is a link to a WorkingArtist Knowledge Base article on Locating the WorkingArtist 3.0 data file (artdat30.mdb) on your Hard Drive.

Showing file extensions in Windows 98/ ME/ Windows 2000/ XP.

When locating the data file on your machine, you may not see the file extension. For example, the WorkingArtist data file is "artdat30.mdb," but you may only see "artdat30." To change the Windows option so that you can view file extensions (recommended), go to: Displaying File Extensions on Windows 98/ ME/ Windows 2000/ XP.

Showing file extensions and hidden folders in Windows Vista.

On Windows Vista, two default file options are (1) to hide file extensions, and (2) to make certain files hidden. So, the WorkingArtist data file is "artdat30.mdb," but you may only see "artdat30." Also, if the WorkingArtist30 sub directory is located in the directory "ProgramData", you may not be able to see "ProgramData" as it is a hidden folder. Here is a link to a WorkingArtist Knowledge Base article on Displaying File Extensions and Showing Hidden Folders on Windows Vista.

Backing up the WorkingArtist data file when using the Compact and Back Up Utility.
1. To more easily manage your backed up WorkingArtist data, create a folder on your external hard drive for WorkingArtist backup files. Please give the folder a meaningful name such as WorkingArtistBackup.
2. Make sure that the WorkingArtist application is closed.
3. Go to Start/Programs/WorkingArtist30/Compact and Backup to display the Compact and Backup Utility.
a. Click on the Get Data Path button to locate and retrieve the path of your artdat30.mdb file.
-- WorkingArtist will automatically enter a backup path name into the Backup Data Path box. You can change this path to the path and file name of your choice; however, the folder you wish to back up to must already exist.
b. Edit the file path in the Backup Data File Name box by typing the file path to the folder on the external hard drive created in #1. For example, edit the file path to E:\WorkingArtistBackup\backdata.mdb
c. Test that the path is correct by clicking the Compact button in the upper section of the utility.
d. Check the WorkingArtistBackup folder on the external hard drive to make sure backdata.mdb exists.
-- If the file is not in the folder, check that you have typed the correct path, edit as necessary and compact again.
4. When backing up, we recommend using a "date name" for your backup file, such as WA070801.mdb (for WorkingArtist, 2007, August 1). This way you will always know at a glance the date you created the backup and you will never overwrite a previous backup.
a. When compacting and backing up, edit the name of the backdata file to a "date name", for example:
-- change E:\WorkingArtistBackUp\backdata.mdb to E:\WorkingArtistBackUp\WA070801.mdb
b. Click on the Compact button in the upper section of the utility.
c. Over time you will create many backups, we recommend that you keep at least the 2 most current and delete older ones.

Backing up the WorkingArtist data file by copying it in Windows Explorer.
1. To more easily manage your backed up WorkingArtist data, create a folder on your external hard drive for WorkingArtist backup files. Please give the folder a meaningful name such as WorkingArtistBackup.
2. Make sure that the WorkingArtist application is closed.
3. From your desktop, right click on the MyComputer icon.
4. From the drop-down menu, click on Explore.
5. Locate your WorkingArtist30 directory. For the purposes of this article, we shall say its location is C:\ProgramFiles\WorkingArtist30.
a. On the left hand side of your screen, double-click on "c” then scroll down to "Program Files".
b. Staying on the left hand side of the screen, double-click on "Program Files" and scroll down to "WorkingArtist30".
c. Double-click "WorkingArtist30". On the right side of your screen you will now see all the files in the WorkingArtist30 directory.
6. Locate artdat30.mdb. If you see "artdat30" but not "artdat30.mdb", then there is an option on your machine that is hiding the file extensions.
7. Click once on artdat30.mdb to highlight it.
8. Click on the Copy button at the top of the screen or select File/Copy. This does not appear to do anything, but it actually copies artdat30.mdb to your Windows clipboard, which is an invisible holding place.
9. On the left side of the screen that lists your folders, locate the folder that you will be copying the backup of artdat30.mdb to.
-- Select the external hard drive.
-- Select the folder WorkingArtistBackUp
10. Click on the Paste button at the top of your screen or select File/Paste from the file menu. This takes the copy that is on the Windows clipboard and pastes (copies) it into the folder you have selected.
11. When backing up, we recommend using a "date name" for your backup file, such as WA070801.mdb (for WorkingArtist, 2007, August 1). This way you will always know at a glance the date you created the backup and you will never overwrite a previous backup. -- Rename the artdat30.mdb file so that it has a "date name".
12. Once you have three backups, you can delete the oldest one.

Checking a Data File backed up on the External Hard Drive.
We recommend that you occasionally check your backed up data. We especially recommend checking it after you have changed path names in the Compact and Backup utility

1. Open the WorkingArtist application so that the Main Switchboard displays.
2. Click on File/ Switch to Backup Data File.
3. Click OK to display the Select WorkingArtist 3.0 Backup Data File dialog.
-- In the "Look in box", navigate until you see the E drive
-- Double Click on the WorkingArtistBackup folder so that it appears in the Look in box.
-- Click once on the backup file that you wish to check and click open to display the display the backup file in WorkingArtist. This will take you back to the WorkingArtist Main Switchboard.
6. The file path displayed on the blue bar at the top of the Main Switchboard should read: E:\WorkingArtistBackup\WA070801.mdb (Using the date name example from earlier).
7. Check artwork, patron (etc) records to verify that the data is correct, and then return to the Main Switchboard
8. At the Main Switchboard, click on File/Switch to Current Data File.
9. You will be asked is C:\Program Files\WorkingArtist30\artdat30.mdb your current data file?
-- Click ”Yes” to accept. This will display the WorkingArtist Main Switchboard.
10. The file path at the top of the Main Switchboard will read: C:\Program Files\WorkingArtist30\artdat30.mdb. WorkingArtist is now displaying your current data.

Note: If you switch to a backup data file and close WorkingArtist, when you reopen the program WorkingArtist will assume that the backup file is your current data file. So be sure to switch back to the current data file before closing WorkingArtist.

Restoring a Data File from the External Hard Drive.
When you restore WorkingArtist data from a backup file, a copy of the artdat30.mdb file is created and renamed to artdat301.mdb. (If there is already a file named artdat301.mdb, the copy of the file artdat30.mdb is renamed to artdat302.mdb). The backup file then overwrites the artdat30.mdb file.

1. Open the WorkingArtist application so that the Main Switchboard displays.
2. Click on File/Restore from Backup.
3. Click OK to display the Select WorkingArtist 3.0 Backup Data File dialog.
-- In the "Look in box", locate the E drive.
-- Double Click on the WorkingArtistBackup folder so that it appears in the Look in box.
-- Click once on the backup file to highlight it and click open.
4. A message will display asking if you wish to restore the data from the backup file.
5. Click Yes if you wish to proceed. A message will display telling you that the data is restored.

Copy your backup data file from an External Hard Drive using Windows Explorer.
1. Close the WorkingArtist 3.0 application.
2. Right click on the My Computer icon on your desk top, then click on Explore to open Windows Explorer.
3. Locate your external hard drive in the left section and double-click on it.
a. On the left hand side of your screen, double-click on "E:” then scroll down to the folder containing your backup files.
b. Staying on the left hand side of the screen, double-click on "WorkingArtistBackup". On the right side of your screen you will now see all the files in the WorkingArtistBackup folder.
4. Locate the backup file WA070801.mdb (for example). If you see " WA070801" but not "WA070801.mdb", then there is an option on your machine that is hiding the file extensions.
5. Click once on WA070801.mdb to highlight it.
6. Click on the Copy button at the top of the screen or select File/Copy. This does not appear to do anything, but it actually copies artdat30.mdb to your Windows clipboard, which is an invisible holding place.
7. Locate your WorkingArtist30 directory. For the purposes of this article, we shall say its location is C:\ProgramFiles\WorkingArtist30.
a. On the left hand side of your screen, double-click on "c:” then scroll down to "Program Files".
b. Staying on the left hand side of the screen, double-click on "Program Files" and scroll down to "WorkingArtist30".
c. Double-click "WorkingArtist30". On the right side of your screen you will now see all the files in the WorkingArtist30 directory.
8. Having found your data file, click on the Paste button at the top of your screen or select File/Paste from the file menu. This takes the copy of the backdata file that is on the Windows clipboard and pastes (copies) it into the folder you have selected.
9. In the right section, you will see an artdat30.mdb file and a backdata file WA070801.mdb.
-- Locate artdat30.mdb and right click on it, select the option Rename, and rename artdat30.mdb to artdat30.old.
-- Locate WA070801.mdb and right click on it, select the option Rename, and rename WA070801.mdb to artdat30.mdb.
Open WorkingArtist to verify that data is correctly displaying.

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