You will need the Services.rtf downloadfile to complete this Hand-on activity.

You will need the Services.rtf file to complete this Hand-on activity. Download the file using the link before you start the activity. The activities use the Place to Place case as background for the activities.

Case: Place to Place

Place to Place, a moving concierge in Lansing, Michigan, provides a full range of services for people and businesses that are moving from one location to another. For example, Place to Place packs, unpacks, hires moving vans and cleaning services, and sets up utilities, electronics, and furnishings. Rachel Grogram is the owner of Place to Place. When she needs to complete office work, she conducts much of her business on a Windows 10 PC. As her assistant office manager, you are responsible for maintaining the hardware and software at the business.

Backing Up and Restoring Files

No one is safe from computer problems that result in data loss. Problems such as a power surge, a power loss, a failed section of a hard disk, or a computer virus can strike at any time. Rather than risk disaster, you should make copies of your important files regularly.

To back up files in Windows, you use the File History feature. Backing up files is different from copying files because File History compresses the files when it copies them, keeps track of their original locations, and saves changes you’ve made to the files as different versions. On the other hand, copying simply duplicates the files.

Setting Up File History

By default, File History is turned off because it needs information from you before it can start backing up your files. Backing up files with File History involves the following general tasks:

• Selecting a backup location (or medium)
• Selecting folders and files you want to back up
• Specifying how often the backup should occur and how long you want to keep the different versions of the backups

Once you select a backup location, Windows turns on File History so it can back up your files.

Backing Up Files

After you set up File History by specifying a backup location and selecting folders to back up, you are ready to start backing up files. In the following exercise, before backing up files for Rachel, you should copy files to a folder on Rachel’s computer so that File History includes them in the backup. You will store the files in a folder named Rachel so that you can file them easily later.

To copy files to the Rachel folder:

1. Open File Explorer and then navigate to and select the Desktop folder on the hard disk of your computer.
2. On the Home tab, in the New group, click the New folder
3. Type Rachel as the name of the folder, and then press the Enter
4. Copy the Services.rtf file from the Module9 > Module folder provided with your Data Files (or from the link at the top of this exercise) to the Rachel folder.
5. Close all open folder windows.

To back up Rachel’s file, your computer needs access to a USB drive. In this exercise, the USB drive is named Removable Disk on drive D. Substitute the name of your USB drive for Removable Disk (D:) as necessary. Keep in mind that when you use File History to back up your personal files, you can choose an external hard drive or a network folder instead of a USB drive.

To turn on File History:

1. Click the Start button to display the Start menu, and then click Settings to start Settings.
2. Click Update & Security and then click Backup to display the Back up using File History settings option.
3. Insert a USB drive in a USB port, and then click the Add a drive button to search for and display acceptable locations for the backup, including the USB drive.

Trouble? If a folder window for the USB drive opens, click the Close button.

Trouble? If a slider button named Automatically back up my files is displayed instead of the Add a drive button, File History is already set up on your computer. Skip Steps 3 and 4.

1. Click Removable Disk (D:) in the Select a drive list.

Trouble? If the name of your USB drive changes to Recovery or a similar name after you select it, continue to substitute the name of your USB drive for Removable Disk (D:) as necessary in the remaining steps.

Changing Backup Options

By default, File History backs up copies of files every hour, which is considered a continuous backup cycle. It keeps saved versions of files forever, so you can restore any saved copy of a document if necessary. In the Back up using File History settings, click the More options link to open the Backup Options window, which you use to change these and other settings as follows:

Back up my files—Use this setting to set the frequency of backups.

Keep my backups—Use this setting to set the duration of saved versions.

Backup these folders—If you want to back up folders other than those listed in this section, you can click the Add a folder button and then navigate to the folder you want to include.

Exclude these folders—To bypass a folder so it is not included in the Backup, click the Add a folder button and then navigate to the folder you want to exclude.

Back up to a different drive—If the backup medium is full, click the Stop using drive button in this section, and then attach a new removable drive to your computer, if necessary.

Rachel wants to back up files only in the Rachel folder for now. You will show her how to exclude the Documents, Downloads, Music, Pictures, and Videos folder and OneDrive from the backup. Because the Rachel folder is in the Desktop folder, File History will back up the contents of the Rachel folder by default.

To exclude a folder from the backup:

1. Click the More options link to display the Backup Options windows.

1. Scroll the window to the Exclude these folders section, and then click the Add a folder button to open the Select Folder window, where you select the folders you do not want to include in the backup.
2. If necessary, click This PC in the navigation pane. Click the Documents folder, and then click the Choose this folder button to add the Documents folder to the Exclude these folders list.

1. Click the Add a folder button in the Exclude these folders list, click the Downloads folder, and then click the Choose this folder button to add the Downloads folder to the Exclude these folders list.
2. Click the Add a folder button in the Exclude these folders list, click the Music folder, and then click the Choose this folder button to add the Music folder to the Exclude these folders list.
3. Click the Add a folder button in the Exclude these folders list, click the Pictures folder, and then click the Choose this folder button to add the Pictures folder to the Exclude these folders list.
4. Click the Add a folder button in the Exclude these folders list, click the Videos folder, and then click the Choose this folder button to add the Videos folder to the Exclude these folders list.
5. Review the settings and then change them, if necessary, so that File History excludes all folders except the Contacts, Desktop, Favorites and OneDrive folders.

Now File History will not back up any files in the Documents, Downloads, Music, Pictures, or Videos folders. It will back up files stored in the Desktop > Rachel folder along with any favorites and contact files.

To show Rachel how File History saves versions of files, you can set File History to back up more often than every hour, and then start backing up files.

To select advanced backup settings:

1. Scroll to the top of the Backup Options window, and then click the Back up my files box to display a list of time intervals for backing up files.

1. Click Every 10 minutes to have File History back up files in the specified locations every 10 minutes.
2. Click the Back up now button in the Backup Options window. File History reports that it is backing up your data. Keep in mind that these are backup copies of your files, not copies you could create yourself using the Copy command.
3. Close the Backup Options window, if necessary.

The first time File History backs up your files, it creates a folder named FileHistory in your backup location, and then copies all of the files saved in your personal folder, except for those folders you excluded from the backup. This is considered a full backup of your files. Do not delete or move the FileHistory folder in your backup location. If you delete the FileHistory folder, you will lose your backup files. If you move the folder, File History can no longer use it to track the files that have changed on your computer.

After making the first full backup, File History works in the background to back up only files that have changed since your last backup.

To demonstrate to Rachel how File History maintains separate versions of backup files, you can change the file stored in the Rachel folder. The Services file lists the services Place to Place offers to its customers. You can research the services of any moving company and then add a service to the list in the Services file.

To modify the Services file:

1. Click the File Explorer button on the taskbar to open a folder window, and then navigate to the Desktop > Rachel folder.
2. Double-click the Services.rtf document in the Rachel folder to open the document in an app such as WordPad or Microsoft Word, and then scan the list of services.
3. Start Microsoft Edge and search for information about moving concierge companies like Place to Place and the services they offer to customers.
4. In the Services document, select the text in the first bullet (“Supply boxes and other materials.”), and then replace it with text describing a service you found.
5. Save the Services document. Take a snip of the edited Services document. Save the snip as FileHistory1firstnamelastname.png.
6. Close the app window. Close Edge.

When you saved the Services.rtf document, you saved a different version of the document. The original version includes “Supply boxes and other materials.” as the text for the first bullet, and the updated version contains your replacement text. The next time it backs up files, File History will include the updated version of the Services document and store it separate from the original version.

Restoring Files and Folders

All hard disks eventually fail, even if you maintain them conscientiously. When a hard disk fails, you can no longer access the files it contains. For that reason alone, you should backup your personal files regularly.

File History makes it much easier to restore the right version of a file because you use File Explorer and its familiar interface to find the file you want.

To restore a file from File History:

1. Display the contents of the Rachel folder, if necessary.
2. On the Home tab, in the Open group, click the History button if 10 or more minutes have passed since File History made the first backup, the folder window shows the latest version of the file, which is the one you updated based on your research.

Trouble? If Windows reports that File History is still backing up your files, close the window, wait for the backup to complete, and then repeat Step 2.

1. Click the Previous version button to display the previous version of the file. If necessary, continue clicking the Previous version button until you display the original version of the file, which contains “Supply boxes and other materials.” as the text for the first button.

1. Click the Restore button to restore the file to its original location, which is the Rachel folder. The Replace or Skip Files dialog box opens because you are restoring an older version of the Services file into a folder that already contains a file named Services.
2. Click Replace the file in the destination to finish restoring the Services file.
3. Take a snip of the restored Services file (Open in Word, if necessary.), and name the snip, FileHistory2firstnamelastname.png.
4. Close all open files