Using a USB Flash Drive to Back Up Your Data Files on a Windows Computer

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Using a USB Flash Drive to Back Up Your Data Files on a Windows Computer

Your GWU-provided flash drive has a storage capacity of 1 GB and is provided as a means for you to back up data files, including email messages and browser favorites, from your office computer.

Back up data files (such as those created in Word, Excel, or PowerPoint)

1. Remove the cap on the flash drive and plug the flash drive into an available USB port on your computer. Depending on the model of your computer, USB ports may be located on the front and/or back of your computer. The image at right depicts two (2) ports. Any available USB port may be used. Please note when you plug the drive in, a window such as the one below may open. You can close this window and proceed with the instructions that follow.

2. Open Windows Explorer by right-clicking the Start button, then (left) clicking Explore.

Locate the folder where your data files are saved (please contact the Technology Services Help Desk if you need assistance in locating your files). In the example below, data files have been saved in the My Documents folder. Your folder may be named differently.

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3. Right-click the folder name. A shortcut menu will appear. Move your mouse pointer down to the Send To option and hover it there. A second shortcut menu will appear. Move your mouse pointer down to the USB Memory option and click it. All contents of the folder, including any subfolders will be copied to your flash drive. Depending on the number of files you have, and the size of them collectively, this may take a few moments.

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Back up email, calendar, and contacts from Outlook

1. If necessary, remove the cap on the flash drive and plug the flash drive into an available USB port on your computer. Depending on the model of your

computer, USB ports may be located on the front and/or back of your computer.

The image at right depicts two (2) ports. Any available USB port may be used.

Please note when you plug the drive in, a window such as the one below may open. You can close this window and proceed with the instructions that follow.

2. Open Outlook. You may be in any part of Outlook, such as email, calendar, or contacts.

3. Click File, then click Import and Export on the menu bar.

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4. Click the option Export to a file and click the Next button.

5. Select the option Personal Folder File (.pst) and click the Next button.

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6. Click the option Personal Folders (1). Click the box beside Include subfolders to select it (it should be checked before you proceed) (2). Click the Next button (3).

7. Click the Browse button.

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8. Locate the flash drive on the next screen (1). It will likely show as drive E on most computers rather than G, as shown in the example here. Click the OK button after it has been selected (2).

9. Make sure the file name is contacts.pst. Click the Finish button.

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10. Click the OK button. Your mail, contacts, and address book will be backed up to your flash drive.

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Back up favorites (bookmarks) from Internet Explorer

1. If necessary, remove the cap on the flash drive and plug the flash drive into an available USB port on your computer. Depending on the model of your computer, USB ports may be located on the front and/or back of your computer. The image at right depicts two (2) ports. Any available USB port may be used. Please note when you plug the drive in, a window such as the one below may open. You can close this window and proceed with the instructions that follow.

2. Open Internet Explorer.

3. Click File, then click Import and Export on the menu bar.

4. Click the Next button.

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5. Select the Export Favorites option and click the Next button.

6. Click the Next button again.

7. Click the Browse button. Locate the flash drive on the next screen. It will likely show as drive E on most computers instead of G, as shown in the example below. Click the Save button after it has been selected. Click the Next button.

8. Click the Finish button.

9. You should receive an acknowledgement on the screen that your Favorites were exported successfully. Click the OK button to clear this message.

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Eject (stop use of) your flash drive when you have finished using it.

Each time you finish using your flash drive and want to unplug it from your computer to take it with you, it should be ejected. To do this:

1. Open Windows Explorer (right-click Start, (left) click Explore).

2. Right-click the flash drive location, then click Eject on the shortcut menu that appears.

If you see a message that states the drive is in use, either select the Retry option or the Continue option.

3. Unplug your flash drive and replace its cap.