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Microsoft OneNote 2010 : Backing Up Your Important Notes (part 2) - Changing the Automatic Backup Time Interval, Changing the Number of Backups to Keep

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3/15/2015 11:18:24 PM

Changing the Automatic Backup Time Interval

To have OneNote create automatic backups more frequently than just once a day, do the following:

1.
Click the File tab and then click Options.

2.
On the left side of the OneNote Options dialog box that appears, click the Save & Backup category (see Figure 1).

3.
On the right side of the dialog box, under the Backup heading, make sure that the check box in front of the first option (“Automatically Back Up My Notebook at the Following Time Interval”) is selected, and then click the drop-down menu next to this option to select a backup frequency that suits you. You can have OneNote create a fresh backup every single minute or wait up to 6 weeks between one automatic backup and the next.

4.
You must click OK at the bottom of the OneNote Options dialog box to save your changes. If you click Cancel, OneNote will revert to the previous settings.

If you want to completely turn off automatic backups for some reason, simply deselect the check box labeled Automatically Back Up My Notebook at the Following Time Interval in step 3. To turn automatic backups back on after you’ve turned them off, reselect the check box.



If you change the interval to make create OneNote the autosavings more often than once per day, maintain in the spirit that you could also want to change the number of whole of helps which are maintained in your file of help. If you keep to prefabricate of just two backups at the same time, it can severely limit your options of restoration. Lu above for a development of this problem.

Changing the Number of Backups to Keep

Imagine that you’ve set up OneNote to make an automatic backup of your work every hour on the hour. Although this might seem like a highly safe option, it might not be. Leaving the number of backups to keep at just two sets (the OneNote default setting) means that you might not be able to undo any accidental deletions or overwritten notes that you might discover some 3–4 hours after such an error has occurred. After just 2 hours, all of your backup sets will have been overwritten with those fresh, hourly backups you wanted, and those new backups will each contain the mistakenly overwritten notes (or lack the pages that were accidentally deleted). This would make your two backup sets entirely useless.

To avoid this, remember to also increase the number of backups you want OneNote to keep whenever you choose to increase the frequency of your automatic backups. The only cost for doing this is hard drive space. If you create more backup sets more often, it might require a significant amount of free space in your backup location.

If you’re backing up to a spacious secondary drive or network share that’s dedicated to your OneNote backups and nothing else, keeping a large number of backups shouldn’t be much of an issue. However, if your notes contain a lot of significantly large attachments, or a significantly large number of images or audio and video clips, you might need to first double-check how much space is needed for each backup set of all your notes. You can do this by opening Windows Explorer and looking at the file sizes of your notebooks by checking them in their primary storage location on your hard drive (typically, in the subfolders found in the OneNote Notebooks folder, which, in turn, is tucked away in your Documents [or My Documents] folder).

To increase or decrease the number of backup sets OneNote should keep at any one time, do the following:

1.
Click the File tab and then click Options.

2.
On the left side of the OneNote Options dialog box that appears, click the Save & Backup category (see Figure 1).

3.
On the right side of the dialog box, under the Backup heading, replace the number shown in the field following the second option (“Number of Backup Copies to Keep”) with the number of backup sets you want to save in your backup location. The oldest of these sets will be overwritten at the time interval you specified in the option immediately above. If you have the space available for it, you can keep up to a staggering 99,999 backup sets.

4.
You must click OK at the bottom of the OneNote Options dialog box to save your changes. If you click Cancel, OneNote will revert to the previous settings.

If you change the number of backup sets to keep after you’ve had OneNote open for a while, you might see a warning that your configuration changes won’t take effect until you restart OneNote (see Figure 2). In this case, it is highly recommended that you exit and restart OneNote as soon as possible so that your next automatic backup will be complete.

Figure 2. This dialog box may appear if you’re modifying the number of backups that OneNote should keep after you’ve been editing notes for a while. Click OK to dismiss this notification and then exit and restart OneNote.

No magic formula can tell you what you should set your backup time interval and number of backup sets to. It really depends on the importance of your notes and how often you may need to recover from critical mistakes, which is likely to happen more often than complete data loss due to technical failures. If you have the space available in your backup location, creating many backups more often may be the best insurance policy, especially if you frequently work with very sensitive or mission-critical information. For less serious work, you can certainly choose to reduce the frequency of your backups, but consider still keeping a larger number of backup sets than just the two that OneNote starts out with. The more sets you have available to restore notes from, the better your chances of recovering exactly those notes that you cared about and somehow lost or overwrote.



 
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