As a system administrator, you can schedule data backup reminders, or you can backup individual data on demand.

How the Backup Process Works:

When you backup, a copy of the data base will be created under the directory file/office/backup. If you backup multiple times on one day, the odb file under the backup directory will be overwritten.

Note: The WebMail folder will not be backed up by the Office backup utility. You will have to do the backup manually by copying and pasting all files under the following directory to a different directory:

c:\inetpub\scripts\cb4\data\webmail

For a description of the Cybozu Office File directories, please refer to File Driectory guide.

The backup data will be saved in folders [1] - [7] under the directory file/Office/backup. When you execute a scheduled data backup, the latest data will be saved under the backup directory and the previous data will be saved in Folder 1; the data saved in Folder 1 will be moved to Folder 2, etc., and the data saved in Folder 7 will be deleted. In other words, you can save 7 sets of data.

Important Notes:

Do not delete [1]-[7] files under the backup directory and backup.txt. Without these, you will not be able to backup properly anymore

A copied directory should not be edited. Once you backup the directories, do not make edits.

If you backup while users are entering data in Cybozu Office 4, user inputs will be lost. Therefore, we recommend that you backup data at midnight, or early in the morning.

1. Schedule Backup:

   So you don't forget to back up daily, you can schedule the data backup page to show up everyday on select individuals' Portal Pages. With a click of a button, the system is backed up.

   If the backup has not been completed between 12:00 PM and 6:00 PM, users who are included in the Data Backup Group will be forwarded to a page that has a Backup Button.

   If Backup is clicked by the user, a backup confirmation screen will be displayed.

   Users can skip the backup using the Skip button to skip the daily backup.

   Once one user completes the backup, the rest of the Data Backup Group will not be reminded, as they do not need to take any action.

2. To add users to the Data Backup Group:

   • From the Portal Page, click System Settings > Schedule Data Backup.
   • If you are not already logged in as Admin, enter your admin password when prompted.
   • Use the Group pull-down menu to find the users you want to add.
   • Click on the user to add.
   • Click Add.
   • Click on the Schedule Data Backup box.
   • Click Save.

3. To back up individual files instantly:

   If you want to back up specific files on demand, follow these steps:

   • From the Portal Page, click System Settings > Data Backup.
   • If you are not already logged in as Admin, enter your admin password when prompted.
   • Click Update on the file you'd like to backup. If you have never previously backed up, the button will say Create.
   • A copy of the database will be saved under Directory file/Office/backup.