Your EN laptops and EN desktops, not including the budget model, come with a DVD/CDRW combo optical drive. The DVD part of the drive allows you to play DVD movies on these computers and to access high capacity DVD data discs. The CDRW part of the drive allows you to record data.

Note: If your EN machine has Roxio software installed, see this How To.
If your EN machine has Sonic software installed, see this How To.

When an EN machine is setup, 2 special folders are created on the Local Disk (C:): a Local Documents folder and a Personal Data folder. You should use the Local Documents folder to store work related files or other important data. You should use the Personal Data folder to store any non-work related files that you might have (e.g. pictures).

Please keep this items in mind when deciding what you need to backup.

• If you have a redirected My Documents folder (ie. the files are stored on a server) you will not need to backup the My Documents folder.
• Documents from applications like Access, FileMaker and PageMaker may crash if opened/used from a network shared folder. In addition, if you use DreamWeaver MX for website development, the DreamWeaver MX site manager files should not be stored on a network shared folder. ICT recommends that you don't use the above files from a network drive or a redirected My Documents folder.
• Outlook OST and PST files may be located in a folder in the Local Documents folder as well. You do not need to backup the OST (Offline Folders) file. You should back up the PST (Personal Folders) file.
• Several key folders stored in your Documents and Settings folder should be backed up as well. These folders store Outlook's email address history file, Office's custom dictionary, Outlook's signature list, as well as Office's stationary and templates.
• The Windows XP "Windows Backup" should be used with CD-R media. If you have CD-R/RW discs, they will need to be formatted on another machine first. Windows XP recognizes the unformatted CD-RW disc as if it were write protected (read only) and will not treat the disc as a removable storage medium. XP will work successfully with third party applications that format the CD-RW for UDF.
• Windows XP Backup does not have the capability to span multiple CDs (record from one to another) during a backup operation. When using Windows XP Backup, the total size of the backup file must not exceed the formatted capacity of the CD (approximately 533MB).

Verify Built-in Recording is On

Note: Windows XP built-in software is most suitable for creating straightforward data CDs on CD-R media. It will not allow a CD-R or CD-RW disc to be used for "updates." In other words, you can choose to backup your Favorites folder to the same CD more than once. Any new Favorites will be added to the CD. But, if you delete a Favorite from the computer and do a backup, the "deleted" Favorite will remain on the CD.

Note: Windows XP’s built-in software allows you to select files and "apparently" write them to the disk immediately, by dragging and dropping them to the CD drive’s icon, or by right-clicking them, taking Send To, and selecting the CD Drive as the destination. This gives the impression that the files are being written to the disk immediately. This is not the case. The wizard saves copies of these files on the hard disk, in a "staging area" (which, by default, is in your Documents and Settings folder).

Note: Windows XP built-in software will not work as an output destination for backup programs and other software that simply attempts to write to it directly as if it were a hard disk. Example: the "Backup" utility found in Start-All Programs-Accessories-System Tools. And, it will not make a direct copy of a CD.

1. Open My Computer.
2. Right Click on the CD drive and select Properties.
3. Click the Recording tab.
4. Check the Enable CD Recording for this drive box.
   
   Note: It is recommended that you select a speed in the Write Speed box, especially if you plan to use CD-RW media (even though you will not be able to update the CD-RW disc).
   
   
5. From the Select a Write Speed drop-down list, choose 16x or 24x. Click Apply.
6. Click OK.
   

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Display your UserProfile folder

In order to backup your Favorites and the Microsoft application folders, you need to locate and display the "correct" User Profile folder in Documents and Settings. This folder normally has the same name as your Userid (example: dss9). It may be listed as Userid.AG in some cases (example: dss9.AG).

1. Click Start and choose Run.
2. Remove any text in the Open: line.
3. Type in the below command and click OK.
   
   %UserProfile%
   
   Note: Your User Profile folder should open in a separate window.
   
   
4. At the top of the window, look for the Address toolbar. If you don't see this toolbar, from the View menu choose Toolbars then select Address bar.
5. In the Address toolbar you will see the path to the correct folder. Write down this path. This is used in the next section.
   
   Examples:
   C:\Documents and Settings\thw
   C:\Documents and Settings\vcv1.AG
   
   
6. In the User Profile folder, look for an Application Data folder. It will appear as a "dimmed" folder. If you see this folder, you are ready to backup. Go to the next section. If you don't see the folder, go to the next step.
7. To show the hidden folders, from the Tools menu choose Folder Options. Click the View tab. Under Hidden files and folders, click Show hidden files and folders. Click OK. You should now see the "dimmed" or grayed out Application Data folder. Go to the next section.
   

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Back up Using XP Software

Note: If you will be backing up Outlook's PST file, Outlook must be closed before you begin the backup process.

1. Insert a blank, unformatted CD-R or a formatted CD-RW disk into the computer.
2. If a dialog box appears that asks how to open/use the CD, click Cancel.
3. Open My Computer as you normally do.
   
   Note: You will now select (add) the folders/files to be backed up to the CD staging area.
   
   
4. Open the Local Disk (C:).
5. If you see a Local Documents folder, Right Click on the Local Documents folder and choose Send To then select the CD Drive.
   
6. In the lower-right corner of the window, a pop-up balloon will appear. The balloon will read You have files waiting to be written to the CD. To see the files now, click this balloon.
7. Click the balloon.
   
   Note: This will open the window where the files waiting to be written to the CD are located. You should see the Local Documents folder. It appears as a "grayed" folder with a downward pointing arrow to indicate that this folder is waiting to be written to CD.
   
   
8. Open the Local Documents folder. If you see an "Outlook-PST-OST" or "Outlook-OST-PST" folder, open this folder name. If an Outlook.ost file is here, Right Click on its name and choose Delete. Click Yes.
9. Close the "Files waiting to written to CD" window.
   
   Note: You may skip Step 10 if you don't want to backup your "Personal Data" on a work related backup CD. You could repeat these steps with a different CD to backup just your personal data.
   
   
10. If you see a Personal Data folder, Right Click on the Personal Data folder and choose Send To then select the CD Drive.
    
    Note: You will now continue with the remaining work related data backup.
    
    
11. From the Local Disk (C:) window, open the Documents and Settings folder.
    
12. Double-click on your UserProfile name (ex: thw or vcv1.AG) to open the folder.
13. Right Click on the Desktop folder and choose Send To then select the CD Drive.
    
14. Right Click on the Favorites folder and choose Send To then select the CD Drive.
    
    Note: If you don't see a My Documents folder in the next step, your computer may be located at University Park or in an office where the My Documents folder is redirected (stored) on a server. You may skip this step.
    
    
15. If you see a My Documents folder, Right Click on the My Documents folder and choose Send To then select the CD Drive.
    
    Note: These next steps will backup the key folders stored in the Application Data | Microsoft folder.
    
    
16. Double-click on the Application Data folder to open this folder.
17. Double-click on the Microsoft folder to open this folder.
18. Scroll down in this list. You will Right Click on the the following five folders and choose Send To then select the CD Drive after each one.
    
    Right Click on Outlook and Send To the CD Drive.
    Right Click on Proof and Send To the CD Drive.
    Right Click on Signatures and Send To the CD Drive.
    Right Click on Stationary and Send To the CD Drive.
    Right Click on Templates and Send To the CD Drive.
    
    
19. When ready to backup, click the You have files waiting to be written to the CD. To see the files now balloon.
20. In the top-left dialog box labeled CD Writing Tasks, click Write these files to CD.
21. The CD Writing Wizard will open.
22. If the CD name field is blank, type a name for the CD. (Note: By default, Windows names the CD with the current date.) There is a limit of 16 characters.
23. Click Next.
    
    Note: You will see the copy progression window. The time required to copy the files and folders you selected depends upon the amount of data they contain.
    
    
24. Wait for the backup to complete. Click Finish when done. Then go to the next section.
    
    Note: You may add new data to this CD. When it is in the CD drive and you Right Click on a file/folder and choose Send to, you will see the CD's name instead of the generic, blank CD name. Complete the steps above to write these "new" files to the CD.

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Verify the Backup Data

Note: Please verify that you can actually retrieve data from the Backup CD. Even though it was created successfully, you should double check that you can use the data on the CD.

1. On this machine or on another machine, reinsert the Backup CD.
2. Open the CD.
3. You should be able to see the various files and folders.
4. Open the My Documents folder. Open other folders.
5. As a test, copy a file back to the Local Disk (C:).
6. Open this file. If it opens and appears correct, you have made a successful backup CD
7. Eject the CD.
8. Store this CD in a safe place. You may want to store it off-site (out of your office).
   
   Note: For help with troubleshooting, see this Microsoft KnowledgeBase article: How to troubleshoot issues that occur when you write data to a CD-R or CD-RW Optical Disc in Windows XP.