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Backup of Word environment

Posted By: Backing up Word files on 2009-06-23
In Reply to: Wow, there's an easier way. I think the OP is calling text expansions "macros." - sm

Running the Save My Settings Wizard is easier than backing up the ACL and Normal.dot files separately.  When you run the SMSW program, everything is backed up at one time.

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backup, backup, backup!! Always, make this a habit even with your auto corrects. (sm)
surgical911.com; http://www.mt-stuff.com/resources.html;

Do you have Word set to make backup copies (sm)
of the documents? Check the folder your document is in for a backup file. I've also been able to recover using a .tmp file as well. You didn't delete the file so it wouldn't be in the recycle bin. You just didn't save the changes you had made, so hopefully along the way Word saved a version and you may be able to recover something.
You can use the AutoCorrect Utility that comes with Word to backup and restore ... sm
or just copy your .acl file to your flash drive. The name of the template with the AutoCorrect Utility macro depends on your version of Word. Word 97 is macros8.dot, Word 2000 is macros9.dot (has to be downloaded from the Microsoft site), and 2002/2003 is support.dot. You open the template and follow the instructions.

You can find your .acl file by adding an entry and searching for *.acl by the date you created the entry. You may have to check the option to search hidden files and folders and you may have to change your view in the search box to Details to see dates.

Formatted AutoCorrect entries are stored in the normal.dot. Those are entries you have added formatting such as bold or italics or multi-line entries.

Well, I love some Autocorrect features--best thing about Word-- and I backup *.acl file---so I never
Well, I love some Autocorrect features--best thing about Word-- and I backup *.acl file---so I never lose it. Just replace it in the Windows folder (copy and paste my newest backup *.acl file--which I copy once a day--into the Windows folder on the C:drive). takes less than a minute, never "lose" Autocorrect anyumore. For years I did, though, before I figured out where it was. Just search for *.acl on your computer and copy the file that comes up as owner.acl or whatever you named your computer-- and then put it on the desktop as the backup file, jsut make a folder or whatever, newest backup acl-- along with Normal.dot-- and copy these once a week onto a disk.
clean environment
Everyone is making great points and I appreciate your comments, truly!  But, paying a few more thousand dollars for a hybrid car isn't really a big deal to me, as I know I am doing my part to help reduce the dependency on foreign oil and also these hybrids reportedly are so much better for the environment as far as pollution.  That is really the reason why I'm leaning towards it, as well as the increased miles per gallon.  Thanks for your opinions!
what if your environment is quiet?
anyone have suggestions for headphones that provide the best sound optimization and clarity? i work at home alone in the office in my basement, so i hear nothing from outside and don't have anyone home making noise.
It works in any Windows environment, but to be sure you might want
to download the demo and check it first. See the link below.
She was just wryly commenting on the MT environment...sm
I'm sure she didn't mean to be unhelpful (nor did I in my post above). It's not really funny that we find ourselves competing with foreigners, and of course the economic situation probably isn't helping either since people who lose their jobs lose their health insurance too.

We can't really offer much in the way of special advice except to encourage you to keep applying and knocking on doors until one opens. There are still some companies that don't outsource, and some clients that will not work with those that do, so don't give up.
Being educated about the environment and caring about what is left for the next generation does not
It is an older DOS-type environment - works well with Shorthand. sm
Lots of menus, especially in radiology, but ShortHand helps you get through them very quickly is you write macros to just stop where you need to.

It can be very productive with good line counts if you are paid by the line.

Personally, I loved it, but that was because I did very well with our incentive program on it.

MTStars FlashType works in any Windows environment including Vista.
see link below
if we all don't demand that we get a description of how they came up with this they're going to think that we're okay with this - I AM NOT!! We should not accept at face value what MQ does because they have never been up front with anyone. Have you ever noticed when you have a concern how they somehow either don't answer or talk around it so much that you just say f___ it and give up because you're so tired of sending emails and/or calling here and there to try to get a decent answer, which we all know by now MQ doesn't have a decent bone in their whole organization, especially upper management!!
I have tried asking to be taken off a backup
account which I absolutely despise, but to no avail, and I think that is part of why I feel like I do. I have a good supervisor, but on this point we obviously do not see eye to eye. thanks for the input though.
ESP backup
Go to C: then DocNet then Bin and find the ESP with your name, for example abc124567 and copy from there. Hope this helps.
as a backup.....
You need to find the program folder on your computer, the folder should be called ShortHand for Windows. It may be in the c:/Programs files. If you can't find it there, go to your START menu, click on the Search for files or folders and see where it is. Inside the Shorthand for Windows folder is another folder named SH8 or whatever version you are running (mine is version 8). That is the program as well as the dictionaries you have created. To back it up, you need to copy that entire folder to a CD or external drive, or where ever you want to put it. REMEMBER, copying this folder WILL NOT create an install disk, this is only a backup of the program with and dictionaries. To install shortand onto another computer, you have to go to the website and download and install the 30-day trial - but make sure you download the correct version for your license or it will not unlock your program, i.e. mine is SH8 and my license will not unlock version 9 or 10. If you have downloaded the correct version, then you copy the files with the extension of *.SPF (your dictionary files) and the file for your license, which should be SH__.LIC.

Hope this helps.
So you get a backup, like I have
I have several people I can call to fill in for me for vacations, etc. If it is just a day or so, I just catch it up when I return. If you don't know anyone who can back you up, then you advertise in the local paper or here, etc. There is always a Transcriptionist around who would not mind a few extra dollars for vacations, etc. That is the way it has been done for years. I don't see it as a problem at all. I certainly would not NOT take any time off!
Do you have the backup CD that came with
your computer? That is the only way I know how to do what you want to. Your computer should've come with a backup CD that has that registration number on it.
Usually just one with a backup or two..
I like having a backup when things are slow.
does anyone have backup equipment?

I have a second computer available, but I'm seriously considering getting a second Dictatphone system. I've already had headsets and foot pedals go on me.

Anyone else?

I have a backup computer

The one I normally use is sitting right on top of it. I have a switch box that allows me to share the keyboard and monitor with both. I also periodically transfer my updated necessary Word files to the backup computer.

If I had other accounts or something as a backup, sm
I would tell them that I am a business owner and send out invoices. If they have a question with an invoice, they need to contact me before making any adjustments that aren't agreed to by both parties.

If they're already doing things like this, you can probably expect them to "fire" you for actually demanding to be treated like an IC.

I wouldn't tolerate this on a continued basis, that's for sure. If I were really angry, I would keep a log of these things and find a way to let the IRS know.

If they don't show any sign of changing (and I'd be really surprised if they do based on your post), then I'd definitely be looking for something else. That's just unacceptable and illegal.
Backup data?

I'm glad this subject came up as we do some traveling and I was just thinking about this as well.  How is the best way to back up the data?  Just use a CD or someone mentioned a flash drive external hard drive?  Don't know much about this new fangled technology, so am finding this very interesting and helpful.  Thanks for the info. 

backup files......sm
Maybe talk to them about backing up all files at the end of each week/month on discs.  I certainly would never leave them on an FTP site.  Maybe explain to them this would be a security risk.  I would give them the discs, let them deal with keeping them, and they could pull up whatever they need.  Your job is to provide transcription services as an IC, not keep their files. 
that's right but first you have to set it to backup so that you can restore
Shorthand Backup

I always keep my ShortHand files (and all other files I need to keep backed up) in the My Documents folder.  That way, when I have to do backups, I backup only the My Documentes folder.  Makes it a little more simple.  Then when starting shorthand you just open your *.spf file from the My Documents folder and load that.  Initially you can copy the *.spf file from the folder listed in the prior reply to your My Documents folder.  Then in the future, just open it from there and all new additions will be saved there.  I hope that makes sense.

Time to get a backup!
Well actually more like a primary.  This would be my third job, really, if that.  As an IC you should try to have more than one job, really.  Never put all your eggs in one basket.  That way, if one falls off, you have your other.  When one slows up, I ask for more work at the other to make up income. 
If you go under settings, and then playback settings, There is an autobackup setting ..It goes in milliseconds, and I currently have mine set at 1000, which seems to be a comfortable place, and backs it up just enough to catch the last word or so that i may have missed.
Instead of a backup computer, you may want to look into
purchasing an external hard drive and backing up your entire computer to this HD.
I bought one for backup - sm
I bought an 8" netbook to use in case the cable goes out during my shift, which it does more now since I moved.

I thought I could take it to the local Meijers or wherever with wi-fi if I got in a pinch.

I was able to successfully get my company's platform set up on it and typed and sent a job on it.

Everything seems to work fine for me, but yes that screen is very small. If you don't already wear glasses, you might need to use some readers.

The keyboard is small too but do-able. However, I probably wouldn't want to put in 8 hours on it.

I'm very happy with my netbook. I think it's an affordable and portable backup to my regular computer without having to buy an expensive laptop.

I haven't tried transcribing over free wi-fi yet, though.
How do I make a copy of my PRD for a backup? nm
If you go satellite keep dial-up backup - sm

I finally had to dump my satellite.  It was great when it was working, but weather, wind, etc. would result in interruption in service.  Biggest problem was that I have too many trees and it was either cut down the trees or switch to DSL. 

I went through a small company and told them I was losing money and they provided me with a free dial-up backup.  I found myself having to dial up at least once daily so I wouldn't lose a job I was halfway through when the satellite crashed again.

If you have no choice, I would go satellite and add the dial-up as back up. Ask the company if they can provide one for you free.  I doesn't hurt to ask. :)

 I have DSL now but I've still kept the dial up as back up because even these big DSL companies go down sometimes, although this one hasn't and I've had it for 8 months. Of course I have to pay for the dial-up now but it's only $8.99 a month.

Good luck

I haven't found the need to have a backup sm
phone line connection. My cable is Insight and very seldom have a problem. They usually do their ugrades during the midnight hours, which posed a problem when I worked nights. We seldom have any outages and if we do, it is usually resolved in a couple of hours or so. For what I pay, I think I get pretty good service and don't want to cough up any more money for another connection unless I had a second job that required it.
my Transcription favorites are gone! Is there a way to backup
the favorites in Internet Explorer? I had quite a few folders under my main "transcription folder" for directories and software programs, equipment, and yikes, I can't think of what else! I'm near tears here!! Is there a way to get them back?
Auto Correct BackUp

In Word, there are two files that you must backup for AutoCorrect ~ Normal and acl file.    I need to know what the file name is for the 'acl' file..  

Thanks, mroper

What is the best battery backup for a computer? nm
Do you have a normal.dot backup you can copy over? sm
AutoText expansions are stored in your normal.dot unless you stored them in a different template. You can get them back by replacing the normal.dot with your backup.

AutoText has no limit but AutoCorrect does.
How can a backup computer be used with Spheris? You work on sm
theirs only.
Yuk, sewer backup is the absolute worst. sm
We rented a house for a year about 20 years ago, about 10 houses from where we live now. Every time it poured, the sewer backed up into the basement. Once we had water, 4 feet high too, and it stopped filling about 5 inches from the fuse box. We stayed through the winter and then the foundation cracked. That was enough. We bought a house with a dry basement. I swear, we had everything come in through the sewer-waste, toads, salamanders, you name it. It was gross. As a matter of fact, they put in a back flow valve too. Then the neighbors had the problems. The house is now on the market for over a year. No one wants it.
Here's a link to an article with backup info

as to why medical records should be in some type of print format and not handwriting, if that is what they are still doing. 


Best of luck out there!

Saving glossaries to a backup disk

To save your glossaries to a backup disk:

  • Go to My Computer or Windows Explorer and go to the C-Drive, then the InstText folder, then the Glossary folder
  • Right-click on the glossries you wish to save and select "Send to" and then select the destination drive. Your computer will automatically make a copy to the backup disk. If you do not have the "Send to" option, right-click ad select "Copy" and then paste them to the backup disk.

To put the glossaries on the new computer from the backup disk:

  • Right-click on the glossaries on the backup disk and select "copy"
  • Go to My Computer --> C-drive --> InstText --> Glossary. Anywhere in the glossary, right-click and select "Paste".
  • They should now be listed in your glossary folder.

To add them to your glossary list:

  • Right-click on the Active Glossary List and select "Open"
  • Double-click on the glossary you wish to add to the glossary list
  • When you are done opening all of the glossaries you wish to add, right-click on the Active Glossary List again and select "Save Active Glossary List"

Kind regards,


You can backup some types of files but not programs.

You can probably set your computer to automatically back up critical files but you're not going to be able to completely back up everything, like OS or program, because that would be illegal.

You can set a restore point on your computer so that you can return your computer to that point should there be a problem. This is always a good idea to do before installing new software.

If you right mouse click on your hard drive (usually C:) and choose properties, it will tell you both how big your drive is, how much space you have used and how much you have free. Only you can decide how big of a USB or Zip drive you will need based on that info.

It isn't illegal to backup your OS and in fact most computers
now don't have a disk for the OS, you have to make your own backup. 
You should have backup accounts. Things are not slow
I think poster mean have backup accounts with other companies.

Flash drive for backup! Wonderful
They are so cheap and easy to use. Just plug in this tiny thing into a USB port and wallah, click on your SPF dictionary, select send to and click on your external flash drive. I just discovered them, had been using disks to backup which sometimes would not transfer to another computer without reformatting. Don't have to do that with a flash drive.
what model/make battery backup do you use for computer? nm
Only if you have a backup of your normal.dot file. System Restore will not
Use main pattern, secondary backup patterns when first SM
isn't enough, and then deviate by choosing the "intuitive" choice for an abbreviation that pops into my brain, on the assumption that it'll be the one that pops in when I need the expansion. Usually it is.

I've always had the drop-down list turned off on my ShortHand program, so I can't speak to working that way. A lot of people clearly like it a lot.

However, when editing rather than transcribing, I question how well one can read ahead for corrections to pop down to and scan the dropdown list too. Fast-reading ahead and even making corrections while listening to the squeaky speeded-up dictation as it trails is how to make good money editing. One needs expansions a lot less when editing, of course, but they're still extremely handy. So if you choose to keep developing a system to work directly from as much as possible, rather than coming to depend on scanning a list, I think it should pay off nicely over the long term.

OTOH, since editing does need a lot fewer expansions overall, an Editor would come to memorize all the usual ones anyway and only have to stop and look at the list now and then, never in some documents, often in others. I'm not tempted to change my routine, tho.
Auto backup has to be fixed through the call-in system

Go under keypad menu, and then fix the auto backup space or through the Transcriptionist ID settings on the setup. Also, the dictation system should have a separate code/key for larger rewind to hit.


Hope that helps!

Restore to a previous date. Backup files next time.

1 main and 1 backup. You can't get good speed going with too many accounts. Scratch that crap! nm