Appendix A

Managing Quicken Files

In This Appendix:

   Creating a new data file

   Opening, saving, and copying Quicken data files

   Protecting a data file

   Protecting existing transactions

   Working with passwords

   Setting backup preferences

   Backing up your data

   Restoring data files

   Importing files into Quicken

   Exporting Quicken files

   Working with additional file operations

   Setting up printers

   Setting up for check printing

   Using keyboard shortcuts

Quicken stores all the information you enter in a Quicken data file. This file includes all account and category setup information, transactions, and other records you enter into Quicken. Technically speaking, your Quicken data file consists of a single file with the QDF extension.

Commands under Quicken’s File menu, shown next, enable you to perform a number of file management tasks, such as creating, opening, backing up, restoring, password protecting, importing and exporting, and copying portions and years of data files, as well as validating and repairing your data files. This appendix discusses all of these tasks.

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Image  Working with Multiple Data Files

Chances are you won’t need more than the Quicken data file you created as part of the Quicken Setup process, covered in Chapter 1. However, if you need to keep financial records for someone else, such as a community group or an aging relative, you can easily create a new Quicken file. If a separate tax filing is needed for a group or a person, you likely will need to create a separate Quicken file.

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As of this writing, the subscription is good for one Quicken ID only. You should be aware that if you need to manage files for someone else, you must do so with your Quicken ID or you must purchase another subscription. If you use your Quicken ID, mobile information and credit score information will be available for all files using the same Quicken ID.

Creating a New Data File

Start by choosing File | New Quicken File. A dialog appears, asking whether you want to create a new Quicken file or a new Quicken account. (Some users confuse the two and try to use the File menu’s New command to create a new financial account.) An account is a part of a Quicken file, and a Quicken file can contain any number of accounts. (You learned how to create an account in Chapter 1.) Select New Quicken File, as shown here, and click OK.

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A Windows New Quicken File dialog appears, as seen next. Use it to enter a name for the data file. Although you can also change the default directory location, it’s easier to find the data file if it’s in the Quicken subdirectory of your Documents folder with other Quicken data files. It is also easier to find the Quicken file if it is renamed with no spaces or other special characters. Click OK.

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The Create Account dialog appears, as shown here. (Note that you cannot even create a test file without creating—or entering—a Quicken ID.) Quicken suggests you use the same Quicken ID for all of your data files because your subscription is tied to the user ID. If you want different user IDs for any reason, you have to pay for a subscription for each user ID. After you sign in, Quicken displays the Sync To Mobile dialog. Choose your option and click Next. For this example, we’ve selected Don’t Use Mobile and click Next. The Quicken Successful! screen appears and you are ready to add the accounts for this new file. Select Add Account to create the first account for this new entity and continue as you did your first Quicken file. Refer to Chapter 1 for step-by-step instructions or just to refresh your memory.

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Opening, Saving, and Showing Quicken Data Files

The next options on the File menu can be used to save, copy, and show where your Quicken file is located on your computer. The second option is used to open your Quicken files, as seen next. If you have more than one Quicken data file, it’s important that you enter transactions into the right one. You can see which data file is currently open by looking at the filename in the application window’s title bar.

To open a different data file, choose File | Open Quicken File, or press CTRL-O, which displays the Open Quicken File dialog. Because only one Quicken data file can be open at a time, you must select one of the options. Either click on the name of the file or simply double-click on the filename.

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You may note a folder named “BACKUP.” See “Backing Up Your Quicken Data File” later in this appendix to learn more about Quicken backup files and folders.

Save A Copy As

Use this menu command to open a dialog with which you can save an exact copy of your current file to another location. This other location can be a flash (sometimes called a “thumb”) drive, another location on your network, or an external hard disk. If you have a CD or DVD burner on your computer, you can use your computer’s CD or DVD writing software to copy the file to a CD or DVD.

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You can use the Save A Copy As dialog to rename your file as well.

Quicken makes it easy for you to copy your currently open file.

1.   Click File | Save A Copy As. The Copy Quicken File dialog appears.

2.   If you want to save the file in a folder other than the default DocumentsQuicken folder, select the folder into which you want to save this Quicken file by choosing the folder from the Windows drop-down list.

3.   Select the location for your copied file, give it a new name such as “myfilecopy” to distinguish it from your original file, and click OK. Your file is now copied to the other location, as shown next.

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4.   A message appears stating that your file has been copied successfully and showing the filename you gave it. You are asked if you want to open the copied file. If you click Yes, you see an additional prompt asking if you want to close the current file. To return to your currently open Quicken file, click No.

Show This File On My Computer

You can immediately find where your current file is located by choosing File | Show This File On My Computer. When you click this command, Quicken opens a Windows Explorer window showing where the currently open file is located on your computer.

Image  Password-Protecting Quicken Data

Besides your Quicken password, you are offered two additional types of password protection for your data: file passwords and transaction passwords. In this section, you’ll learn about both options.

Protecting a Data File

Once you password-protect a data file, the file cannot be opened without the password. This is the ultimate in protection—it prevents unauthorized users from even seeing the data in your Quicken file.

Setting Up the Password

Choose File | Set Password For This Data File to display the Manage Data File Password dialog. To set a custom password for your data file, click Set A Custom Password to open the text boxes. Enter the same password in each text box, and click OK. Remember, passwords are always case-sensitive, meaning if you’ve used capital letters when setting your password, you must enter your password with capital letters. For example, if your password is cHe4sRt8e, entering che4srt8e will not open the file.

EXPERIENCED USERS RECOMMEND

Setting custom passwords for both your data and individual transactions is a way to ensure that your records are protected. While no method can protect you completely, having several levels of passwords can certainly help ensure your files are secured.

Secure passwords contain at least 12 to 14 characters and include uppercase and lowercase letters, numbers, and symbols. Another option is to use a nonsense phrase such as “HereComeThe18Unicorns**”. Using your name or the name of someone in your family or any number combination that can be discovered easily, such as birth dates or street addresses, is highly discouraged.

Opening a Password-Protected Data File

When you open a data file that is password protected, the Enter Quicken Password dialog appears. You must enter your password correctly and then click OK to open the file. As mentioned earlier, passwords are “case-sensitive.” That means if you’ve used capital letters when setting your password, you must enter your password with capital letters.

Changing or Removing a Password

1.   To change the password, choose File | Set Password For This Data File to display the Manage Data File Password dialog. Click the Change link to continue.

2.   Enter the existing password in the Existing Password text box and then the new password in both the Create New Password and Confirm Password text boxes.

3.   Click OK to save your new password and close the dialog box.

To remove the password, choose File | Set Password For This Data File to display the Manage Data File Password dialog. Select the Use This Data File Without A Password button. Enter the existing password in the Existing Password text box to approve the change and click OK to close the dialog.

Protecting Existing Transactions

When your existing transactions are password protected, the transactions cannot be modified unless the password is properly entered. This prevents unauthorized or accidental alterations to data.

Setting Up the Password

Choose File | Set Password To Modify Transactions to display the Password To Modify Existing Transactions dialog. Enter the same password in the top two text boxes, as seen here. Note that you can show your passwords to ensure that both are the same. Then enter a date through which the transactions are to be protected, and click OK. This is an especially useful tool when you have completed entering all of your transactions for the year and are ready to run your reports for your income tax return. Protecting your transactions through the end of the year will ensure that you don’t inadvertently change a number that might affect your return.

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Transaction passwords may be up to 16 characters in length.

Modifying a Password-Protected Transaction

When you attempt to modify a transaction that is protected with a password, the Transaction Password Required dialog appears. You must enter your password correctly and then click OK to modify the transaction.

Changing or Removing a Password

Choose File | Set Password To Modify Transactions to display the Change Transaction Password dialog. Enter the current password in the Old Password box, and then enter the same new password in the two boxes beneath it. (To remove a password, leave the two bottom boxes empty.) Click OK.

Working with Passwords

Here are a few things to keep in mind when working with passwords:

   Quicken Help says both file and transaction passwords can be up to 16 characters. Both passwords can contain any character, including a space.

   Passwords are case-sensitive. That means, for example, that “PassWord” is not the same as “password.” (By the way, do not use “password” as your password!)

   If you forget your password, you will need to use the Password Recovery process as described in Chapter 1. Write your password down and keep it in a safe place, not a sticky note on the side of your desktop or laptop computer.

EXPERIENCED USERS RECOMMEND

Although Quicken Help states your passwords have a 16-character limit, some users report that they can enter longer passwords for the data file password, whereas the setup dialog for a transaction password accepts no more than 16 characters. There is no feedback in that dialog that longer passwords are not accepted.

   Your data file is only as secure as you make it. Quicken’s password protection can help prevent unauthorized access to your Quicken files, but only if your password is effective.

   Consider including numbers; capital and lowercase letters; or symbols such as !, ?, or * in your password.

   Do not use personal birthdays, addresses, or other such information as your password.

   Do not use the password you use for your financial institutions as a Quicken file or transaction password.

Password Error Messages

After you have established your passwords, you may see error messages when trying to open a file or change a transaction. Before you contact Quicken Support, consider these possibilities:

   Is your CAPS LOCK key on? If you have inadvertently pressed the CAPS LOCK key on the left side of your keyboard, you may be typing in all caps. Remember, your passwords are case-sensitive.

   Is your NUM LOCK key off? When your password contains numbers and you enter those numbers from the ten-key pad at the right side of your desktop keyboard, you may be entering symbols instead of numbers if you have turned off the NUM LOCK key.

   Are you in the right data file? If you have more than one data file on your computer, you may have opened the wrong one by mistake.

   Try another password. Many of us have several passwords that we use, and you may be entering the wrong password.

   If you have recently changed your password and have just restored from a backup copy, you may have restored a file with an old password. Try that old password.

You can also use the converse—if you have recently changed your password and you can’t remember the new password, try using your old password on a recent backup file.

You may also see a warning if you have recently converted your data file created in an earlier version to the most recent Quicken edition, as shown here.

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The sudden onset of a long-established password suddenly not working can be a sign of data file corruption. Should this happen to you, the best solution is to restore a backup taken prior to the start of the password issue.

Image  Backing Up Your Quicken Data File

Imagine this: you set up Quicken to track all of your finances, and you record or download transactions regularly so the Quicken data file is always up to date. Then one evening, when you start your computer to check your e-mail or enter a cash transaction into Quicken, you find that your hard drive has died. Not only have your plans for the evening been ruined, but your Quicken data file is also a casualty of your hard drive’s untimely death.

Throughout this book, you’ve been encouraged to back up your data files. If you back up your Quicken data as regularly as you update its information, the loss of your Quicken data file will be a minor inconvenience, rather than a catastrophe. In this section, you’ll learn how to back up your Quicken data file and how to restore it if (or when) the original data file is lost or damaged.

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As part of your backup plan, consider restoring your backed-up data on a regular trial basis to ensure the backup device is working properly.

Setting Backup Preferences

By default, Quicken reminds you to run a manual backup every third time you leave your Quicken program. However, you can change this prompt in Quicken Preferences. The Backup Preferences dialog also allows you to tell Quicken how often to automatically save a copy of your files. Open the Backup Preferences dialog by clicking Edit | Preferences | Setup | Backup. The dialog appears as seen in Figure A-1.

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Figure A-1 · Use Quicken Backup Preferences to tell Quicken how you want to back up your Quicken files.

About Automatic Backups

Quicken automatically creates a Backup folder in the same location where your data files are stored. Every fifth time you open your Quicken file, Quicken creates a backup file of your information and stores that record in the Backup folder. While this is useful if your data file becomes corrupted or there is a software or hardware error, storing the file on your hard drive does not protect you against hard drive failures.

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Each automatically backed up file is saved as QData-YYYY-MM-DD.ap.hh.mm .QDF-backup. (Data filename - four-digit year - two-digit month - two-digit day - AM or PM - two-digit hour - two-digit minute.QDF-backup.) Manual backups are formatted as QData.QDF-backup or QData-YYYY-MM-DD.QDF-backup, depending on whether or not you opt to include the date.

As seen in Figure A-1, you can read about backups in Quicken Help and even open your current backup folder. You can change both the number of times Quicken saves your file to this folder and the number of copies maintained in that folder. Enter any number between 1 and 99 to change from the default of 5. Each file is saved with the word “backup.” The date and time of the backup are recorded in the Backup folder for automatic backups. The time does not appear in manual backups.

EXPERIENCED USERS RECOMMEND

One of the points all users stress is that eventually all hard drives and other devices will fail. The only way to protect yourself in the event of such a failure is by having a current backup of your data. By far, the most secure backup file is the one that resides somewhere other than near your computer. Otherwise, if your computer is stolen or damaged in a tornado, fire, or other disaster, your backup disks might also be lost.

As you will see in the Quicken Backup dialog, Quicken has partnered with Dropbox to offer Quicken members online storage for your data. You need only sign in to your Quicken account for instructions and you may store up to 5GB of data for free.

Dropbox can help protect your data by making it easy to back up your data to a secure server far from your computer and other backup files. After you have signed up for Dropbox storage, you simply follow the same steps as a manual backup, but choose to save your data online rather than to a physical device at your location.

If your Quicken data is important to you, check out this feature. Open the Quicken Backup window by clicking File | Backup And Restore | Back Up Quicken File. Click the Sign In To Your Quicken Account link at the right side of the Quicken Backup dialog to get the details on this useful service. For more information about backing up, see “Backing Up Your Data” later in this appendix.

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If you use the Quicken Attachments feature discussed in Chapter 5, be aware that there must be enough room on the media to which you are backing up for your attached files, or attachments will not be backed up with the file.

Setting Manual Backup Reminders

This Preferences setting tells Quicken how often you want to be reminded to back up. A manual backup allows you to change the location for your backed-up file.

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Consider alternating your manual backup locations. For example, back up to a flash drive on Monday and Wednesday, to an external hard drive on Tuesday and Thursday, and to a DVD on Friday and the weekend.

Backing Up Your Data

While you are using Quicken, you begin the backup process by choosing File | Backup And Restore | Backup Quicken File or by pressing CTRL-B at any time. This displays the Quicken Backup dialog for the currently open Quicken data file. As you see in Figure A-2, we are saving our file to a Backup folder on a USB drive named “H.”

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Figure A-2 · The Quicken Backup dialog offers options for backing up your files.

EXPERIENCED USERS RECOMMEND

Be aware of the “click-through” bug, where using menu commands such as File | Backup And Restore | Backup Quicken File while an account register is open can result in the account register being sorted in an order other than Date. This can be very disconcerting, as the odd sort order may make it look like transaction data has been lost. Using the keyboard shortcut CTRL-B or adding the Backup command to the Quicken Toolbar is the currently recommended workaround for this bug.

Back Up Your File Now

This option enables you to back up to another disk, either on your computer or on one that’s accessible via a network. If you select this option, you can use the Change button to locate and select a backup disk and directory. It’s a good idea to alternate between two devices for backup purposes. This means you’ll always have two versions backed up in case one version is corrupt. Choosing a backup location other than your hard disk, such as a thumb (flash) drive (for small files) or an external hard disk, protects your data by placing it away from your regular hard drive. (Backing up to your computer’s internal hard disk defeats the purpose of backing up!) If you want to automatically append the current date to the backup filename, select the Add Date To Backup File Name check box. Select Backup Now. The folder into which your backed-up file will be saved is displayed. To back up to another folder or location, click Change.

1.   Select the drive, folder, and location into which you want to save your backed-up files. Click OK.

2.   Click Back Up Now. Your Quicken data file briefly disappears and a small message appears telling you that Quicken is backing up your data.

3.   When the backup is complete, the data file’s windows reappear and a dialog informs you that the file was backed up successfully. Click OK to dismiss the dialog.

Many Quicken users keep more than two backups. Subtle data corruption can go unnoticed for some time. Having a wide date range of backups to choose from should you need to restore may save you a lot of data re-entry time. Quicken, Inc., does not recommend storing your Quicken file on a network drive and working with your file across your network. While backing up to a network drive can work effectively for many, it’s a good idea to store your actual Quicken data file in the Quicken subfolder in your Documents folder on your computer.

If you opt to use the Dropbox offer, you must sign into your Quicken account, using your Quicken ID and password. You may also have to obtain a texted or e-mailed code to continue to the Quicken website. Select Products | All Services to be directed to the Quicken Services website. Scroll to the Dropbox link to learn about getting started using Dropbox with Quicken, as shown in Figure A-3.

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Figure A-3· Quicken’s partnership with Dropbox allows up to 5GB of free storage.

Restoring Data Files

In the event of loss or damage to your data file, you can restore from a recent backup. You can restore from an external file or one on your hard drive. Each process works in a similar way.

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If you just want to check something in a backup file, be sure you are not restoring the backup over your working file, or you may lose your more recent data. The Save A Copy As option on the Quicken File menu is helpful in creating a copy of your working file (just in case) before restoring a backup.

Start the restoration process by opening Quicken and clicking File | Backup And Restore | Restore From Backup File. You may restore from one of Quicken’s automatic backups, a backup file that you created, or an online backup.

To restore from one of Quicken’s automatic backups:

1.   Click Restore From Automatic Backups, as shown next.

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2.   If no backup files appear, click Open Backup Directory to locate the Quicken Backup folder. Select the file you want to restore and click Restore Backup. If the file you want to restore is the currently opened file, you are prompted to write over the current file or to create a copy of the file. Many Quicken users create a copy for safety’s sake. You can always delete that copy in the future should you not need it.

3.   To restore a backup file that you have created, ensure the device on which the file is stored is connected to your computer.

4.   Click Restore From Your Backup | Browse to locate and select the appropriate backup file.

5.   Click Restore Backup. If a file by the name of the file you are trying to restore exists, you’ll see a message asking what you want to do. If you are restoring your backed-up file over the current file, choose Overwrite The Open File With Restored File (This Cannot Be Undone). Overwriting a file means replacing all the information that is in the current file. This cannot be reversed, so make very sure that is what you want to do!

6.   If you choose to create a copy of the backed-up file, click Create A Copy. You see a message that the file was restored and are asked if you want to open the restored file.

7.   To restore a file from your online backup, choose Restore From Online Backup to log into Quicken Online Backup. You see a list of the last 90 days of backups. However, if you have not set up Online Backup, you will not see this option.

8.   Select the file you want to restore. After Quicken has restored your files, click OK to close the confirmation message.

9.   To open your restored file, click File | Open.

Moving a Quicken Data File Between Two Computers

Quicken, Inc.’s technical support staff is often asked how to move a Quicken data file from one computer to another. In fact, this question is so common that we are including it here.

The best way to move a data file from one computer to another is with the Backup and Restore Backup File commands. Begin by opening the file in Quicken on the computer on which it resides. Then follow the instructions in this appendix to back up the file to removable media, such as a thumb (or flash) drive, CD, DVD, external hard drive, or a network drive (preferably one that is connected to the other computer). Then start Quicken on the other computer and follow the instructions in this appendix to restore the backup copy. When you’re finished, the Quicken data file is ready to use on the new computer.

It’s important to remember that once you begin making changes to the file on the new computer, the file on the old computer will no longer be up to date. This means that if you want to use the file on the old computer again, you need to complete the backup and restore process to move the file back to that computer. As you can imagine, if you often move the file from one computer to another and back, it can be difficult to keep track of which version of the file is the most up to date.

Although you can make your Quicken data file “portable” by keeping it on removable media so you can access it from any computer, this is not the recommended method. Flash drives, CDs, and DVDs are even more susceptible to data loss and damage than an internal or external hard disk. Quicken users have reported numerous problems using this technique; don’t add your own problems to the list. A networked drive may not be a good place to store your file either, at least if you are going to keep it networked while you work on it.

Image  Additional File Procedures

The File menu contains links to several other tasks. With these links you can import files in several formats, export your Quicken files into other programs, perform year-end tasks, and tell Quicken how to work with your printers. All of these routines are explained in the following sections.

Importing Files into Quicken

Importing information into Quicken can make your financial life much easier. As discussed in earlier chapters, importing data such as downloaded information from your financial institution saves you time.

From within Quicken, click File | File Import to open the submenu that shows your options. As you can see, several types of files can be imported:

   Web Connect (.QFX) Files   are those files created by financial institutions that do not have Direct Connect availability. You download these files onto your hard drive and then import them into your Quicken data file. See Chapter 6 for detailed information about Web Connect files.

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Web Connect files have the file extension .qfx. This can be easily confused with Quicken transfer files, which use the file extension .qxf. Be sure you select Web Connect files when trying to import files downloaded from your financial institution.

   QIF Files are Quicken Interchange Format files that have been created in a third-party program for importing into Quicken. While not all programs support this format, some other financial programs do.

   Quicken Transfer Format (.qxf) Files   are files that permit the exchange of banking data with other Quicken data files, such as Quicken for Mac. As of this writing, qxf files may not transfer investment transactions between Quicken files.

   Addresses allows you to import both comma- and tab-delimited records from a text file directly into your Quicken Address Book in some editions of Quicken.

   Import Security Prices From CSV File   allows you to utilize security price reports in this format. CSV stands for comma-separated value. This import type can be handy for repairing security price history corruption or importing security price history for non–publicly traded securities.

   TurboTax Files   can be imported into Quicken for tax planning.

   Rental Property Manager files can be imported from Rental Property Version 2 data files.

   Microsoft Money Files   can, in many cases, be quickly converted into Quicken data files if Microsoft Money 2007 or 2008 is installed on your computer. The last version of Microsoft Money was released in 2008 and was supported only through January 2011. Microsoft Money versions prior to 2007 cannot be converted.

Exporting Quicken Files

Several types of files appear on the File Export menu. These file types are used to transfer information between Quicken products, such as Quicken for Mac, as well as the Windows versions of Quicken:

   QIF Files   are used to export Quicken data from one Quicken account to another Quicken account or to another Quicken file.

   Quicken Transfer Format (.qxf) Files, as explained earlier, are Quicken financial data files used to transfer data files from Quicken for Windows to Quicken for Mac. Click File | File Export | Quicken Transfer Format to open the Export To Quicken Transfer Format dialog. By default, the file with which you are working is the filename you will export. Click Save. You will see a message box when the export file is created successfully. You will then need to import this .qxf file into your Quicken for Mac file.

   Export TurboTax Tax Schedule Report   and Export TurboTax Capital Gains Report allow you to transfer TurboTax files (.txf) into other programs.

Working with Additional File Operations

The File Operations menu has four options, as seen here. You see Copy, Year-End Copy, Validate And Repair, and Find Quicken Files. Each option is discussed next.

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Copy

This copy command enables you to copy all or portions of the current data file to a different disk or save a copy with a different name. While similar to the Save A Copy As command discussed earlier in this appendix, this command gives you choices regarding what time period to include in the copied file, as well as a choice to include uncleared and investment transactions. It also may clear unused space in the Quicken file.

When you choose File | File Operations | Copy, the Copy File dialog appears. Click Browse to choose a location for your file if you want the copied file stored in a location other than the current folder. The new filename will be the same as the current file, but will have “Cpy” at the end of the filename, as shown here. You can change the name if you choose. Select the date range that is to be included in the copy, and clear the check box if you do not want to include earlier, uncleared transactions. While you may choose to clear the Include All Prior Investment Transactions, consider keeping them for a more complete record of your investment transactions. Click OK to make the copy.

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The Quicken Copy command may cause issues if you are using mobile sync or Express Web Connect.

If there is already a Quicken file with the same name in your Quicken folder, you will receive a prompt to give a new name to the file copy. Type a new name for this second file copy, and click OK.

When the copy is finished, a dialog asks if you want to continue working with the original data file or the new copy. Select the appropriate option, and click OK to continue working with Quicken.

The process does not change the original file in any way. Perhaps you want to copy categories, scheduled transactions, and memorized payees to a new file without the transactions. Or, perhaps there is a date range in which you had some major changes in your financial life and want to review those transactions.

Making a Year-End Copy of a Data File

Many Quicken users create a special copy of their data at the end of each year. This “Year-End Copy” is NOT a requirement. However, this option allows you to copy all reconciled transactions prior to this year (or the date you set) and remove those transactions to save room on your hard drive or to have only current year information in your file. The Year-End Copy command creates two special copies of your data file. Choose File | File Operations | Year-End Copy to display the Create A Year End Copy dialog, shown next, and set options for the two files.

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Current Data File The Current Data File section allows you to set options for the file you will continue working with in Quicken.

   Do nothing. My current data file will remain unchanged   This option simply saves a copy of the current data file as-is.

   I only want transactions in my current data file starting with this date   This option enables you to enter a starting date for the files in the data file you will continue to use. For example, if you enter 1/1/2016, all reconciled transactions prior to that date will be removed from the data file.

Archive Data File The Archive Data File section allows you to set options for creating an archive copy of the file. An archive is a copy of older transactions saved in a separate file. You can set two options:

   Enter a complete path (or use the Browse button to enter a path) for the archive file.

   Enter the date for the last transaction to be included in the file. For example, if you enter 12/31/2017, the archive file will include all transactions in the current file, up to and including those transactions dated 12/31/2017.

Creating the Files When you click OK in the Create A Year End Copy dialog, Quicken creates the two files. It then displays a dialog that enables you to select the file you want to work with: the current file or the archive file. Select the appropriate option (normally Current File), and click OK to continue working with Quicken.

EXPERIENCED USERS RECOMMEND

Many Quicken users do not use the Create A Year End Copy utility. With today’s large hard disks and fast machines, large Quicken data files are not the issue as they may have been when hard disks were small and computers didn’t run at warp speed. Also, once you have separated your data into multiple files, it is almost impossible to merge the data back into one file.

Checking the Integrity of a Data File

The Validate And Repair command facilitates checking the integrity of a Quicken data file. This command is particularly useful if you believe that a file has been damaged. It is a good idea to copy your file to an external device, such as a CD or external hard drive, before you perform the Validate And Repair function—in other words, perform a backup before working with this utility!

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The Validate And Repair utility is one that many experienced Quicken users recommend as the first step when there are problems with your Quicken file. Of course, this is after you perform a backup!

When you choose File | File Operations | Validate And Repair, the Validate And Repair Your Quicken File dialog appears, as shown next. By default, the current file is selected, but you may click Browse to select another file to check if you choose.

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There are four specific operations that affect your data in different ways:

   Validate File   should be run when you feel your data might be corrupted. Ensure you have performed a backup on your file before you run this process.

   Rebuild Investing Lots   reviews your investing information. Current valuation amounts could change if this file has errors. Ensure you have performed a backup on your file before you run this process.

   Delete Investing Price History   attempts to repair any data damage in your investing files. Ensure you have performed a backup on your file before you run this process. You will still need to re-enter any prices you’ve entered manually. You may have to perform a separate step to replace the price history.

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If you have securities that are no longer traded publicly, such as with an acquisition or merger, that price history is not rebuilt. However, you can still recover price histories from online resources and enter them manually. Learn more about entering investment prices in Chapter 9.

   Reset All Quicken Printer Settings simply fixes any issues with your printer setup. You may have to reset the check and report print settings after this procedure is complete, but none of your financial information is affected.

   Click OK to start each selected process. After each process completes, Quicken displays a text file that tells you whether the file has any problems.

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Some Quicken users use this process and add one more step. If you hold down the CTRL and the SHIFT keys when clicking OK, you perform an additional validation step called a Super Validate. This additional step may find more errors in a damaged file. As always, before you perform any function that may affect your financial transactions, back up your file!

EXPERIENCED USERS RECOMMEND

One additional thought when working with files you suspect are damaged: try uninstalling and then reinstalling your Quicken program. Often, it is something that has been scrambled within the data and its interface with the program that can cause your files to appear damaged. Just remember to back up before you uninstall the program.

Setting Up Printers

The last section of your File menu discusses how to set up your printer for various Quicken tasks. From the File menu, click Printer Setup to set the printer for reports and graphs as well as checks. Since many Quicken users have one printer devoted to printing checks, Quicken offers a separate setup procedure for checks.

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The option for printing invoices only appears when you are using the Home, Business & Rental Property edition.

Set Up for Report and Graph Printing

Select For Reports/Graphs to open the Printer Setup For Reports And Graphs dialog box. Each section has options:

   The Printer text box displays your default (standard) printer. Click Properties to open a dialog box specific to that printer.

   The Margins section lets you set top, bottom, right, and left margins.

   In the Fonts section, you can select the size of report and graph headings as well as the font size for your reports.

Click OK to close the dialog box after you have made your selections.

Setting Up for Check Printing

Quicken’s ability to print checks enables you to create accurate, legible, professional-looking checks without picking up a pen. In this section, you’ll learn how to print the checks you enter in the Write Checks window.

Before you can print checks from Quicken, you must obtain compatible check stock. Quicken supports checks in a number of different styles.

First choose the type of printer you use, either Page Oriented (as most printers are today) or Continuous, sometimes used with multipart checks that are packaged together.

Then, indicate the type of check stock you use:

   Standard checks print just checks. There’s no voucher or stub.

   Voucher checks pair each check with a similarly sized voucher form. When you print a voucher check, the transaction category information, including splits and tags, can be printed on the voucher portion.

   Wallet checks pair each check with a stub. When you print a wallet check, the transaction information is printed on the stub.

Use the drop-down lists and option buttons to specify settings for your printer and check stock. The following are a few things to keep in mind when making settings in this dialog.

Partial Page Printing Options

If you select the Page-Oriented option and either Standard or Wallet checks in the Check Printer Setup dialog, you can also set options for Partial Page Printing Style. This enables you to set up the printer for situations when you’re not printing an entire page of checks.

   Edge   is for inserting the page against one side of the feeder. The left or right edge of the checks enters the feeder first.

   Centered   is for centering the page in the feeder. The left or right edge of the checks enters the feeder first.

   Portrait   is also for centering the page in the feeder, but in this case, the top edge of each check enters the feeder first.

If your printer supports multiple feed trays, you can also set the source tray for partial and full pages by choosing options from the Partial Page Printing and Full Page Printing drop-down lists.

Continuous Printing Options

If you select the Continuous option and either Standard or Wallet checks in the Check Printer Setup dialog, the dialog changes to offer two Continuous options:

   Bypass The Driver   Select this check box for a continuous printer that skips checks or prints nothing.

   Use Low Starting Position   This should be turned on for a continuous printer that cuts the date or logo off your checks.

Checking the Settings for Page-Oriented Checks

If you’re using page-oriented checks, you can check your settings by printing a sample page on plain paper. Here’s how:

1.   Click the Alignment button in the Check Printer Setup dialog.

2.   In the Align Checks dialog, choose the Full Page, Two Checks, or One Check button. The Fine Alignment dialog appears.

3.   Click Print Sample.

4.   When the sample emerges from your printer, hold it up to the light with a sheet of check stock behind it. The sample should line up with the check.

5.   If the sample does not line up properly with the check stock, set Vertical and/or Horizontal adjustment values in the Fine Alignment dialog. Then repeat Steps 2 through 4 until the alignment is correct.

6.   Click OK in each dialog to accept your settings and close it.

A catalog and order form for checks may have been included with your copy of Quicken. If so, you can use it to order checks. You can order checks online from within Quicken by clicking the Order [check type] Checks button in the Write Checks window or by clicking the Order [check type] checks link below the check style field in the Select Checks To Print dialog. See Chapter 5 for more information about writing checks in Quicken.

EXPERIENCED USERS RECOMMEND

The final option in the printer section is a great Quicken feature. It allows you to print from your current location. For example, if you are using Portfolio in the Investing tab, the option will read “Print Portfolio.” Note the CTRL-P keyboard shortcut to the right of this option. Use that shortcut from nearly every location within Quicken to print from that location.

Quicken must also be set up to print the kind of checks you purchased. You do this once, and Quicken remembers the settings.

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Although CTRL-P works from many locations, the Planning tab’s Budgets view is one where it does not work.

Using Keyboard Shortcuts

If you have been working with computers for a long time and are comfortable with your keyboard, Quicken has a number of keyboard shortcuts that can save time. When you see a keyboard combination to the side of a menu command, it means that you can press that combination of keys and achieve the same result as when you click that command on the menu. For example, by choosing Open Quicken File on the File menu, you see the keyboard shortcut CTRL-O. Hold down the CTRL key on your keyboard, press the O key, and release both keys to open an existing Quicken file.

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For more information about the keyboard shortcuts available in Quicken, press the F1 key (or from the Quicken menu bar, click Help | Quicken Help). Select Search Quicken Help and, in the search box, type keyboard shortcuts.

Mapping Your Keyboard

By default, Quicken’s shortcuts are the traditional Windows shortcuts, such as CTRL-C for copy and CTRL-V for paste. However, Quicken has its own set of shortcuts, which you can choose in Preferences, as seen next. To change your preferences, click Edit | Preferences | Setup | Keyboard Mappings. Choose Quicken Standard and click OK. The Quicken standard shortcuts for Copy and Paste (CTRL-INSERT and SHIFT-INSERT) work even when the standard Windows shortcuts (CTRL-C and CTRL-V) don’t work.

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