You may backup your data either as individual text files or in the "Gradebook Plus v7 Files" binary format. Backing up individual text files for each class (the recommended technique) has the advantage of increased flexibility and compatibility. Using the binary format is quicker to accomplish and often used by teachers running the program on computers both at home and at school.

Each time you make significant modifications, don't forget to backup your data. Many teachers make both types of backups for added safety. Before copying information to a new disk, the disk needs to be formatted unless you purchased it preformatted. To format a disk, use the Erase Disk command found under the Special Menu in the Macintosh finder .

SAVE AS TEXT FILE and SET UP A NEW CLASS (with Import Scores)

Use Save As Text File to create a reliable copy of your class data. This is a necessary step before the data can be transferred to a spreadsheet or charting program such as Excel or Works that accepts text files. This process can also be used for transferring class data from one teacher to another or to Gradebook Plus Windows Edition. See chapter 7 in the manual for more details. Data saved as text files needs to be brought back into Gradebook Plus using "Set Up A New Class".

To create a text file, open the class you wish to backup and then select "Save As Text File" from the File Menu. You will then be asked to specify a name for the new text file. Either accept the default name or choose a name for the text file. Then click the Desktop button and select the floppy disk by double-clicking on its name in the list box. Finally, click the Save button.

To get class data saved as a text file back into Gradebook Plus, select "Set Up A New Class" from the File Menu. Enter the Class Name as you would like it to appear on reports and check the "Import Scores" box. Specify that the data is in Gradebook Plus Format. When asked to specify the file, select the floppy disk on which the file is located and identify the filename of the text file you created using "Save As Text File".

BACKUP CLASS FILES and RETRIEVE CLASS FILES

The "Gradebook Plus v7 Files" binary document contains an encoded version of all of your class data. The copying of this file is done by the Macintosh operating system without checking the validity of the data. The "Backup Class Files" and "Retrieve Class Files" options are grayed out in the File Menu are they are there only for compatibility with the Gradebook Plus Windows Edition user interface. These commands are not needed to backup and retrieve files in Gradebook Plus Macintosh Edition.

To backup class files on a Macintosh, first insert your backup diskette into your disk drive. Then select the "Gradebook Plus v7 Files" document on your hard disk. Drag the document until it is on top of the icon for the floppy disk. If there is already a backup copy of the class data on your floppy disk, you will be asked if you want to replace it with the current version.

You will need to retrieve the data from the backup copy either because you are using the program in two locations, or you suspect that the data on your hard disk is damaged because you are unable to open a class file. Be warned that retrieving class files overwrites all existing class files currently in your program. After retrieving the backup data, you may need to reenter any information entered since you made the backup copy.

To retrieve the backup data from a floppy disk, select the "Gradebook Plus v7 Files" document on your floppy disk. Then drag the document until it is on top of the icon for the folder that contains your Gradebook Plus program. You will be asked if you want to replace the older copy of the document with the current version.