Transfer Coach's Office Database Files to an External Source
Always Keep a Backup!
Transfer the Coach's Office database files to an external source. Then you can keep the backed up files in the event you need to restore them to the original computer, copy them to another computer, or merge them with another Coach's Office database.
Following are two basic ways to transfer Coach's Office files:
- Inside Coach's Office
- Coach's Office Import/Export Utility (for external drives only)
- Outside Coach's Office
- External drive - recommended; flash drive, thumb drive, more
- CD
- E-mail
Coach's Office Copy Files Utility for External Drives
- Coach's Office provides a quick, easy method for backing up and transferring your files to an external drive right from the Coach's Office desktop.
Transfer Files Outside of Coach's Office: USB Flash Drive & Other External Drives, CD, E-mail
Read the entire procedure for the media and method you are using to transfer the files.
The instructions given below are not Coach's Office functions - they're performed outside the program. If you need additional help, view the online video tutorial Copy Files, view and print the Microsoft Windows Explore document, read your CD burner software manual, or ask your computer person for assistance.
If unfamiliar with how to navigate through the drives and folders on the computer using Microsoft Windows Explore, click here to view and print detailed instructions with screen capture images.
Transferring Files from One Computer to Another
Files are copied from the CoachsOffice folder on one computer and transferred (pasted) to the CoachsOffice folder on the second computer. Although the media used to transfer the files may be different, the file names and location are the same on both computers.
File Location & Names
There are three database files used in Coach’s Office. Only copy/transfer the files that have changed.
- File Location:
- Windows XP: Local Disk C/Program Files/CoachsOffice
- Windows Vista: Local Disk C/CoachsOffice
- File names:
- formation.mdb (produced in the Chalkboard Module)
- playbook.mdb (produced in the Playbook Module)
- script.mdb (produced in the practice Script Module)
Before Starting - Exit Coach's Office Program
Close Coach's Office.
- Check to see if the program is closed by clicking <Ctrl><Alt><del> on the keyboard. In the Task Manager window, if Coach's Office is in the list, it is still running. Files cannot be copied or pasted correctly if the program is running.
- Go to the Coach's Office desktop and Exit the program.
- Or select Coach’s Office in the Task Manager list and choose End Task.
USB Flash Drive or Other External Drive
To transfer the files to another computer by using an external drive, copy the files to the external drive, take the drive to the second computer, copy the files from the drive, and paste them in the CoachsOffice folder on the second computer.
- To copy the files to the external drive, attach the external drive to the first computer.
- Using Windows Explore, locate the CoachsOffice folder on the Local Disk C (hard drive). Transfer Files PDF or online video tutorial Copy Files.
- Click the folder. Its contents display in the right column.
- Click to select the file to copy or multi-select files by holding down the <ctrl> key and clicking the desired files.
- Go to the Edit menu and choose Copy.
- In the Explore window, locate the external drive listed in the left column of the window. Click the drive.
- Go to the Edit menu and choose Paste. The files are now on the external drive.
- If folders are set up on the external drive, files can be pasted into a specific folder. Click the folder and choose Paste instead of pasting into the external drive icon.
- To transfer the files to the second computer's hard drive, attach the external drive to the computer.
- Using Windows Explore, locate the external drive containing the files. Transfer Files PDF or online video tutorial Copy Files.
- Click the drive. Its contents display in the right column of the window.
- Click to select a file or <ctrl> click to select multiple files.
- Go to the Edit menu and choose Copy.
- In the Explore window, locate the CoachsOffice folder (Local Disk C/Program Files/CoachsOffice). Click the folder.
- Go to the Edit menu and choose Paste.
- A message asks if you want to replace the file in the folder. Before clicking Yes, check the dates in the message box to make sure you are transferring a newer dated file.
Now you can run Coach's Office with the new files.
Cut a CD
To transfer files to another computer by burning (or cutting) the files to a CD, add the files to the CD, insert the CD into the second computer, copy the files from the CD, paste them in the CoachsOffice folder on the second computer, and unlock the pasted/transferred files. See the Windows Explore General Instructions in this document to view the screen images and directions for unlocking the files.
- To copy the files to the CD, open your CD program. Add the files by choosing them from the CoachsOffice folder. (Windows XP: Local Disck C/Program Files/CoachsOffice; Windows Vista: Local Disk C/CoachsOffice)
- Cut the CD.
- CD programs operate differently. Follow the User Manual for this specific program.
- To transfer the files to the second computer, insert the CD.
- Using Windows Explore, locate the CD drive in the list in the Explore window's left column. Click the drive. Its contents appear in the right side of the window.
- Click to select the file to copy or multi-select files by holding down the <ctrl> key and clicking the desired files.
- Go to the Edit menu and choose Copy.
- In the Explore window, locate and click the CoachsOffice folder.
- Go to the Edit menu and choose Paste.
- A message asks if you want to replace the files in the folder. Before clicking Yes, check the dates in the message box to make sure you are transferring a newer dated file. This cannot be undone.
- The CD files are locked and must be unlocked before the Coach's Office program can recognize the new files.
- For help with this procedure, read and print the Explore Window PDF document.
- Click the CoachsOffice folder to display its contents on the right side of the Explore window.
- One at a time, right click each newly transferred file to get the popup menu.
- Choose Properties.
- In the Attributes area, uncheck Read-only.
- Close the window.
Now you can run Coach's Office with the new files.
E-Mail
If you are e-mailing the playbook.mdb file, it may be too large to send in its original size. Many e-mail systems have a 10mg limit for e-mails received. If this is the case, compress your file with the WinZip application, if you own it. If necessary, ask your computer person to help you with compressing the file to attach to the e-mail and then extracting the file after it is saved to the CoachsOffice folder.
When e-mailing the files, attach the files to an e-mail, send the e-mail from one computer and pick it up on another computer. Then save the attached files to the CoachsOffice folder.
- To e-mail the files, open your e-mail program.
- In the Attach function, browse to find the files. (Windows XP: Local Disck C/Program Files/CoachsOffice; Windows Vista: Local Disk C/CoachsOffice)
- Select the desired file and attach.
- Send the e-mail.
- Close the e-mail program so the e-mail won’t come back to this computer. If sending to a different e-mail address, there is no need to close this e-mail program.
- To transfer the files to the second computer, receive the e-mail on the second computer.
- Save the attached files to the CoachsOffice folder.
- A message asks if you want to replace the files in the folder. Check the dates in the message box to make sure the files being saved have a more recent date.
- If the playbook.mdb file was compressed with WinZip, unzip it before opening Coach's Office.
- The files are in the CoachsOffice folder on the hard drive.
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