Here are the housekeeping steps to keep the data base fragments low in your data file. Open QuickBooks, hit F2 key and make note of the db fragments in the data file. Now here is how we can reduce those fragments:
- Resort the lists in your data file. These lists include the customer list, vendor list, chart of accounts list. To resort in 2011, just click the name tab header and it will resort them. In the earlier versions, you click on the bottom left tab, and you will see a selection to resort.
- Go to file, utilities, rebuild and rebuild the data file. From time to time when you backup, you will get the message that the data could not be backed up and you must rebuild your data file. Rebuilding at this point is just to keep the data file healthy. But do not "over do" using the rebuild utility as it can actually cause more data file problems than help a data file. Limit using rebuild to a few times each year.
- Make a portable file. This little tip has helped me fix client's data files so many times. Go to file>save copy or backup>and select portable company file. Save this file to your desktop. Now restore the file to your file folder that holds your data files, but give it a different name like xyz company-new.
Now open the newly restored portable. Hit the F2 key. Your data base fragments should be less. Once you are satisfied with the new company file, delete the old one and change the name on the "new" file to your operating data file name.
If you still see more than 9 db fragments:
Go to Windows start button, programs, accessories, utilities and run the utility to reduce the data base fragments in your entire PC.
Lynda
Check out my website www.artesanibookkeeping.com
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