NOW Even More & More Great Quicken Tips - Page 8

TIP: NOW YOU SEE IT, NOW YOU DON'T

Does the number of slices Quicken creates in your pie charts often overwhelm you? If so, simply hide the items you don't need to see. Note that Quicken still calculates any hidden values in the graph; it just doesn't display them.

To hide a chart item:

1. Create the pie chart as you normally would. For instance, choose Reports + Graphs + Income & Expense.

2. Hold down the Shift key and then click on the item you want to hide.

3. Quicken removes the item from the chart.

To redisplay the hidden values you'll have to recreate the graph.

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TIP: BACKING UP ISN'T SO HARD TO DO--PART 1 OF 3

Welcome to 1999. It's a brand new year, full of promise and hope. As we embark on this new adventure, those little promises we made to ourselves throughout last year come nagging to the forefront: that

this would be the year we would paint the house, quit smoking, or get off our duff and finally get our financial situation under control. Although we can't help you with the first two broken resolutions, the third we can. Throughout the month of January, our tips focus on helping you to make and keep your financial resolutions.

First, one chore that you must absolutely adhere to is to regularly back up your Quicken data. What's the sense of tracking your important finances only to see them go up in smoke if something happens to your file or your hard disk? You should also maintain two different sets of backup copies so that you don't have to rely on a single backup if something were to go wrong. To back up your file:

1. Insert a blank floppy disk in drive A or drive B.

2. Choose File + Backup.

3. Click Yes in the resulting dialog box.

4. In the Select Backup Drive dialog box, indicate the drive in which you placed the backup disk.

5. In the File to Back Up section of the dialog box, select Current File and click OK to back up the data.

6. When Quicken has completed the backup, click OK in the resulting dialog box.

7. Remove the backup disk from your floppy drive, label the disk, and then store it in a safe place.

TIP: BACKING UP ISN'T SO HARD TO DO--PART 2 OF 3

In our last tip, we showed you how to use Quicken's File + Backup command to make a safe backup copy of your data on a floppy disk. The problem is, you still have to remember to actually initiate the Backup command. Or do you?

By default, every third time you exit the program, Quicken displays a dialog box reminding you to back up your data. You can change this frequency so that the dialog box appears every time you exit the program, or you can shut it off altogether (of course, we definitely don't recommend that).

This tip shows you how to change the frequency of this backup reminder. Doing so requires that you make modifications to the Quicken.ini file, which contains all the settings and information regarding the program. Modifying the file is really very simple, but we don't recommend that you do it often.

Before you modify the Quicken.ini file, you must make a backup copy of the file. (Never mess with the original program file; you could wreak havoc on your program if you inadvertently change a setting that you shouldn't have.)

To make a backup copy of Quicken.ini:

1. Switch to the Windows desktop and double-click the My Computer icon.

2. Double-click the icon representing your hard drive; locate and double-click the Windows folder to open it.

3. Locate the Quicken.ini file; then click the file once to select it.

4. Choose Edit + Copy, followed immediately by Edit + Paste.

A copy of the file, named Copy of Quicken.ini, is created and stored in the Windows folder.

To change the frequency of the backups:

1. From the Windows folder, select the Quicken.ini file and double-click to open it.

2. Locate the line labeled AutoBackup=3.

3. Replace the numeral 3 with the interval you want to use. For example, enter 1 if you want the dialog box to appear every time you exit the program; enter 2 if you want it to appear every other time.

4. Choose File + Save; then choose File + Exit.

5. Restart Windows to have your change take effect.

Now, whenever you exit Quicken, the reminder dialog box appears according to the setting you assigned.

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TIP: BACKING UP ISN'T SO HARD TO DO--PART 3 OF 3

Our last two tips explained how and why you should remind yourself to create backup copies of your Quicken files. Even if you never remember (or bother) to back up your data file, Quicken is determined to save

that information for you anyway. Every seven days, Quicken generates its own backup copy of the data file so that, even if you never back up your files yourself, you have something to go to if something happens to your original data file. The automatic backup files that Quicken creates are stored on your hard drive within the Quicken program directory, in a folder named BACKUP. Quicken creates up to five copies of the file. The most recent copy of the file has the number 1 in the name. For instance, a file named 99DATA would be stored as 99DATA1, 99DATA2, and so on.

If you like the idea of these automatic backup files but think that keeping five successive copies is a bit much, you can change this setting so that Quicken creates only two copies, for example. To do so, you have to make a simple modification to the Quicken.ini file.

First make a backup copy of your Quicken.ini file before you make any changes to it:

1. Switch to the Windows desktop and double-click the My Computer icon.

2. Double-click the icon representing your hard drive.

3. Open the Windows folder and click the Quicken.ini file once to select it.

4. Choose Edit + Copy; then choose Edit + Paste.

To change the frequency of Quicken's automatic backups:

1. In the Windows folder on your hard drive, double-click the Quicken.ini file to open it.

2. Locate the line labeled AutoCopy=5.

3. Replace the 5 with the interval you want to use, say 2.

4. Choose File + Save; then choose File + Exit.

5. Restart Windows to have your change take effect.

From now on, Quicken creates the designated number of backup copies for you.

(Tip-in-a-tip: Do not rely on Quicken's automatic backup feature alone. A hard disk failure would wipe out the automatic backups created by Quicken.)

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TIP: RESTORING YOUR BACKUP

Our last three tips discussed how to back up your data on a regular basis. In this tip, we show you how to use the Restore Backup File command (even though we hope you never have to use this feature). In any case, restoring a backup file is fairly straightforward. Keep in mind, however, that Quicken overwrites any data in the existing file,

using the data from the backup copy.

To restore a backup file:

1. Insert into your floppy disk drive the disk containing the backup file.

2. Choose File + Restore Backup File.

3. In the Restore Files from Drive list box, indicate the drive letter containing the backup disk and click OK.

4. In the Restore Quicken File dialog box, select the name of the backup file and click OK.

5. Click OK in the resulting dialog box to indicate that you want to overwrite the current file.

6. When you see the File Restored Successfully prompt, click OK.

Quicken imports all the information from the backup file into the current file. Now, aren't you glad you made that backup copy after all?

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TIP: INFORMATION AT YOUR FINGERTIPS

Just as we recommend that you make use of the Memo field in Quicken's account registers to keep track of your purchases, we recommend that you use the little Info Button located in all account windows. When you click this button, you access a dialog box in which you can post identifying account information--a big help for those times when you

can't put your hands on a piece of information itself, such as the credit card bill or bank statement. For example, if you can't find your car loan payment booklet, you can simply look up your account number in the Account Information screen and write it (where else?) in the Memo field on your check so that you can get your bill out on time.

To record Account information:

1. Choose Lists + Account.

2. Select the account name from the list and click the Info button located along the top of the screen.

3. In the Additional Account Information dialog box that appears, enter as much information as desired in the required text boxes. Again, the more information, the better. Some key fields may include Account Number, Contact, and Phone Number.

4. Click OK to complete the entry.

Whenever you need an account number or contact name for an account, simply switch to the Accounts List, select the account name, and click the Info button.

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TIP: PAY BILLS ON TIME

Do you have to repeatedly pay late fees because you pay your bills late? If so, you can make sure you send out your payments in plenty of time by setting up a scheduled transaction, which alerts you when it's

time to pay a bill.

To remind yourself to pay an upcoming bill:

1. Choose Lists + Scheduled Transaction.

2. In the Scheduled Transaction list window, click the New button.

3. Select the Account to use for the transaction (most likely your Checking account).

4. Select Payment in the Type of Transaction field.

5. Enter the Payee information.

6. Enter the due date of the bill in the Next Date field.

7. Select a Category for the bill in the Category field.

8. Enter the amount due in the Amount field.

9. In the How Often field, indicate the frequency of the bill. In most cases, you enter Monthly.

10. In the Record in Register field, select Prompt Before Enter.

11. Leave the Number of Payments option at the current setting of 999.

12. In the Record This Many Days in Advance field, enter the number of days before the actual due date that you want to be reminded of the bill. Twelve days is probably enough time. (Remember: Your payments must be received by their due date in order to be processed.)

13. Click OK when you have finished.

Now, each time you start Quicken, all scheduled transactions appear in the Reminders window. When a bill comes due, write out the check and mail it. Then select the scheduled transaction from the Reminders window and click the Enter in Register button. Quicken enters the bill payment for you in your checking account.

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TIP: PINPOINT YOUR SPENDING

Before you delve into a brand new year of spending, why not first generate a report that shows you the error of your ways--at least last year's errors, anyway? By doing so, you can see where your hard-earned dollars went and resolve never to spend that much on baby clothes again. (Sure, Junior looks cute in those Baby Gap Chinos, but really!)

To generate a year-end report:

1. Choose Reports + EasyAnswer Reports.

2. From the list of reports, select Where Did I Spend My Money.

3. In the Details section of the dialog box, select Last Year from the For the Period list box.

4. Click the Show Report button.

5. Click the Customize button.

6. Select the Advanced tab.

7. In the Subcategories field at the bottom of the dialog box, select Hide All.

8. Click Create to generate the report.

9. Click the Memorize button.

10. Enter a name for the report, such as Last Year Cash Flow, and click OK.

Now, whenever you want to refer to last year's spending, just choose Reports + Memorized Reports. Then select the name of the report you want to see and click Create. Review your Last Year Cash Flow report whenever you need to get a grip on where you spent your money

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TIP: STAY ON TOP OF IMPORTANT EVENTS

Staying abreast of important financial milestones is just as important to sound financial action as making sure your bills get out in a timely fashion. Here again, Quicken can notify you of dates or other information you need to know. Using the Alerts feature, you can instruct Quicken to sound an alarm when certain conditions--you're about to exceed your credit limit, for example, or your checking account balance is at its minimum--are met.

To stay abreast of important events:

1. Choose Features + Reminders + Alerts.

2. From the Select an Alert Area, select the type of alert you want to create. Select Account Min. Balances, for example.

3. In the Enter Values section, enter the conditions that must be met for the alert to appear. For example, enter the minimum balance for the appropriate account; then, in the Remind Me At field, enter the amount the balance must reach for the first reminder to appear. Note that options in this portion of the dialog box vary, depending on the selection you make in Step 2.

4. If you are creating more than one alert, click the Apply button to save the current alert and continue working. Otherwise, click OK to create the alert and close the dialog box.

When the conditions for the alert are met (you exceed a minimum balance, for instance), Quicken displays an Alert box informing you of the situation. It also provides additional information about what you can do to remedy the situation. For example, it may suggest that you transfer money into an account that has exceeded its balance. When you see this dialog box, click OK. The next time you start Quicken, the alerts appear in the Reminders window and remain there until you turn them off or remedy the situation.

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TIP: GET A FRESH START--PART 1 OF 2

It's a brand new year--time to get rid of the old and ring in the new, right? Well, not exactly--at least not when it comes to Quicken. By all means, you should definitely close out obsolete accounts in Quicken, be they savings accounts you no longer use or credit cards whose balances you've finally paid down. But deleting these accounts not only removes the accounts, but it also deletes all transactions associated with the accounts--making it impossible for you to create historical reports. A better solution is to simply hide the account. A hidden account doesn't appear in your Accounts List or register, but you can still include it in any reports you create. To hide an account: 1. Choose Lists + Accounts. 2. Select the account you want to hide and click the Hide button. Quicken places a hand icon to the right of the account name to indicate that it is currently hidden. 3. Deselect View Hidden Accounts to remove the checkmark next to this option. Quicken no longer displays the names of hidden accounts in the Accounts list. The next time you start Quicken, the hidden accounts are also removed from the Register window. To unhide an account: 1. Choose Lists + Accounts. 2. Select the account you want to display and click the Hide button. Quicken removes the hand icon from the account name.

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