Backing Up Open Files: How to Include Them in the Backup

Why aren't open files backed up?

Because Windows locks a file while a program is working on it. That's normal and it protects your data. That's why the backup reads such files through a shadow copy — a frozen copy of the drive. This shadow copy is provided by the Windows service “Volume Shadow Copy.” Windows only allows the shadow copy with full administrator permissions.

Why “close programs” doesn't help

The log gives the same advice for every open file: “The file is already open. Please close open documents and programs to back up this file.” But on a server, files stay open around the clock: services write logs, business applications keep their databases open, users work on network drives. Even at three in the morning, at least one program is still open. Instead of closing programs, set up the shadow copy:

1. Check the option. Under “Options” and “Global settings,” the checkmark next to “Also back up open files” is enabled by default. If it's missing, enable it. Without that checkmark, the job skips every open file.
2. Make sure you have the rights. The backup run needs full administrator permissions. If Langmeier Backup runs as a Windows service, the account under which the service is started is what counts. When you enable “Run as Windows service” under “Program behavior,” Langmeier Backup asks for the account. Choose “This account” and enter your backup account along with the password.
3. Check the service. The Windows service “Volume Shadow Copy” must not be set to “Disabled.” Startup type “Manual” is enough.
4. Compare the run. Let the job run all the way through and compare the number of errors with the previous log.

In a domain, the backup run may need a local administrator account.

What about open files on a network drive or NAS?

The shadow copy does not back up open files on a network drive or NAS. It's only created on the computer where the backup is running. If the open files are on a server, run Langmeier Backup directly on the server. Enter the server's local folder in the job there, for example C:\Daten. More on this: the article “Backup to the network.”

If the rights and the service are in order, the next run will back up open files too.