Optimising your MYOB data file

When you have been using MYOB for a while, the file size will grow. Some parts of the file will be unused due to entries being deleted or purged.

To keep your MYOB file working efficiently, you should perform data optimisation periodically. Optimisation removes unused spaces and reduces the data file size.

Optimising your data file

If you are using MYOB Premier you need to ensure that no one else is using the data file.

For Premier, if the data file is on a server without MYOB, copy the file to a computer that has MYOB first. Once the optimisation process has been completed, copy the optimised file back to the server again.

To optimise, start MYOB, then open your data file

Next, click on File at the top, then Optimise Company File.

In the next screen, MYOB will notify you that a new file will be created and your existing file will be renamed with a “.bak” extension.

For example, if your data file is named clearwtr.myo, the old file will be renamed to clearwtr.bak

What this means is that MYOB will create a new data file, copy data from the old file to the new one leaving out any empty records/spaces.

Once that process is complete, MYOB will rename the files.

Click OK to continue.

If you have previously performed optimisation, there will already be a file with “.bak” extension. MYOB will detect this and ask you if you want to keep the earlier file or over write it.

If you select Yes, MYOB will rename the earlier bak file to clearwtr.000 or clearwtr.001, etc.

Click OK to begin.

The optimisation process begins and, depending on the volume of data you have, it could take some time.

Once the optimisation process is complete, you will see a notification.

You can continue using your data as normal after that.

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