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Ok ALL
Sorry for the delay in my response, that was rude of me.
I found the issue. On my local machine I had virtual libraries, one specifically for books added marked in a custom column as 'New' so I know what I have to process.
I didn't realise that these settings were also passed to the backup. So when he opened his version it was 'showing' the 'New' virtual library.
I have now set his Calibre up same as mine so he can see them all.
Thank you so much for your time and thoughts on this.
Kindest regards
Angie
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