Backing up your Macintosh OS X v. 10.4

This document explains how to back up your Macintosh OS X files for routine protection against data loss, in preparation for repairs and upgrades, or in preparation for a move to another Macintosh OS X computer.

The following topics are covered:

Organize your files

1. Find all the documents you have created using applications such as Word, Excel, PowerPoint, FileMaker, Dreamweaver, Fireworks, Flash, etc. and organize them into folders in your Home folder. Each user has a Home folder, a place in which to put documents, preferences, and settings. This feature allows each user of the computer to maintain his or her own documents and settings in a private and secure place. No one else can access the contents of your Home folder except for your Public and Sites folders. To access your Home folder, click the Finder icon on the dock, then select the Go menu, and click on the Home icon. The Home folder contains eight folders with specific purposes:
   

   	This folder contains the files or folders on the desktop.
   	This folder can be used to store your files, such as Microsoft Word documents.
   	This folder contains data and system information for each user, including Favorites, Preferences, and Addresses and Mail.
   	This folder can be used to store your movie files.
   	This folder can be used to store your music files.
   	This folder can be used to store your picture files.
   	This folder contains items you want to share with others. This folder is visible to other users.
   	This folder contains web pages and related files for Web Sharing. This folder is visible to other users.

   It is recommended that you save your files to the Documents folder in the Home folder to ensure security and to ease backing up your files.

2. If you use specialized academic or departmental software not provided by Information Services, you will need the original software disks to reinstall this software on your new computer. Do not attempt to back up the application itself. You will need to determine whether the application will be compatible with OS X. You should, however, back up any data files you have created using the application. For assistance in determining your applications compatibility with OS X you can go to the manufacturers' website or call the Faculty/Staff Computing HelpDesk at x3333. For a complete listing of standard software provided by Information Services, see the Wellesley Macintosh documentation.
   
   
3. As of Summer 2006, new Macintosh hardware on campus will feature Intel processors. If you're backing up in preparation for a move to an Intel-based Mac, please be advised that Classic applications will be incompatible with this hardware. If you need help determining whether you use Classic applications, please call the Faculty/Staff Computing HelpDesk at x3333.

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Prepare your back up disks

Note: IS recommends that you make 2 backup copies. Backup media has been known to fail on occasion.

If your Mac has a CD-RW or DVD-RW drive, you should use CDs or DVDs to back up your files or to transport large files between computers. Due to the unreliable nature of Zip Disks, IS no longer recommends using them for backup when a CD-RW or DVD-RW drive is available.

Which type of disc drive is in my computer?

To determine which type of disc drive is in your Mac, go to the Apple Menu and choose About this Mac. Then click on More Info. This will bring up the Apple System Profiler. Click on the triangle to the left of Hardware so that it faces down. Click on Disc Burning. If you see CD-Write, you can burn CDs. If you see DVD-Write, you can burn CDs as well as DVDs.

CDs

1. Types of CDs: There are two types of recordable CDs, the most common sizes being 650MB and 700MB.

• CD-R stands for Compact Disc Recordable. Data can only be written (ie, copied) once to a CD-R and CD-Rs can be used on any computer with a CD-ROM drive. CD-Rs are best used for permanent data storage such as backing up your hard drive, sharing non-editable information, and saving large presentations.
  
• CD-RW stands for Compact Disc Re-Writable. Data can be written and erased much like a Zip disk. Not all CD-ROM drives can read CD-RWs, so CD-RWs may be limited to computers less than five years old. These discs are best used for transporting large files between computers, archiving data, storing large data files while you work on them, updating important files each week, and backing up files from your hard drive. Make sure you have new, blank discs in case the disc becomes corrupted. If you are using preformatted discs, choose discs that are formatted for a Macintosh computer. To erase a CD-RW in OS X, see the DiscBurner documentation.

2. How do I burn a CD?
   
   Please see our documentation for DiscBurner. Please note that Toast Titanium is not yet compatible with OS X v.10.4.
   

DVDs

1. Types of DVDs: There are many types of recordable DVDs on the market, but not all DVD-ROM drives will recognize every type of DVD. IS recommends DVD-Rs (look for the minus sign between DVD and R) for the best chance of being recognized on both the Macintosh and Windows platforms. Each single-layer DVD-R can hold approximately 4.7GB of data. While more expensive than CD-Rs, they also can hold more than six CDs worth of data and are the most efficient solution for archiving or transporting gigabytes of information.

• DVD-R stands for Digital Versatile/Video Disc Recordable. Data can only be written (ie, copied) once to a DVD-R and DVD-Rs can be used on any computer with a DVD-ROM drive. CD-Rs are best used for permanent data storage such as backing up your hard drive, sharing non-editable information, and saving large presentations.
  
• DVD-RW stands for Digital Versatile/Video Disc ReWritable. Data can be written and erased much like a Zip disk. Not all DVD-ROM drives can read DVD-RWs, so DVD-RWs may be limited to computers less than five years old. These discs are best used for transporting large files between computers, archiving data, storing large data files while you work on them, updating important files each week, and backing up files from your hard drive. Make sure you have new, blank discs in case the disc becomes corrupted. If you are using preformatted discs, choose discs that are formatted for a Macintosh computer. To erase a DVD-RW in OS X, see the DiscBurner documentation.

2. How do I burn a DVD?
   
   Please see our documentation for DiscBurner. Please note that Toast Titanium is not yet compatible with OS X v.10.4.
   

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Back up your files

Note: Before backing up your files, check to see the exact names of the accounts in your Users folder. Write them down so you can set up the same accounts on your new or upgraded computer.

1. Save your work, and quit all open applications.
2. Organizing your files will help the back up go more smoothly and quickly. Make sure you save all of your files in your Documents folder in your Home folder.
3. Insert a blank CD or DVD into the appropriate drive.
4. If a dialog box appears when you insert the blank CD, set Action to Open Finder. In the Name field, name the CD so you know what is on it. Then press OK.
5. Go back to the Finder, select the Go menu, and choose Computer. Double click to open Macintosh HD. Find the Users folder. To back up only your home folder, open the Users folder, and then click and drag your Home folder to the CD icon on your desktop. You should drag the Shared folder to the CD as well. To back up all users' folders, drag the whole Users folder (which includes the Shared folder) to the CD icon on the desktop.
6. Some users have home folders which are too large to fit onto one CD or a few backup disks. Therefore, it is advisable to be more selective when backing up your files. If your home folder is larger than 2 GB, follow these instructions before beginning to burn a CD or transfer your files to a backup disk.
7. To complete the burning process, drag the CD icon to the Trash in the Dock. In the dialog box that appears asking you if you want to burn the disk, set the Burn Speed to Maximum. Choose Burn.
8. When the disk has finished burning and has been removed from the computer, label it with your name, the date, and the contents.
9. When you have finished, close all open windows.

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Selectively back up your Home Folder

Many users have Home folders that are much too large for simple backups. Instead, a more selective method of backing up should be employed. Below is information on how to individually back up your home folder and other special application settings such as Word, FirstClass and Dreamweaver.

• Desktop folder:
  • This folder should only be backed up if you keep actual files on your desktop. If your desktop only includes aliases to the applications on your computer, you do not need to back these up. The aliases are easily recreated.
  • If you do keep files on your desktop, move them into the appropriate folder within your Home folder. For instance, if the file is a Microsoft Word document, move it into your Documents folder. This way, your files will be more organized.
• Documents folder:
  • This folder is appropriate for complete back up. Gather all your miscellaneous documents into this folder for safekeeping when you back up. This way all your documents will be in one place.
  • You can create specific folders for your different files inside your Documents folder. This will help keep your Documents folder more organized and makes it easier to backup and restore your files.
• Library folder:
  • If you have special preferences that you need to save (ie: the directions that tell Word to open a specific way each time) are stored here. Remember, you can also reset your preferences in event of a restore or upgrade. Unless the preferences are not easily recreated you can always create them again later.
• Movies folder:
  • Unless you have movies or video files stored here you do not need to back up this folder.
• Music folder
  • This folder contains your music files, and by default iTunes will store your music library here.
  • If you have music files stored in this folder that are replaceable (ie: You ripped them off a music CD you own) you do not need to back them up.
  • Remember to back up any files purchased through iTunes or other legal music sharing networks.
  • If you do not have music or audio files on your computer you do not need to back up this folder.
• Pictures folder:
  • Large images can take up much of the space on your computer's hard drive. Make sure you don't have multiple copies of images and that they are all filed in your pictures folder.
• Public folder:
  • Unless you have files in your Public folder that you are sharing, you do not need to back up this folder.
  • If you have only one or two files that you are sharing on your computer, consider transferring these files into the Documents folder (you can make a subfolder within the Documents folder if you need to). This way you do not have to worry about an extra folder to back up.
• Sites:
  • Most users do not use their Site folder. You do not need to back the Site folder up if you are not using it.

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Palm user folder

If you have a Palm and sync it with your computer, you may want to consider backing up your user folder if you have archives of data not on your Palm or to protect against losing all data on your computer and Palm at the same time. If you sync with Meeting Maker, you may want to only back up programs and other items that you do not sync with Meeting Maker.

1. Sync your Palm with the computer.
2. Insert a properly formatted backup disk into the appropriate drive.
3. From the Go menu select Home.
4. Open the Documents folder.
5. Open the Palm folder.
6. Open the Users folder.
7. Drag the folder titled with your username onto your backup disk.
8. If you sync with Meeting Maker, you will need to delete all the Meeting Maker conduits to prevent duplicates when you restore your palm user folder.
   1. Open the user folder on your backup disk.
   2. Delete following files if they exist:
      • MM Todo Conduit.dmp
      • MM Date Conduit.dmp
      • MM Addr Conduit.dmp
   3. Open the Conduit Settings folder.
   4. Delete following files if they exist:
      • Meeting Maker Conduit Settings
      • MM Addr Conduit.PPC Settings
      • MM Todo Conduit.PPC Settings
      • MM Date Conduit.PPC Settings
9. Close all open windows.

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Internet Explorer Favorites

1. Open Internet Explorer. Go to Favorites and choose Organize Favorites.
2. Go to File and choose Export Favorites.
3. Under Save as, type a name such as favorites.html. Make sure you save it as an .html file.
4. Under Where, select the location in which you wish to save your favorites.
5. Click on Save.
6. You have successfully exported your favorites.

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Netscape Bookmarks

1. Open Netscape. Go to Bookmarks and choose Manage Bookmarks.
2. Go to Tools and choose Export.
3. Under Save as, type a name such as bookmarks.html. Make sure you save it as an .html file.
4. Under Where, select the location in which you wish to save your bookmarks.
5. Click on Save.
6. You have successfully exported your bookmarks.

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Firefox Bookmarks

1. Open Firefox. Go to Bookmarks and choose Manage Bookmarks.
2. Go to File and choose Export.
3. Under Save as, type a name such as bookmarks.html. Make sure you save it as an .html file.
4. Under Where, select the location in which you wish to save your bookmarks.
5. Click on Save.
6. You have successfully exported your bookmarks.

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Safari Bookmarks

1. Open Safari. Go to File and choose Export Bookmarks.
2. Under Save as, type a name such as bookmarks.html. Make sure you save it as an .html file.
3. Under Where, select the location in which you wish to save your bookmarks.
4. Click on Save.
5. You have successfully exported your bookmarks.

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Dreamweaver configuration folder

If you have customized settings in Dreamweaver such as site definitions or additional extensions, you will want to back up your Dreamweaver configuration folder.

1. Insert a properly formatted backup disk into the appropriate drive.
2. From the Go menu select Applications.
3. Select the Macromedia Dreamweaver MX folder.
4. Drag the Configuration folder to your back-up disk.
5. Close all open windows.

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FirstClass downloads and saved emails

You must also back up the folder containing all the FirstClass attachments and emails you have downloaded to your hard drive. Remember, FirstClass v7.0 and above automatically deletes all downloaded files from the download folder every time the application is closed. If you have saved any attachments into another folder you should back that folder up. Remember to also back up any emails you have archived on your hard drive. For more information on saving FirstClass emails and attachments, please see the FirstClass 8 documentation, Saving messages to your hard drive or removable disk.

1. Insert a properly formatted backup disk into the appropriate drive.
2. From the Go menu, select Home.
3. Select the folder where you saved the attachments
4. Drag the folder onto your backup disk.
5. Select the folder where you filed your saved emails.
6. Drag the folder onto your backup disk.
7. Close all open windows.

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Word 2004 settings

If you have customized settings or dictionaries, then you should back up the following files.

1. On your desktop, select the Go menu.
2. Select Home to open your home folder.
3. Double click on Library to open the Library folder.
4. Double click on Preferences to open the Preferences folder.
5. Double click on Microsoft to open the Microsoft folder.
6. Scroll down until you find the file com.microsoft.Word.prefs.plist.
7. Select the file and drag it onto your back up disk.
8. Close Microsoft.
9. On your desktop, select the Go menu.
10. Open Applications > Microsoft Office 2004 > Templates.
11. Drag the My Templates folder over to your back up disk.
12. Close all open windows.

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Excel 2004 settings

1. On your desktop, select the Go menu.
2. Select Home to open your home folder.
3. Double click on Library to open the Library folder.
4. Double click on Preferences to open the Preferences folder.
5. Double click on Microsoft to open the Microsoft folder.
6. Scroll down until you find the file com.microsoft.Excel.prefs.plist.
7. Select the file and drag it onto your back up disk.
8. If you have saved toolbars in Excel:
9. Select Excel Toolbars (10) and drag it onto your back up disk.
10. Close Microsoft.

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Stickies

1. If Stickies is currently open, go to the Stickies menu and choose Quit Stickies.
2. Select the Go menu and choose Home.
3. Double click on Library.
4. Locate the StickiesDatabase file.
5. Hold the option key while you click and drag the StickiesDatabase file to your backup disk.

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Widgets

1. From the Desktop, double-click on the Macintosh HD.
2. Double-click on Library.
3. Locate the Widgets folder.
4. Hold the option key while you click and drag the Widgets folder to your backup disk.

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Verify that your files have been copied

When you have finished backing up your files, take your back up disks to a different computer to confirm that all your files have been copied correctly.

1. Insert your first back up disk into the appropriate drive.
2. Double-click on the backup disk on the desktop.
3. Make sure that the files and folders you have copied onto the disk appear in the backup disk window.
4. Double-click on them to open them to verify that you copied over the files and not aliases of the files.
5. Close the disk window and eject your disk.
6. Repeat with each back up disk.

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Your files are now safely backed up. To transfer them to a new computer or restore them following an OS X upgrade or accidental data loss, see Restoring your Macintosh OS X files.

• Erin Foti
• Information Services
• Created: January 22, 2005
• Last modified: April 20, 2006
• Expires: June 1, 2006