Maintaining your Mac in good condition isn't terribly difficult, and the effort you do put in will pay off in your having to spend less time and effort solving problems. In this section, you will learn about the following maintenance tasks:
Using Software Update to Maintain Your SoftwareApple continuously updates the OS to solve problems, enhance performance, and introduce new features. Keeping track of the updates manually is time-consuming. Fortunately, you don't have to. You can use the Software Update tool to check, download, and install updates to Mac OS X and related software (such as firmware updates, updates to Apple applications you use, and so on). To do so, follow these steps:
TIP Software Update also checks and updates many Apple applications, such as iTunes and iMovie. Using Software Update, you have the following options:
NOTE Immediately installing available updates is not always a good idea. Sometimes, the updates are flawed, in which case the problems will become known pretty quickly. If you want to avoid "early adopter" problems, you might want to wait a few days after an update is available before you install it on your Mac. When an update is available (whether you check for them manually or automatically), you will be notified. The notification window also tells you which updates are available. You can download and install the software by checking the check box next to the update you want to install and clicking the Install button. After you have downloaded and installed an update, use the Installed Updates tab to verify that the updates were installed. To view the updates that have been installed on your Mac, you can also open the folder Mac OS X/Library/Receipts, where Mac OS X is the name of your Mac OS X startup volume. In this directory, you will see all of the updates that Software Update has downloaded and installed. Most are in .pkg files you can run the update's installer again if you need to. If you want to see what a specific package installed, open the package file. Authenticate yourself and start working through the installer. Typically, the Read Me pane is the second or third window. On this pane, you can get a good idea of what areas of the system were changed and how they were changed. Quit the installer when you are done reading about it. NOTE The Mac OS X Log.rtf file contains information related to the installation of Mac OS X on your machine. You might want to take a few moments to read through this file. NOTE
Maintaining Your Hard DisksMaintaining your disks will go a long way toward maximizing performance and preventing problems. You can use the Mac OS X Disk Utility application to do basic disk maintenance and repair. For maximum performance, you should also consider defragmenting and optimizing your disks. Maintaining Your Disks with the Disk UtilityThe Disk Utility application (located in the Applications/Utilities directory) enables you to check for problems with your disks and then repair problems that are found. NOTE Under previous versions of the Mac OS, the Disk Utility was called Disk First Aid. You can still see that heritage in the First Aid tab at the top of the Disk Utility window. To check and repair a volume, perform the following steps:
NOTE Note that you can't repair the startup volume or any other volumes on which the Locked icon appears (such as CD-ROMs). However, you can verify the startup volume as well as other volumes to which you can't write information (such as a CD-ROM). If problems are found, you need to start up from an alternative startup volume and run the Disk Utility from there. For the Mac OS X startup volume, you never really need to run Disk First Aid. That is because the disk is checked and repaired during startup. You can also run a Unix disk repair utility during startup as well. To learn how to run a Unix disk repair utility during startup, see "Starting Up in Single-User Mode," p. 203. You can choose to repair a volume rather than to verify it. When you do so, repairs are made for any problems found immediately after the volume is checked. Generally, you should use the Repair button because it saves you a step. TIP You can erase a volume by clicking the Erase tab. Select the volume you want to erase, choose the format on the Volume Format pop-up menu, name the volume, and choose to install Mac OS 9 drivers if you want them. Click Erase and the volume will be erased. To learn how to use the Disk Utility to initialize and partition hard disks, see "Initializing and Partitioning a Hard Drive," p. 692. You can also use the Disk Utility to repair the permissions on the startup volume you are using. This can solve access problems with specific files on the machine when you don't have the required permissions.
You can use the Repair Disk Permissions button to verify and repair disk permissions in a single step. Defragmenting and Optimizing Your Hard DisksAs you save files to a disk (again, this means any kind of disk you have mounted on your Mac, except for CD-ROMs and locked disks from which you can only read data), data is written to the disk. The Mac is also frequently writing other sorts of data (such as preference changes and other system-level data) to the startup disk. As data is written to a disk, it is written in the next available space (called a block). After the data is "laid down," the Mac returns to what it what was doing. When it is time to save more data, the next batch is written in the next open space, and so on. Think of this as the Mac putting all the data down in a straight line (yes, the disk is round, but it is easier to think of it this way), one chunk after another. As files are opened and closed, data from different files is laid down in the next available space so that instead of all the data from one file being in a continuous block, it can be stored in blocks located in various spots around the disk. In this state, the data is fragmented. Although fragmentation is a normal part of the way disk drives function, excessive fragmentation can slow down the disk. Things slow down because the drive head must read data from all the blocks that make up a particular file. As those blocks become more numerous and are spread out around the disk, it takes longer and longer to read all the data for that file. You use a process called defragmentation to correct this condition. You need a disk maintenance program to do this, such as Tech Tool Pro. What the defragmentation process does is to "pick up" all the data blocks for each particular file and write them in a continuous block. It does this for every file on the disk. After the data is laid out nice and neat, the drive will perform faster because it doesn't have to move as far to read and write the data for a particular file. NOTE
Because a hard drive is made up of a round disk that spins at a constant speed, it takes longer to read and write data to various parts of the disk. Data near the center is read more quickly than data out near the rim. Data can be written to the disk in such a way that the access speed of the drive is optimized. To do this, the data that is used constantly, but not changed much such as the system software and applications is stored near the center of the disk. The documents and other data that are infrequently used are stored out toward the edge of the disk. This arrangement speeds up the disk because access to the most frequently used data is faster, and keeping the static data together means that it will not become fragmented. Thus, the data is read and written in an optimized (for speed) fashion. You also need a disk maintenance tool to optimize a disk. Usually, defragmentation and optimization are done at the same time using the same tool. The steps to perform these tasks depend on the particular software you use. Generally, this is not complicated and is a matter of choosing the drives you want to defragment and optimize and clicking Start. Cleaning Up Your DrivesYou can do a lot for the performance of your disks by simply keeping them cleaned up. The more data that is on your drive, the less room you have to store new files. If your disks get too full, their performance will slow down significantly. More data means that there is more information for your Mac to manage, and thus it has to work harder. You can also run into all kinds of problems if you try to save files to disks that are full to the brim; how full this is depends on the size of the files with which you are working. Learn and practice good work habits such as deleting files you don't need, uninstalling software you don't use, and archiving files you are done with (such as on a CD-R disc). NOTE Many disk maintenance applications enable you to retrieve files you have deleted (an "undelete" or recover function). This is possible because during normal deletes (when you empty the Trash) the file is removed from the active system but might still exist on the disk in some form. The only way to be permanently rid of a file so that it can't be recovered is to write over the area in which that file was stored with other data. To do this, you need an application that writes zeros or other bogus data over the location where the file you are deleting is stored. Typically, disk maintenance and other tools will enable you to "really" delete files that you don't want to be able to be recovered. Backing Up Your SystemIf you use a computer, at some point, your system will crash and you will lose information you would rather not lose maybe not today or tomorrow, but it is the inevitable nightmare. Think of the information you have on your Mac at this very moment that would be difficult if not impossible to reconstruct if your computer bombed and destroyed it. This data might be a report for work, a school project, your tax information, a complex spreadsheet, or even the great American novel on which you have been working. Whatever the information, rest assured that some day, somewhere, somehow, you will suddenly lose it. When that happens, you will want to be able to restore all the information on your Mac so that you can quickly re-create your data. Backing up is the means by which you ensure that you are always able to preserve most of your work, no matter what happens to your Mac.
Although backing up your data is strongly recommended by computer authors, experts, and support personnel, it is a task that many Mac users never do for a variety of reasons. Some people don't back up data because they think their systems are infallible and won't crash. Still others are confused about how to make a backup of their system, or they lack the hardware and software necessary to maintain good backups. And then there are always those who simply don't believe that protecting their data is enough of a priority to waste their time on it. However, because you are reading this book, I assume that you are serious about your Mac and recognize the value of a good backup system. There are four steps to creating and implementing a solid backup system. These steps are the following:
Defining a Backup StrategyOne of the first things you need to decide is what data on your machine will be backed up. There are three general categories of data you should consider backing up:
NOTE These days, you probably obtain a lot of your software by downloading it from the Net. If you lose the installers or patches you download without having a backup, you will have to download them again assuming they are still available of course. Sometimes, the version you want to use will have been replaced by a newer version that you don't want to use. And, occasionally, software moves from shareware to commercial, in which case it becomes unavailable. You should keep a copy of any software installers or updates you download so that you can re-install that software if you need to whether or not it is still available from the source. In conjunction with the kind of files you will back up, there are also several types of backups you can make:
What you decide about the type of data you will back up and how you will back it up should determine the type of backup system you develop and use. For example, if you decide that you don't mind having to re-install applications and reconfigure settings or you mainly use small document files, you might be able to simply copy your document files onto a CD-RW or other removable media drive. If you have a great deal of data to protect, you will need to implement a more sophisticated system. If you can assemble the hardware and software to do incremental backups, you should use this approach. It is the only one that is both practical for frequent backups and also protects all your data. Ideally, you want your backup system to work without any supervision or intervention by you. This is called an unattended backup because you don't even need to be there for the system to work. You can set the system to automatically back up during times when you are not working on your Mac. This is not only convenient; it also means that because you don't have to do anything, you can't forget or be too lazy to keep your backups up to date. Choosing Backup HardwareThe hardware you use for your backup system is important because having hardware that doesn't match the kind of backups you want to make will doom your backup plan to failure. For example, if you go with a tape drive, you will be able to do frequent, incremental backups. The easier and better you make your backup system, the less work you have to do with it, and the more likely it is that you will do the backups. Table 27.1 lists the major types of backup hardware and summarizes their advantages and disadvantages.
Table 27.1 lists many options, but a careful review of the table should reveal that there are really only four choices for a serious backup system: tape, hard drive, DVD-R, or CD-RW. The following list explains how I rate these options, in order of preference:
Although you can make the other types of drives work in a backup system, they won't work that well over a long period of time. My recommendation is to go with one of the first three options in the previous list. Choosing Backup SoftwareBackup software enables you to define which files will be backed up and how often the backup will be updated. It also enables you to restore your data when the time comes. The software should enable you to automate the process as well. Although there are many choices on the hardware side, there is one best option for Mac backup software: Dantz Corporation's Retrospect. NOTE Note that Retrospect comes in various "flavors" depending on what you are backing up. Retrospect Express Backup is targeted to individual users with relatively simply backup needs whereas Retrospect Workgroup Backup can back up a networked workgroup. Retrospect does only one thing: It helps you create, implement, and maintain backups. Although limited in scope, Retrospect excels in function; it is a "must have" piece of software. It is easy to use, yet it includes all the functions you need to establish and automate your backup strategy. If you intend to back up your Mac, you simply must use Retrospect. Unfortunately, I don't have the space to explain how to use Retrospect, but suffice it to say that this software is extremely well designed and excellently implemented. After you install and configure it, it is so good that you won't have to deal with it very much (which should be a goal for any backup system). Even better, many backup drives include this software, so you get everything you need for your backup system in one package. To learn about Dantz and Retrospect, check out www.dantz.com (see Figure 27.4). You can get your questions about backing up your system answered there. I have been a customer for years, and have been amazed by the exceptional support this company offers. Figure 27.4. When it comes to Mac backup software, there is Dantz and no one else.
To learn about Backup, visit www.mac.com. If you have a .Mac account, you can download a copy of the software. Using a Backup SystemI can't emphasize enough how important it is to maintain good backups for your data. Here are a few tips to keep in mind:
NOTE Archiving is slightly different from backing up. Backing up is done mostly for the "active" data on your Mac, whereas archiving is done with data you don't really need to work with anymore. Fortunately, you can use your backup system to archive data as well. For archiving smaller documents, a CD-RW drive is a good choice because the media is very cheap and relatively permanent. For larger amounts of data, a DVD-R disc is a good way to archive. When you archive, you want to use a solution that won't degrade over time. In this case, an optical media is a better choice than magnetic media, such as a tape. Maintaining Alternative Startup DisksOne of the most important tasks you need to be able to do reliably and quickly is to start up from an alternative startup volume. There are several situations in which you might need to do this. For example, if you find problems on your current startup volume, you will need to start up from another volume to be able to repair that volume. If something happens to your startup volume such that your Mac can no longer use it, you need to be able to use an alternative startup volume to get your Mac running. There are several possibilities for alternative startup volumes; you should maintain at least one, and preferably two, of the following options:
To start up your Mac from an alternative volume, restart the machine and hold down the Option key. After a few moments, each valid startup volume will appear. Select the volume from which you want to start up and press Return (or click the right-facing arrow). TIP You can refresh the list of available startup volumes by clicking the Refresh button (its icon is a curved line with an arrowhead). NOTE As always, you can start up your Mac from a CD by holding down the C key while the machine is starting up. Building and Maintaining a Mac ToolkitOne of the best maintenance-related tasks you can do is to assemble and maintain a Mac toolkit. In times of trouble, this toolkit can enable you to get back to work quickly. Not having to find your tools in times of trouble will also reduce the stress you experience. Following are some fundamental items you should keep in your toolkit:
TIP Consider devising some secure way to record passwords, usernames, serial numbers, and other critical data so that you don't have to rely on memory to retrieve such information when you need it. Although keeping such information in hard copy is usually not advised, some people find it safer to develop and use some sort of code for this information and then have a hard copy of the encoded information handy. Maintaining Your ApplicationsAlong with the system software, you should also maintain the applications you use. It is good practice to regularly check for updates for the applications on which you rely. There are several ways to do this, including the following: NOTE Many applications include the ability to go online to check for updates, either automatically or manually. For example, most Adobe applications can check for updates to keep you informed when new versions or patches are available.
NOTE As with the system software, it is sometimes wise to let a few days or a week pass after an update is released before you download and install it in case problems are introduced by the update. You should also organize your applications and make sure that you have all the registration and serial number information you need for each application. It is amazing how easy it is to lose this information; getting it from the publisher can be a time-consuming task. Consider making a list of each application along with its serial number or registration number and keeping that list with the original CDs for your applications. When you need to re-install an application, this list will be a great timesaver.
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