Backing Up Data from Popular Programs for Mac OS X

When creating backups, many ponder which files they should back up and which method is the best. Many wish to back up program preferences, browser bookmarks, media libraries, events, account information, and other important information, but don't always know which files contain such data. Any user can manually create backups of this information if he knows where the necessary files are located, but some programs come equipped with internal backup features that archive and compress this information. In this article you'll find all of the details you need to backup such important information for many popular programs for Mac OS X. The process of manually backing up and restoring preferences and other important data will be described, as well as how to use the included backup options of a program when present. In addition, the reality of compressing files to economize on disc space and minimize the loss of data when transferring archives from one file system to another will be explained.

It should be noted that the symbol “~” in file paths represents your home folder (i.e. ~/Library/Application Support/iDVD).

Apple iTunes
Apple iPhoto
Apple iMovie
Apple Mail
Microsoft Entourage
Mozilla Thunderbird
Apple Address Book
Apple Safari
Mozilla Firefox
Apple iCal
Apple iChat

Apple iTunes

iTunes 7 and 8 include a handy and easy-to-use backup function that allows you to back up your iTunes library to CD or DVD and choose various backup options. You can back up your entire library or only those files purchased on the iTunes Store. This backup option also allows you to create incremental backups, backing up only those files that have changed since the last backup of any kind.

To find this tool, choose File > Library > Back up to Disc. This will open the backup dialog. Simply choose which files you want to backup, make sure a blank disc is inserted and click Back Up.

To restore your library, simply open iTunes and insert your backup disc. iTunes will then ask if you want to restore the information written on this disc. Click Restore.

The only downside to this function is that you can only back up your files to CD or DVD. If you keep your backup archives on an external hard drive or use an online backup storage service, you'll have to simply back up your files manually.

To manually create a backup of your iTunes library, you must locate and select all of the files you wish to backup. If you have checked the “Copy files to iTunes Music folder when adding to library” option in the Advanced tab of preferences, the files of your iTunes library are kept in the folder ~/Music/iTunes/. If not, then you'll have to find where all of the files are located. You should then copy the folders to your backup location. Note that it is not a good idea to compress your music files, as the overall file size does not change considerably and it can be quite time consuming.

To restore these files, simply import them into your iTunes library.

Apple iPhoto

iPhoto contains a backup option that allows you to burn your photos to disc. To take advantage of this feature, select the albums you wish to burn and choose Share > Burn. Insert a blank disc and begin burning your CD or DVD.

To restore your files, insert the disc and launch iPhoto. The disc will show up in the source list of iPhoto. Click on the disc and drag and drop your files into the iPhoto library.

You can also back up your library manually. To do this, create a copy of the iPhoto Library file and iPhoto folder located at ~/Pictures/ and place them in your backup location. Like music, it is not necessary to compress your photos, as most formats (JPEG, TIFF, PSD, GIF, PNG) are already compressed, though files in PDF format can sometimes be compressed effectively.

To restore your library, copy the backed up files to their original location.

Apple iMovie

There are no backup options included in iMovie which means that you must do it manually. Simply find the iMovie Projects folder located at ~/Movies/iMovie Projects and copy it to your backup location.

You can restore your data by copying the folder back to its original location.

Apple Mail

Mail contains an internal backup feature that allows you to back up messages in any given mailbox. To create such an archive, select the mailbox and choose Mailbox > Archive Mailbox. Select the destination (NOTE: you cannot choose the file name) and click Choose.

To restore your messages, choose File > Import Mailboxes..., select .mbox files and find your archive.

If you want to back up your messages and preferences (Rules, Mail Accounts, etc.), you'll have to do it manually. Backing up Mail messages and preferences requires copying a few files located in different folders, so you should start by creating a folder and naming in a way that clearly indicates the contents and creation date (e.g. “Mail Backup 03.10.2009”). Find and copy the file com.apple.mail.plist located at ~/Library/Preferences/ and place it in the backup folder. After that, go back to ~/Library/Mail and copy the Mail folder to your backup folder. It is recommended that you compress it, as compressing files which mostly contain text tend to reduce in size quite considerably.

To restore this data, unpack and copy the files back to their original locations.

Microsoft Entourage

Entourage has a built-in option to help you back up your messages, contacts, tasks, notes, and local calendar events. The file is saved in .rge format, which is readable only by Entourage, or as a tab-delimited text file. To create an archive, choose File > Export..., choose the format along with the information you wish to back up and save your archive to your backup location.

The import option, used for restoring your information, is located at File > Import....

To back up Entourage data manually, find the Main Identity folder located at ~/Documents/Microsoft User Data/Office 2008 Identities/Main Identity and copy it to your back up location. It is recommended that you compress your folder, as compressing files which contain mostly text tend to reduce in size quite considerably.

You can restore this information by unpacking and copying the folder back to its original location.

Mozilla Thunderbird

Mozilla Thunderbird does not include a built-in backup feature, so you must back up your emails and profile information manually. To do this, simply find the Thunderbird folder located at ~/Library/Thunderbird and copy it to your backup location. It is recommended that you compress your folder, as compressing files which contain mostly text tend to reduce in size quite considerably.

To restore this information, simply unpack and copy the folder back to its original location.

Apple Address Book

Address Book contains an internal backup feature that allows you to create an archive readable by Address Book. The one disadvantage to this method is that when importing your data, the existing data must be overwritten.

To create such an archive, choose File > Export > Address Book Archive... and choose the destination.

To restore this data in the future, choose File > Import > Address Book Archive....

To back up your contact information and preferences manually, you should first create a folder and name it in a way that clearly indicates the contents and creation date (e.g. “Address Book Backup 03.10.2009”). Next you should create a copy of the AddressBook folder located at ~/Library/Application Support/AddressBook and place it into your backup folder. Your preferences are kept in a file called com.apple.AddressBook.plist located at ~/Library/Preferences/. Copy this file and place it into the same folder.

To restore this information, simply copy these files back to their original locations.

Apple Safari

Safari doesn't include a backup feature, so you have to back up your bookmarks manually. The data is stored in a file named Bookmarks.plist located at ~/Library/Safari/. You should copy this file to your backup location.

To restore your bookmarks, simply copy the file back to its original location.

Mozilla Firefox

Mozilla Firefox contains an internal backup option that exports your data in .html format. This is quite convenient since any browser can read such a file.

To back up your bookmarks using this option, choose Bookmarks > Organize Bookmarks..., click the button with the star (see below), and select Export HTML.... Type the file name, choose the destination and click Save.

To back up your bookmarks manually, find the Profiles folder at ~/Library/Application Support/Firefox/Profiles and copy it to your backup location.

To restore this information, copy the folder back to its original location.

Apple iCal

Like iTunes and Address Book, iCal contains an internal backup option that creates an archive readable by iCal. The disadvantage is that when you import this archive into iCal, your existing data is overwritten.

To back up your calendar using this tool, choose File > Back up iCal.... Simply type in the file name, choose the destination and click Save.

To restore your data, choose File > Restore iCal... and find your backup.

You can also easily back up your iCal data manually. To do this, copy the Calendars folder located at ~/Library/Calendars/ to your backup location.

To restore it, move the folder back to its original location.

Apple iChat

Though iChat doesn't include an internal backup option, it's quite simple to back up your preferences and chat history.

Begin by creating a folder and naming in a way that clearly indicates the contents and creation date (e.g. “iChat Backup 03.10.2009”). Then copy the following files located at ~/Library/Preferences/ to your backup folder:

• com.apple.iChat.AIM.plist
• com.apple.iChat.plist
• com.apple.iChat.SubNet.plist
• com.apple.iChatAgent.plist

These files contain all of your iChat preferences. If you have activated the “Automatically save chat transcripts to...” option in preferences then your chat transcripts are saved to your computer and can be backed up. To back up your chat history, copy the iChats folder located at ~/Documents/iChat to your backup folder.

To restore them, copy the folder back to its original location.

Other Options

Manually backing up data demands a high level of self-discipline and organization from the user. Backups should be performed regularly to insure that the archives contain the most recent data. Creating a new event in iCal can help you keep organized and remind you to back up your files. Another option is to use backup programs that automatically back up your files on a regular schedule set by you. Such programs allow you to choose which files to back up, set a schedule and tweak other parameters such as compression, etc. Some programs, like BeLight Software's Get Backup, include integration with some of the above mentioned applications, making it easier to back up your media libraries, contact information, program preferences and other data without having to hunt down the appropriate files.

Learn more about backup and how to keep your information safe.

Ray East III
Last reviewed: March 2009