… take it from someone who knows loss
Note: This post is based on Scrivener version 3.3.6 on macOS Sequoia 15.1.1. If you’re using a different version of macOS, Scrivener, or happen to be in the Windows camp, some instructions may vary. However, the principles remain the same.
If you’ve never heard of Scrivener, it’s a powerful writing software designed for authors, screenwriters, and anyone working on large writing projects. Think of it as your all-in-one creative hub, combining word processing, research organization, and outlining tools to keep your writing process seamless and efficient. Find out more here.
This article provides general guidance. If you choose to modify Scrivener or backup settings, it’s your responsibility to ensure everything works correctly. For assistance, refer to Scrivener support and your backup software’s documentation. The author is not liable for any issues caused by changes you make.
That said, if you’re ready to dive into this area of Scrivener settings, here’s how I personally approach backups, with all the paranoia of someone who’s seen too much. Remember, this is how I backup in Scrivener. There maybe different methods… but it works for me.
1. Automatic Backups – Your Lifesaver
Scrivener comes with a built-in auto-backup feature, and I have this thing cranked up like a fire alarm.
- Navigate to Scrivener > Preferences (or Settings, depending on your OS) > Backup, and make sure “Turn on automatic backups” is checked.
- Set Scrivener to back up when you close a project and, for good measure, when you open one, too. This ensures you’re covered at the start and end of every session. If you have a brilliant idea just before a power outage or Windows decides it’s “update time,” you’ll thank yourself.
- You’ll also notice the Backup location option in this section. Keeping it as default is fine, but if you’re like me, you may want to define a specific folder. I keep mine in the macOS Documents folder, which syncs with iCloud. This ensures my backups are saved locally and in Apple’s cloud.
2. Multiple Backups – Because Paranoia is a Survival Skill
This is a good start, but trust me, you need to think about how many backup versions you want to keep.
In the Backup preferences, you’ll see an option labeled “Only Keep”. Scrivener defaults to saving up to five backups.
While keeping every backup might seem tempting, over time – especially with multiple projects – this can consume significant disk space. If this is a concern, consider limiting how many versions are kept. That said, the more the merrier. What’s the worst that can happen? You use a bit of extra disk space. On modern multi-GB or TB drives, it’s a small price to pay for safeguarding your work.
3. Manual Backups – Like Buckling Your Seatbelt
Automatic backups are great, but manual backups provide extra peace of mind. Think of it as double-checking you locked the door.
Before making significant edits, hit File > Backup > Backup Now. It’s the ultimate insurance policy against stray clicks or impulsive deletions.
4. Compress Your Backups – Save Space, Save Time
In Backup Preferences/Settings, enable “Compress automatic backups as ZIP files.” Compressed backups are smaller, upload faster to the cloud, and save storage space.
While compressing backups takes a few extra seconds, it’s worth it. Your computer will thank you, and you’ll avoid unnecessary storage use.
5. Backing Up Your Backups
This might sound excessive, but hear me out. Here’s my method and my personal preference:
- Local Backups: Scrivener saves to a designated local folder (discussed earlier). Thanks to iCloud syncing, these backups are automatically stored both locally and in the cloud.
- Time Machine: I use Time Machine (for macOS) to back up these same Scrivener backup files to an external hard drive. Learn moreabout Time Machine here. That’s three backups of the backup.
- Cloud Backup: Finally, I rely on Arq Backup to upload the same files (encrypted) to multiple cloud services like Google Drive and Microsoft OneDrive. Check out Arq Backup here. That’s five-plus backups of the same information.
For each Scrivener project backup, I have multiple versions locally and in the cloud. Redundant backups give me peace of mind, even if my local drive and primary cloud storage fail.
6. Check. Then Check Again.
The golden rule of IT: always test your backups.
In my early IT engineer days, I learned the hard way when lovingly configured backups failed during a test restore. Don’t assume, verify. Periodically test your backups by restoring them to a test location to ensure they’re working and up to date.
7. The One Backup You Can’t Make: Time
There’s a saying in IT: “The data you don’t back up is the data you don’t care about.” Don’t be the writer who loses their magnum opus to a glitch or hardware failure. Be the writer who backs up so religiously, even IT engineers are impressed.
Final Thoughts
Your work, your words, your stories – they matter. Treat them like priceless artifacts. Back them up like you’re safeguarding Shakespeare’s lost plays.
Now, go forth and write, but first, check your backups!
P.S.: After 35 years in IT, I’m proud to say I haven’t lost a single word in Scrivener. Yet. 😉
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