Prevention: Keeping Your Mac Happy

There are plenty of things you can do to prevent your Mac from crashing— or to lessen the damage of a crash after it happens.

Back It Up—Right Now!

You may view backing up your data as one of those responsibilities that rates somewhere between flossing your teeth and checking the air in your tires—necessary but tiresome. If you haven't backed up your data recently, stop reading this colossal book and do it now! If you've never backed up your data or are unfamiliar with the term backup, proceed immediately to Chapter 5, “Storage,” for the intricate details on what, when, and how to do it.

If rule No. 1 is back up your data, rule No. 2 is check your backups. Backing up won't do you much good if you later discover that your critical data is damaged or that the backup program or device failed. To avoid the future shock of a failed backup, restore a few critical files from your backup and then open and view them to make sure they remained intact. However, do be careful if you are restoring from a backup to the hard disk where the data resides. You could potentially overwrite more recent versions of your files with older data you have backed up.

Fight Corruption with Disk Utilities

Just as the table of contents in a book references pages and chapters, the Mac's directory structure maintains the location of files and programs stored on your hard disk. It can be damaged if you shut down your Macintosh improperly or even during a simple freeze while you're using your favorite application. There's almost no way to prevent directory corruption, so use a disk utility regularly to keep your Mac purring like a cheetah. All disk utility programs are capable of repairing minor directory damage, and some even have built-in features to prevent it from ever occurring. You'll find a lengthy discussion of disk utilities and how to use them in the “Troubleshooters' Toolbox” section down the road in this chapter.

Defragment Your Hard Disk

During the typical day-to-day operation of your Macintosh, you create, save, and delete files. As your hard disk fills up, files become fragmented—broken up into pieces, which your Mac writes to different locations. This is known as disk fragmentation. When your files get too fragmented, activities such as opening or saving may slow down, as the hard disk must locate every piece of the file you are working on.

Defragmenting reassembles the file fragments on the disk, locating the pieces of a file in contiguous disk segments so your Mac can locate them faster. Speed Disk in Norton Utilities, Alsoft's DiskExpress Pro, and Micromat's TechTool Pro can all defragment your data and improve performance.

As part of Symantec's Norton Utilities for Macintosh, Speed Disk works in two ways. It can defragment files individually or optimize the hard disk by organizing system files, applications, and data files into specific areas to increase performance (Figure 8.1).

DiskExpress Pro ($90; www.alsoft.com) provides intelligent optimization routines as it monitors the way you work. Instead of requiring that you regularly defragment your hard disk, the program operates in the background. It automatically places frequently used files in specific areas to improve performance and increase speed. The product has received numerous accolades from various Mac publications and enjoys continued popularity.

Invest in an Antivirus Package

It seems like every few months or so we hear about a new kind of computer virus that spreads via the Internet—wreaking havoc on computers, rendering them helpless, and destroying the files they store. In most cases, the owners of PCs running Windows seem to suffer the most. But the reality is it's just plain luck that a seriously evil virus hasn't plagued the Macintosh platform.

Safety counts—so you should invest in and install an antivirus software package, and above all download monthly antivirus updates to shield your machine against new virus strains. We describe the functions of Norton AntiVirus in the “Troubleshooters' Toolbox” section later in this chapter.

A Bug Is a Bug, and a Virus Is a Virus So that you're crystal clear, here's the difference between a virus and a bug: A bug occurs when a programmer makes a mistake while creating the software product. This in turn may cause the program to crash when used. A virus is a malicious program typically created for the purpose of destroying data, frustrating users, and providing its creator with some twisted sense of gratification.

Keep Your Software Up to Date

Keeping the software on your hard disk up to date with the latest downloads and patches is more important than you might think. Control panels and system extensions (part of Mac OS 9 and earlier) often change to accommodate new versions of the operating system as well as resolve problems and add features.

In the past, the only way to learn about software updates was to wait for notification by snail mail, read your favorite Mac publication, or simply hear about them by word of mouth. The Internet has greatly improved the delivery of updates by allowing you to visit the Web sites of software makers for just about every program you have installed on your hard disk.

Some ingenious companies have designed convenient methods for keeping you and your software current. VersionTracker (www.versiontracker.com) takes full advantage of the Internet's power, featuring links to companies' sites as well as the ability to download files directly from its Web site. In addition, you can install its TechTracker Pro software, which scans your hard disk automatically and alerts you of updates and downloads (Figure 8.2). You can also subscribe to the company's notification list and receive e-mail whenever an update is available for a product you own.

Symmetry Software Corp. provides its free Version Master program, which works in conjunction with the companion Web site (www.versionmaster.com). Once you've installed Version Master on your hard disk, it builds a list of your installed software. When you connect to the company's online database, it retrieves information on current versions and compares them to your own. The service is free, but for $19.95 you get an annual subscription, which gives the program the ability to display direct links to Web and FTP sites.

Third-party companies are not the only ones offering update solutions. Apple has become increasingly aware of customers' need to have easy access to system-software fixes and changes. The Software Update control panel built in to Mac OS 9 and included in System Preferences for Mac OS X connects you to Apple's Internet site and displays recent additions (Figure 8.3).

You may selectively choose which updates you desire or pick them all, and the scheduling feature can connect and install updates automatically. Keep in mind that some updates may not always be available using Software Update, so occasional visits to Apple's Software Download area (http://asu.info.apple.com) can fill in any gaps.

Do You Need an Update or an Upgrade? The similar-sounding terms upgrade and update have created a lot of confusion over the years. A software update differs significantly from an upgrade. An update patches or fixes programming problems—commonly known as bugs. In many cases updates are available at no charge and may be downloaded directly from the software company's Web site. Updates are especially desirable if you have experienced bug-related freezes or crashes. An upgrade incorporates new features and often involves the rewriting of a program from the ground up. Upgrades are almost never free and frequently cost as much as one-third to one-half of the off-the-shelf product price. Buy an upgrade when you feel confident that you will benefit from the additional features or for compatibility with a new operating system.

Desktop Rebuilding—No Hammer Required

If you've owned a Mac for a while—or even if you just got one—you're about to learn the benefits of rebuilding the Desktop. Every Macintosh hard disk running under Mac OS 9 and earlier contains invisible files that support various functions of the operating system. Among them are the Desktop DB and Desktop DF files. These two database files are responsible for maintaining information about all the applications and files stored on your hard disk. Specifically, they ensure that icons appear for each program; that files remain associated with their creator applications; and that aliases can find the path to a file, folder, application, or what have you.

Mac OS X does not require any Desktop rebuilding because the invisible DB and DF files are not part of this operating system. However, the files may still exist on your hard disk because Mac OS 9 is also installed to run Classic Mac applications (those not rewritten to work with Mac OS X).

If you have Mac OS X installed and you discover that icons from Mac OS 9 and earlier are missing or corrupt, you can rebuild the Classic environment's Desktop: Just choose System Preferences from the Apple Menu, select the Classic pane, and click the Advanced tab. You'll see the Rebuild Desktop button near the bottom portion of the pane (Figure 8.4).

Because files and applications can change frequently, you should rebuild the Desktop once a month. Most of the time, simply holding down during startup and acknowledging the dialog box works just fine. However, the Apple-approved method requires an added step or two: Before rebuilding the Desktop, you must first use Extensions Manager to turn off all the system extensions and control panels running on your Mac. Follow these steps to accomplish the task:

1.	Use Extensions Manager to save the current set of running extensions. From the Apple menu, choose Control Panels and then open the Extensions Manager control panel. Click the Sets pop-up menu and choose New Set. When the Save Set dialog box opens, type a name for your currently selected extensions, such as Current Set. The name of your set will appear in the pop-up menu.
2.	Now you must disable all the extensions by clicking the Sets pop-up menu and choosing All Off.
3.	Before proceeding, you must turn on one specific control panel using Extensions Manager: Place a checkmark next to the File Exchange control panel.
4.	Restart your computer while holding down .
5.	A dialog box should appear with the message “Are you sure you want to rebuild the desktop file on the disk 'Macintosh HD'?” (or whatever you've named your hard disk ). Release the keys and click the OK button (Figure 8.5). Figure 8.5. Ready to rebuild? Click OK to confirm the rebuilding of your Mac's Desktop.
6.	When the progress bar shows that the Desktop rebuild has finished, go back to the Apple menu and choose Control Panels and then open the Extensions Manager control panel.
7.	Reactivate your extensions and control panels by selecting your previ-ously saved set—Current Set (or whatever you named it) in the Sets pop-up menu.
8.	Restart your Mac to activate the extensions and control panels in the current set.

If these steps prove too tedious, plenty of software programs do an exceptional job of rebuilding the Desktop. Among them is TechTool from Micromat. This free utility is the smaller sibling of the full-blown TechTool Pro, which offers much more (see the “Troubleshooters' Toolbox” section later in this chapter).

Plug and Play—with Caution

The term plug and play means a lot when you own a Mac, but you should rarely unplug because play could become pay. USB devices, for example, allow hot-plugging, which means you may remove their cables from your Mac with the devices turned on without encountering any problems.

This makes perfect sense for USB keyboards and mice but not for storage devices that rely on constant communication with your Mac.

If you need to disconnect a USB or FireWire drive, select its icon on the Desktop and drag it to the Trash. In Mac OS 9 and earlier, a dialog appears, asking you to confirm that you want to dismount the volume. Click OK. Once the icon disappears from the Desktop, turn off the drive and disconnect it. Wait a few moments before picking up an external hard disk. Moving it while it is running or spinning down could cause damage.

Keep in mind that other devices attached to your Macintosh do not allow hot-plugging at all. You never, ever want to plug (or unplug) an ADB or SCSI cable into the back of your Mac while the machine is on. This could cause your Mac to freeze, and you could even damage its electronic circuitry.

Keyboard Protection

If you work in a dusty, damp, or dirty environment—an auto shop, wood shop, or ceramic studio, for example—you may want to protect your keyboard by purchasing a molded plastic skin. ComputerSkins (www.computerskins.com) manufactures covers and seals that create a barrier to prevent dust, dirt, and even liquid from finding its way into your Mac keyboard. Its keyboard covers, which you can leave on while you're typing, cost about $15.

Mouse Maintenance

It is a proven fact that Macintosh mice can be furry on the inside. We're talking about the dust and fuzz that build up inside your mouse and cause skips, jumps, and other erratic behavior. The tiny ball inside must roll smoothly for the mouse to work properly. Your best bet for keeping the ball free of dirt is to clean it every so often and use a mouse pad. Of course, if you own Apple's Pro Mouse, you can pretty much ignore this tip, because it uses optical tracking and doesn't have a mouse ball to collect gunk. (For details on the Pro Mouse, see Chapter 7, “Peripherals.”)

Follow these steps to clean your roller-ball mouse:

1.	Unplug your mouse and turn it upside down. Rotate the plastic retaining ring on the bottom counterclockwise to release it. Note that Apple's USB mouse (a round mouse resembling a hockey puck) has the ability to lock the plastic retaining ring in place. If the ring will not budge when you apply finger pressure, you may need to unlock it by inserting a straightened paper clip into the small hole in the retaining ring.
2.	Turn the mouse over, and remove the ball and retaining ring.
3.	Locate the three small rollers inside the mouse and clean them with a cotton swab moistened with water. If material has built up on the rollers, use your fingernail to remove it gently.
4.	Give your mouse ball a bubble bath. Wash the ball in warm water with mild soap such as a dishwashing liquid. Rinse and dry the ball thoroughly.
5.	Blow into the mouse housing to remove any free-floating dust particles.
6.	Reassemble the mouse by replacing the ball in the case and then reattaching the plastic retaining ring.

Working Under the Hood

When you're upgrading hardware or just looking around your Mac's interior out of curiosity, always protect yourself and your Mac from static electricity. Whether you're installing additional memory or a new hard disk, you need to behave cautiously around the sensitive electronic components. Static electricity can permanently damage the chips and circuits.

You can neutralize the static electricity we all carry in our bodies by touching a metal part inside your Mac. Unplug the computer before you open its case, and then touch the largest metallic piece you see inside—usually the power supply. (Don't worry, you won't get electrocuted.) This will temporarily neutralize static so you won't put your Mac at risk while touching any of its inner workings.

Be extra cautious inside PowerBooks, as they have few metal parts to prevent static discharge. When you're exploring the insides of PowerBook G3 models, Apple recommends touching the metal bar that runs across the top of the hard-disk cage to neutralize yourself. Check the documentation that came with your PowerBook for details.

Many hardware vendors, particularly of memory sticks or hard disks, supply disposable wrist straps with their products. Just wrap the band around your wrist, clip it to a metal area inside the Mac, and you're good to go.

The shocking truth about electricity and your Mac.

If you've been acquainted with computers for a while, you may have read about the benefits of using a surge suppressor to protect your Mac from a power surge. You may not think you need one because you live in an area that rarely has thunderstorms or blackouts—but think differently. Speaking from personal experience, we have found that a power event can knock your Mac off its feet and derail your productivity. It could also end up costing you a pretty sum in repairs, as you may have to replace damaged components such as the power supply, motherboard, and memory chips.

To protect your Mac from surges, spikes, brownouts, and other power events, use a surge suppressor. If you run a small business and require your Macintosh to function 24 hours a day, seven days a week, you should invest in an uninterruptible power supply (UPS). A UPS has a built-in battery capable of powering your Mac for several minutes if your area experiences a complete power loss. If the blackout occurs while you are in front of your Mac, you can gracefully shut it down instead of suffering a violent power cut. American Power Conversion offers some of the most robust UPSs we've seen, and its Web site (www.apcc.com) offers further insight into power problems and how to handle them.

Is it hot in here—or is it just my Mac?

Comfort is always a requirement when you're using your Macintosh. However, you may not have considered the comfort of your Mac in excessively hot or cold environments.

When it comes to heat, you can work safely on most Macs all the way up to a balmy 104 degrees Fahrenheit—usually too uncomfortable for most people to tolerate. The real concern is when the temperature swings in the opposite direction—a Mac may be called on in winter to function in a chilly environment, possibly less than 50 degrees.

Generally speaking, you should review your Mac's documentation, which describes proper operating temperatures. Pay careful attention when transporting an iBook or PowerBook in cold temperatures. You should give them a chance to warm up to room temperature before starting them up.

Protect Your Programs and Your Data

You've been a diligent Macintosh user and probably have all your important data files backed up. So now we're going to talk about a different kind of backup that protects your investment in software. Today you could spend $420 on the latest version of Microsoft Office, $600 for Adobe Photoshop, and $700 on Quark's QuarkXPress. If you use your Macintosh as a business tool, you might have several thousand dollars' worth of software sitting right on the shelf in your office. In fact, the replacement value of the software may even exceed the cost of your Macintosh!

You need to protect your software just as you would any other piece of valuable property. Store the original CDs and disks at an alternate location—safe deposit boxes at banks and other institutions are an excellent choice for just such a task. You'll have a real sense of security if you protect your software from theft, loss, and damage by keeping it safely offsite. Obviously, it may not seem convenient when you need to reinstall software, but you also have some options when that need arises.

Whenever you install new software, you are provided with a license agreement that entitles you to use the program. It typically includes a statement granting you permission to make one backup copy of the software. Apple's Disk Copy is a free utility that creates disk-image files from all kinds of storage media, including CD-ROM discs, the current standard for installing commercial software. You simply launch Disk Copy, drag and drop the CD icon onto the window, and presto—you have an exact image that you can store as a file on your hard disk or anywhere else. You can use your disk-image to reinstall your software if need be. Before you download Disk Copy from Apple's Web site, check the Utilities folder on your hard disk—you might have a copy already.

If you own a drive that can write to CD-Recordable or CD-Rewritable discs, you can make a complete duplicate of your software using the Roxio Toast program that comes bundled with most new drives. We offer some buying advice on CD-R and CD-RW devices in Chapter 5, “Storage,” along with information on creating your own CDs and further details on Apple's Disk Copy utility.