Tag Archives: Scrivener

Scrivener for Smarties: Backups

I hang out on the Scrivener forums a lot. Some might say I’m a little compulsive about it, but the forums are where I’ve picked up pretty much all that I know about Scrivener. Today, I’m talking about backups. It’s usually only after a disaster that people get serious about backing up their work, and then they only do it in a haphazard mishmash of thumb drives and email attachments. Yet lost work is a preventable problem for all writers and creators of digital content; how to protect your work from hard drive crashes, theft, and the dread were-badger? Well, I’m here to help, at least with regard to Scrivener’s various features that keep your writing safe.


Scrivener’s first line of defense against data loss is the auto-save feature. While this is getting more common in traditional word processors, typically the only way to prevent the loss of your work is to constantly hit CMD-S (CTRL-S on Windows) which is analogous to using the File->Save menu.

But not so with Scrivener. By default, when you pause for 2 seconds (not typing or dragging things around in the binder), it will save any changes you’ve made recently. This means that habitually hitting the save menu won’t (normally) do anything. Auto-saving means that you never have to worry about a dying battery or power outage destroying hours of work. Well, you still have to worry; a sudden power loss or computer crash can still corrupt open files, but auto-save reduces those risks considerably.

Auto-save also means that you can’t back out of all of your recent changes by not saving at the end of an hour or a day. By the time you close a Scrivener project, it has already saved the vast majority of any changes you might have made over the course of a day’s work, and will go ahead and commit any remaining alterations to the hard drive the moment you quit. For that kind of reversal of your work, investigate Scrivener’s snapshot feature.

Automatic Backups

The most effective kind of backup is the one you don’t have to think about making; backups should just happen. This is true of computer-level backups like Mac OS X’s “Time Machine” that makes hourly backups to external drives without your intervention, and to a lesser extent, it’s true of Scrivener.

By default (we’ll get to these ‘defaults’ in a bit), Scrivener will create a copy of your project every time you close it, and will keep five such copies before it starts deleting the oldest. Each project gets its own set, so there’s no need to worry that your Sherlock/John slash-fic backups will overwrite your Bigfoot erotica backups. Each project gets five… wait for it… “by default.”

I’m awfully paranoid about losing my work though, and five seems like such a paltry number—five good backups can so easily be replaced with 5 bad ones before you realize what you’ve done. If you’re similarly paranoid, go to Scrivener->Preferences->Backup (Tools->Options->backup on Windows) and increase the “keep only” value to 25, the maximum, non-infinite number of backups that option allows. Or pick another number; I’m not the boss of you.

You’ll also notice, while visiting that preferences pane, that you can have the backups triggered when you open the project, or even when you do a “manual save”, which means invoking File->Save, or using the equivalent keyboard shortcut. Beware using the later if you are a habitual saver, as you can obliterate good backups with unnecessary minor backups.

Finally, you can change where those backups are saved to.

Use the ‘Open Backup Folder…’ button to find your current set

Manual Backups; aka “Back Up To…”

Under the File menu, there’s a “Backup” option to choose, and under that, “Back Up To…” This is what I recommend that you use instead of “Save As”, which I will address in a moment. It’s a way to create backups separate from the automatics, and provides you with the opportunity to rename that backup to something meaningful. It’s a great way to create milestone versions that won’t be deleted when you hit the “Keep Only” limit set in Preferences/Options.

You can use a different folder and/or name with Back Up To…

“Save As,” The 21st Century’s Floppy Disk

While there are still legitimate uses for using the File->Save As feature in Scrivener, backing up your work is not one of them. I can’t tell you how many times I’ve seen people come to the forums complaining of missing work, only to find that they saved a new copy of their project as a backup, but kept editing that version rather than the original. When they re-opened the original project later, the work they had done just done simply wasn’t there, sending them into a panic.

If you trust my advice (and why wouldn’t you trust your writing to a stranger on the internet?), then start breaking yourself of the “Save As” backup habit. You already have two ways to generate backups without any chance of confusing your working copy with them: manual and automatic. You don’t really need a third way (from within Scrivener), do you?

No, you don’t.

Compile Your Work In Progress

While it may not come out formatted prettily until you fiddle with the compile settings, creating a single document of your manuscript is not a bad idea. I recommend compiling to Rich Text Format, which is Scrivener’s native document format, and can be read by almost any other word processor in the solar system.

Visit File->Compile, and at the bottom of that window, choose “RTF” as the output type, then pick a spot for it to be saved to. Scrivener should remember what you chose and present you with that location from there on.

Some (Too Many?) Notes on “Cloud” Storage & Backups

The main advantage of using cloud storage for your backups is that they will be located in at least two places automatically. One place will be the folder where software monitors for new, deleted, or changed files; this folder is on your hard drive, not “in the cloud” as so many people seem to misunderstand. The other copy will, of course, be “in the cloud,” which is just market-speak for “on a computer on the internet somewhere.” This ‘cloud’ copy is just that; a copy. It’s still going to be on your hard drive too. (Some people have a hard time with this concept, so I feel obligated to emphasize the distinction here.)

Once you’ve got the cloud software installed on your computer, revisit your Backup pane in Scrivener’s Preferences/Options. There you will find a path to the folder where your automatic backups are being saved. You’ll also see a handy button to choose another location. Use this option to put your backups into your brand new cloud storage folder! Just do it. You’ll thank me later.

Also, and this can be very important in some situations: Use the option to compress your backups to .zip files. Do not use cloud storage for your backups without turning this other option on. Most of the cloud storage companies out there seem to have some issues dealing with Scrivener’s project format [1] (it’s a bunch of files and folders in reality; Mac users only see a project as a single file). It also will save some space, which is at a premium on cloud storage servers, but primarily I’m advising the .zip option for maximum safety.

The .zip compression option has other benefits too; you can’t email a scrivener project without creating a .zip file out of it first; there are just too many internal bits, and email is just not equipped to deal with it all. Another benefit; you can’t accidentally edit a Scrivener project while it’s .zip compressed; you have to extract the .zip file’s contents using your operating system’s tools. This prevents you from accidentally opening a backup and thinking it is your “real” project.

Synchronizing projects between computers

I’m not covering the related, but distinct issue of synchronizing your Scrivener projects from one computer to another—I’m saving that controversial topic for another day. There are a whole set of other issues you need to pay attention to, including which cloud storage service you use. More on this in a later post.

Megabytes for the poor, sir?

If you want to help me out with my own cloud storage, and you like the looks of Drop Box, please consider using this link to sign up; I get an extra 500MB if you do. Drop Box is also likely the first (and perhaps only) cloud solution that will work with the upcoming iPad/iPhone version of Scrivener, so if you’re looking forward to that release, you’ll want an account anyway. It’s got enough space for you to store a goodly amount of backups on it.

I have no pride.

Final Wordy Words

Wow, that was a lot of information. I hope your brain didn’t go all ‘splody! Let me know if this was helpful, or what you might like me to cover next.

  1. Technically, this probably isn’t a risk to worry about with backups, since you’re not changing any files; merely creating a lot of new ones. Still, better to be safe.  ↩

Scrivener for Smarties–Recommended Reading

Scrivener for Smarties–Recommended Reading

FYI: This is merely and introduction. Later installments will feature actual Scrivener tips.

Scrivener; many people love it and use it every day. Some people want to love it but are baffled by it. And the rest don’t want or need it. This series of articles is for the first group who know most of the features of Scrivener, but don’t have the time or brain power left over from shaping worlds to apply Scrivener to their own writing and revision process.

If you are merely curious about the software, then head on over to Literature and Latte’s website, and click around. There are introductory videos, screen shots, and a 30-days-of-use demo you can download for Windows and Mac. If the basics give you trouble, go through the tutorial under the Help menu (in fact, do it even if it all seems to click for you).

Still not enough? Try Gwen Hernandez’s website and book Scrivener for Dummies. David Hewson also has tips and a book: Writing a Novel with Scrivener. Dive in to Literature & Latte’s user forums to find some very helpful people, and the occasional bit of Tom-foolery.

The Internet is lousy with people providing introductory and intermediate advice on using Scrivener, the above being the creme which rises to the top. My goal is to help the few people who have sampled that creme and want more; people who want to clog their arteries with the stinky cheeses of Scrivener Keywords and Saved Searches, colored index cards, robust backups, recovering from Dropbox synchronization catastrophes, and the vast jungle of options known as ‘The Compiler’.

So sample the creme, chomp on the curds, and then come back here for answers to cheesy Scrivener questions you haven’t thought to ask yet. Also, feel free to ask the ones that you do have—I’ll do what I can to point you to good resources or answer your queries myself.

Chapter One, Page One

Since last you heard from me, I was in the midst of NaNoWriMo. Between then and now, I got back to my life, while still devoting a few nights a week to finishing that book , which I did in early March. Solomon’s Key (working title) finished up just north of 110,000 words, and while I felt kind of disappointed with it, but I did finish. Perhaps next year I’ll read it and consider if it’s worth salvaging.

That was all just prelude to what I was really looking forward to doing: editing the previous year’s project, “Automaton”. The first thing I did was to run spell-check, which I had turned completely off while I was writing. I don’t mind telling the world that I’m a bad typist (there are likely typos lurking in this very blog post), but sweet zombie Jesus did checking 120,000 words take a while! Three evenings of constant clicking and looking up words to make sure I was choosing the right homonym or puzzling over an odd series of transposed and accidentally doubled letters. And don’t get me started on trying to find words that I thought I knew how to spell, but which didn’t show up in any of the dictionaries I searched through. I can’t for the life of me remember what that word is, so I guess I’m doomed to misspell it again, but I do remember that it started with an unexpected letter. Maybe.

But enough about spell checking! The big thing I did recently is to print out the entire 120,000 word manuscript. On paper. Like it’s 1985, all over again! Yeah, baby, yeah!

As a standard manuscript format (double-spaced, 12-point font), it ran about 561 pages, which I printed front-and-back. It still comes out to be a huge stack of paper.


I can't believe I wrote the whole thing.

I didn’t just do this to see how many trees I could kill – I did it at the behest of Holly Lisle. See, the other major step I took toward learning to write was to finally enroll in Holly Lisle’s “How to Revise Your Novel” on-line course. Lesson 1: Read through the entire manuscript, making notes about specific passages and how they failed in the categories of world building, character development, reader interest, etc….  She has a whole system for noting down your observations in one place with only a minimal cross-reference mark in the manuscript itself. I’ll be doing this for the next 561 pages; so far, I’ve done 3.

Her system appeals to me, though I am only seeing the tip of the iceberg. I feel like Daniel, washing Mr. Miyagi’s cars and sanding his decks, though I’m not about to throw a tantrum (I am only 3 pages in, after all), nor am I being bullied by karate hooligans.

Since I’m only just getting started, I can’t judge how successful it’s going to make my editing process, but I’m sure I’ll learn a huge amount over the course of the next several months. Check back over the next few months as my understanding of HtRYN grows. I’m sure this is going to be helpful though. I love me some organizational tools and methods. This you will no doubt learn as you read my future blog entries.

Looking at that stack of paper, I feel odd abandoning my beloved Scrivener during the editing process; it was designed to be an excellent tool for that purpose, and I’ve been looking forward to using more of it’s potential. But instead of ignoring the directions of my instructor, I’m going to be good and follow instructions. Hardly anything of the process has been revealed to me, and until I’ve been through it all, there’s no point in wasting brain power trying to supplant the tools I’m supposed to use with the one I want to use.

Once I’m done with the course, I’m sure I’ll already have adapted the system to Scrivener, and will be ready to use my new skills in combination with the best electronic tool for writers since the word processor.

Until then, I hope to keep you appraised of my progress.

Wish me luck.