Files and backup

Get your drives and documents sorted.

I created a file, but where did I put it?

When you lose track of something, just press Cmd+Space Bar to launch Spotlight and type all or part of the sensible file name you gave it… or failing that, any text that you think would be in the document. Scroll through the results and double-click the one you want, or press the Down Arrow key down to it and hit return.

What if I still can’t seem to find that pesky file?

In a Finder window, go to the drive the file should be on, or ideally the folder it should be in. In the search box (Cmd-F), enter part of the file name or content. In the bar below, select the drive or folder (not This Mac). Too many results returned? Set the options below to filter by kind, date, or other criteria.

I’ve deleted a file that I needed – can I get it back?

Usually, yes – that’s why we have the

Trash (aka Bin). Click its icon at the right–hand end of the Dock to open it as a folder, Ctrl-click the file you want and select Put Back. If it’s not there, try Time Machine. And if you’re not using Time Machine, you should start now! See bit.ly/apple-buwtm for more information.

I’ve saved over a file. How do I revert to the old version?

If you’ve just saved and still have the document open, try repeating Undo to get the file back to the state you want. Save this, or Save As to keep both versions. If you have closed the file, open it again and check the File menu for a Revert To command: if macOS’ version control system is supported by the app, you’ll be able to choose from previous saves. Other apps may have their own system, or may store temporary files that can be used to restore data at a pinch: see online help or user forums for tips.

Files that I need to retrieve aren’t in Time Machine – why is that?

In System Prefs > Time Machine, ensure Back Up Automatically is checked. Click Options: drives or folders listed here won’t be backed up (click the “–” sign to delist them). Tick “Notify after old backups are deleted” to be warned when the backup drive gets full and old versions are removed.

How do I make more space for MY Time Machine backups?

If you want to keep the oldest versions as well as new, you may eventually need more room. You’ll need a single bigger drive (you can’t add one on). Connect it, but don’t attempt to switch to it in Time Machine’s System Preferences: instead, see bit.ly/ apple-trtmbu.

Where’s my Library?

When a tip mentions the Library folder, often you don’t want the one visible on your startup drive, but its hidden namesake in your Home folder (inside Users, with a house icon and your account name). Technically, its path is ~/ Library. To reveal it in the Finder, hold Option and click the Go menu.

An app crashed. Am I going to lose my work?

So many apps now have autosave or recovery, there’s a good chance you won’t, even if you haven’t recently saved (Cmd-S). If you notice something’s amiss before the app stops working, use File > Save As (hold Opt if you don’t see this) to save a new copy, then quit. On re-opening the app, try the new copy, and if it’s corrupted, try the previous save. If the app suddenly closes, reopen it and see if it recovers your document; if not, read its help to find out where a recovery file might exist.

When a tip mentions the Library folder, often you don’t want the one visible on your startup drive, but its hidden namesake in your Home folder.