Do you follow a routine to back up your book manuscript safely after your writing sessions?
You might follow the 3-2-1 backup rule, which is 3 copies of your data, 2 different types of storage, and 1 copy stored offsite.
If you do this, you will have a reliable backup strategy that should give you peace of mind.
However, it’s not a perfect solution because it has one potential failing.
The risk of only one file type
When you back up your book manuscript as a Word DOCX file, you might have 2, 3, or even 4 copies saved in different locations. You might even email a copy to yourself.
That’s good practice when writing a book, but it has one weakness.
If every backup is simply another copy of the same file type, you still have one potential point of failure.
If that file becomes corrupted or unreadable, your other copies may have the same problem.
File errors are rare, but they do happen. You might get warnings like these when you try to open your file:
- The file is corrupt and cannot be opened
- Word found unreadable content in ‘Filename.docx’
- Access Denied / File in Use
- The XML data is invalid according to the schema
Similar warnings occur with other word processors. I use Apple Pages and have had errors like these occasionally.
If you try different methods but still can’t open your file, you only have one choice.
You need to go back to a previous version of your backup. And that’s only if you have saved versioned backups.
If you have versions saved, you may lose all your work from your last writing session.
But if you only have one backup copy that you replace every time, you could have a more serious problem.
The simple and safer two-step solution
I use this method for any text I write in a word processor, whether it’s an article or a book chapter.
Step one: Select all your text and copy.
Select All: Mac: Cmd + A and Windows: Ctrl + A
Copy: Mac: Cmd + C and Windows: Ctrl + C
Step two: Paste the text into TextEdit or Notepad.
Paste: Mac: Cmd + V and Windows: Ctrl + V
Now save your TextEdit or Notepad file in plain text.
You can use the same file name as your word processor file to make it easier to find.
By creating a quick, plain text version of your work, you’ll have a backup file based on a much simpler and widely supported format, which you can open in almost any word processor.
A plain text file is unformatted, so if you need to use it as a fallback in an emergency, you will lose all your formatting.
But you’ll have saved all your words, which is the most important safeguard. It’s usually quite easy to reformat your text, but it’s much harder to replace your words if you lose them.
Use your existing backup routine, but add your plain text file along with your word processor file.
You’ll have both files saved on your computer, and probably synced to Google Drive or iCloud, and perhaps also a copy of your files on a thumb drive.
One extra, but very simple backup strategy is to email copies to yourself at the end of your writing sessions. Then you’ll have external copies because they’re on a different platform from your computer and cloud drives.
Playing it safe with your writing
Backups can save the day in an emergency. But a few simple practices and habits can save you a lot of potential heartache.
If you’re writing a book, don’t fall into the trap of using one huge document file.
It can take months to write a book, but one file containing everything is a big risk, even if you back up your manuscript regularly.
A 300-page manuscript is a big single point of failure. Chapter files are a much safer approach because they give you smaller, independent files that can be recovered separately.
Always save your book in chapters.
As you write your book, save each chapter when it’s finished in your word processor and plain text editor files.
Then create backups of your chapters as you progress through your manuscript.
When you finish writing your book, only then copy your chapters into one document file.
Even for shorter writing projects like articles, blog posts, short stories, or poetry, get into the habit of creating a plain text file in addition to your word processor file.
As you work, occasionally copy and save your text into TextEdit or Notepad. I do it about every half an hour or so.
I don’t worry much about formatting while I’m writing, so I won’t lose much if I need to revert to a plain text copy.
This simple habit has saved me quite a few times. If you adopt the same little routine, your writing will be much safer.
You’ll then have an emergency recovery copy of the thing that matters most to you: your words.
Summary
Anything can happen, and it’s never at a convenient time.
Your laptop might suffer a failure, a file might be impossible to open, or you simply hit the wrong key at the wrong time.
Some word processors include a versioning option where you can go back to stages in your writing process. But you can’t rely on it because you can’t access it if you can’t open your file.
That’s why safe, secure, and easily recoverable backups are essential for all writers.
But keep in mind my advice about backing up only one file version. It might seem safe, but it’s not the best method of securing your words.
Saving backups in a different file type means your words will be much safer and easier to recover in an emergency.
The 3-2-1 rule is about where you store your copies. My additional precaution is about how you store the words themselves.
So yes, definitely use the 3-2-1 backup rule, but include both versions, DOCX and TXT, in your backup routine.
If you back up your book manuscript in chapters in two file types, you can rest assured that you have the best possible chance of recovering all your words after any type of technical or file failure.
Related Reading: How To Safeguard Your Manuscript Before You Publish
English teacher, writer, and author. Passionate about grammar, creative writing, and self-publishing. Always exploring new tools and tech to help writers succeed.
