Building a Networked Wifi Time Machine Backup System

As life becomes an intangible collection of digital bits, backing up those ones and zeros must become priority. In this article we will take a look at a proper solution utilizing Mac OS 10.5 and a technology called "Time Machine" built into 10.5.

Why use Time Machine?

Off the bat, cost is an immediate advantage of Time Machine. For the price of 10.5 ($129 Single User or $199 5 User FamPac) you get Time Machine. Retrospect, the nearest alternative to Time Machine, is $129 as a stand alone application, and has no OS integration, forcing you to restore full volumes, or dig to find your data. In OS X most users have no idea where their data actually is. One example is Mail; data is held in the path Users->User Name->Library->Mail->Server Name->mailbox. That's not very "mac user friendly." With Time Machine I can recover just one email, or all of my email with (literally) the push on one button. One note; you need an 867Mhz or better CPU, or use my trick (coming soon) to install 10.5 on older macs (like on the old server we will be using).

Storage Options.

So lets get started building our rig. Apple advises that you just plug a Firewire or USB into your Mac and use that as your Time Machine backup drive. That's great if you have an iMac that stays in one place, but laptops are becoming Apples core sales (60% this year), and remembering to plug that drive in when your home, sitting on the couch, is not a good "backup strategy." That's why backups fail; humans don't remember, or put off basic inconveniences. So we will remove the human from the equation.

Time Machine is going to back up your whole system so as a starting point buy a drive with double the storage of your internal drive. This will give you enough room to store not only a representation of your computer, but also backups over time, that you can simply travel to via Time Machine.

So, here are the computers I am backing up onto the network:

80GB MacBook

160GB MacBook Pro

Part of a 500GB G5 (about 100GB)

Part of a 250GB G4 (about 100GB)

For now I'll only address the two laptops, and I'll explain how to only back up parts of (in my case) the G5 and G4 in the end, and why you might want to do this. Looking at my storage totals I'm looking at about 500GB of info for Time Machine to backup. I have decided to go with a very cost effective solution two 1TB (1000GB) Firewire/Esata hard drives (Costco $279 each). Any pair of drives with the same specifications will do just fine as we are building a RAID. I'll explain Esata later. Why firewire? If the backup server goes down it only takes minutes to move to another mac.

Two drive? That's 4 times the space; what gives?

So, I am paranoid of loosing data, and have decided to go with a Mirrored RAID configuration. Don't worry, this extra step is not hard, and will give you complete peace of mind. In the RAID, both drives are going to store the same copy of the backups. Even though we have 2TB of storage, we will treat the two drives as one 1TB redundant system.

Craig's List and Ebay here we come.

Now we need a host server computer to run the drives and the extra network goodies. We could use the G4 or G5 (as they could be left on all the time with the drives attached) but they are used for processor intensive applications, so your best bet is to use an old G4 desktop. I am using my 7 year old Dual 800Mhz G4 door stop. Any mac that can run 10.4 (any G4) is a perfect home serve, and you can pick one up for $300 on ebay or craig's list. This also gives you a networked computer to attach printers and scanners to that can be accessed via wifi when your done. The G4 desktop also has enough expansion to be upgradable over time (Firewire and esata cards).

Servers, Networks? This is over my head! (if you have a network, skip this section)

No it's not. We are using 100% off the shelf hardware and only the standard Mac OS 10.5. It really is simple. Most of us have a home network, and most have wifi at home and at work. So lets run though a list as if we are building a network from scratch. All macs built past 2000 have very fast ethernet networking built in, and I recommend using hard line connections when ever possible. WiFi, even the new Draft N system, is very slow, and is only intended to run limited amounts of data like internet web pages. We are going to use Wifi for backing up the laptops day to day, but having a good ethernet network is very cheap and beneficial. My hardware D-link 4300 Router $54 with 1000-Base ethernet (feel free to use Apple's Airport Extreme $178), a D-link 8 port 1000-Base ethernet switch $35, a Netgear 5 port 1000-Base ethernet switch. Routers can be tricky to set up, but most of the time just reading the manual will be enough, and they have great phone tech support. Switches are just plug and play. I like to put a switch near my computers so that I can wire the long runs with only one cable, but the best thing to do is to draw out your network layout on paper and measure your cable runs before going to the store.

You will need at a bare minimum a wifi-router with four 1000-Base ethernet ports (D-link 4300, or Airport Extreme are best), and two runs of Cat-5 network cable. Run one Cat-5 to your server/backup computer, and one will be used for the initial backup of your laptops.

Building the RAID.

For my network storage I am using two 1TB external hard drives with Esata connectors (Costco $560 total), and a LaCie Esata PCI card (B&H $50). You could use any drive that you'd like, and you do not need to RAID them, but for $270 more I was able to get peace of mind, and the ability to recover over firewire if I need to.

Connect both drives to the server (OS 10.4 or 10.5) mac (and a monitor, keyboard, mouse that we will not need after we are set up), and launch Disc Utility (applications->utilities->). Click one of the new drives, then click on the RAID tab. Drag both of the backup drives to the RAID window. Title your RAID. Select Mac OS Extended (Journaled), and Mirrored Raid Set. Click "Create." It will take a minute for the RAID to show up as one drive. Quit Disk Utility. Now you have one drive that will create a backup of its self automatically. This will be our network backup volume.

Next, go into System Preferences, and select Sharing. Turn on File Sharing. Quit System Preferences.

You will only need to do this once.

Now on the computer you'd like to have auto backup (must be running 10.5) connect it to the network with ethernet. You'll be able to backup over wifi after the initial backup is complete. Turn AirPort off from the AirPort drop-down menu. Now open a finder window, and you will see your server mac in the "Shared" list. Click once on your server mac, and click "connect as." Enter the user name and password for the server mac, and click "remember password." You will see the internal drive, and the RAID in a finder window, double-click on the RAID . Next go to the "Go" Menu on the menu bar, and select "Computer." Next, drag your RAID volume to your desktop holding down "Command and Option" at the same time to make an "Alias" to the network RAID.

At this time close all open applications and windows. Open System Preferences. Select Time Machine and turn Time Machine On. A drop down window will show up and select your RAID drive and type in the password for the server. Time Machine will say "Next Backup: time." In the dock, "Control Click" on the Time Machine Logo, and select Backup Now.

At this time all you need to do is walk away. The computer will copy all of your data to the network drive. This might take overnight. Follow the same steps for your other 10.5 Macs. Once the first backup is done, you can back up over wifi by connecting to your router like normal. Guess what? That's it. Your done.

If you ever get an error that your RAID can not be found (and this should not happen) just Double Click the Alias on the desktop.

Next week I'll flush out thisarticlewith screen shots, go into accessing your network and your Time Machine backup from anywhere with "Back to My Mac." Adding printers to the network, and serving media to an apple TV or Xbox 360.

Surviving AppleCare.

Tips and Tricks to getting your mac working correctly the first time.

This guide is meant to inform you of your powers as an apple customer and give insight into dealing with AppleCare.  I believe that the more informed you are beforehand the better things will be in the end.  

Basics:
All Apple computers and most Apple accessories come with 90 days of phone support, and 1 year of hardware support.  Apple will charge you $45 USD per phone call outside of the original 90 days if you product is having software issues. Apple will try and charge you $45 to diagnose your hardware issue too, saying that they will refund you if the problem is really with the hardware.  Let's get started on the correct way to get your mac fixed.

1. Analyze the mac's problem(s) and break it down into software or hardware.

Most Apple product problems are software related, and usually boil down to a conflict between two or more plugins or applications. Apple Care over the phone will not be vary helpful with software issues, especially if your mac is older than 90 days and you are relying on the baseline warranty.  If the problem is in one application or you just installed new hardware (hard drives, printers, scanners, network cards, anything with a driver or USB connection) your best bet is to call the support line of the software or hardware vender.  If your having problems with apple software or a Apple accessory (ipod, Apple TV) this is a great time to schedule an appointment with a Genius at your local Apple Store. You can schedule a time here. The rest of this guide will deal with hardware problems only.

If you suspect that you have a hardware issue (not turning on, not going to sleep, noise, case problems, DVD drive, ect.) then your best bet under the one year warranty is to call Apple Care (1-800-APL-CARE). Read the next section before you call.

2. The Call for Help.

The first thing you should do before calling is write down all of the problems and symptoms, and the date they first started on paper.  This will help you structure your call and get the rep to like you.  Also on the paper, write down the mac's serial number (you can find it here) and model (Mac Mini, MacBook, G5...).

What you need at hand: The paper above, a paper for notes, the discs that came with your mac (in a small black or gray box, usually in the original box if you still have it), one is called Hardware Test Disk, and the others are System Restore, and lastly get a glass of water as you might be on the phone for a long time.

Lets walk thought the call.  Dial 1-800-275-2273. Press 1. Say the name of your mac ie "Mac Mini" or "PowerBook."  You may be told to update your software before calling, or told about recalls related to products like yours via an automated voice.  You will be told how long the wait time is (this number is not accurate and you should get through in under 5 min).  Once the Rep comes on the phone he/she will ask for your name, and the serial number of the mac your calling about.  Immediately say "I am calling about a hardware problem." Do this before they look up your account.  They'll say "give me a minute to look up your account." Once they're back on the phone, tell them the problem and any parts or components that you suspect like hard drives, hinges, power supply.  This is usually enough to get the phone support to wave the $45 fee.  If they ask for the $45 fee you have three options: hang up and call back (works most of the time), ask for a "product specialist" (level 2), or you can buy Apple Care now.  You should not be charged the fee for a hardware problem.  

By now your in good shape.  The rep will have you use the CDs that you found earlier.  Even if you don't think that they will help, just run them.  The Rep must "verify your issue" before you can send the mac in, and these are the steps they go through to do this.  If your calling about a noise, make the noise to the rep.  Remember, a rep scorned is not fun to deal with.  90% of the time you'll spend the 20 min to run the test and it will come up with nothing, but this is good.  They will ask you to send the mac in.  If your starting to get discouraged and think that miscommunication is happening, just ask for a "product specialist".  Note however, that the Rep will talk with the "product specialist" before you will, so its in your best interest to stay calm at all times.  Most importantly, at the end of the call you'll get some numbers, a repair id, and a case or ticket number.  If you do not get these numbers ask for them, as they are your life lines for the call back, and write them down correctly.

If your dealing with a product specialist ask for their direct extension and email before you end the call.

Take pictures of your mac with your camera before sending and document any marks on the case (trust me on this one).  If your using a digital camera, do not load the pictures on the mac your sending in.  Back up you data for it will stand a 50% chance of being erased.  For help backing up read this.  


Box and ship your order in the manner that they have told you.  Make sure to get a tracking number from FedEx, UPS, or DHL.  Track your shipment online.  Track your repair online here (you'll need those numbers).  

3. When to call Apple Care back.  

This is the most important step.  Once you know Apple has received your mac via the "check repair status" page on apple.com, and two days have elapsed, call Apple Care back.  If you repair states "on hold for parts" or "needs more information" call as soon as possible.  Select tech support (1) from the phone menu, say your product name, and hold for a rep.  When the Rep asks for you name say "I'm your name, I have a case number that I'd like you to check on, are you ready?" then give the case or repair number.  Say "I'd like to know the status, and if they found out the problem?"  The Rep will look up your info and help you as best he/she can.  If you get stuck, ask to be transfered to "Dispatch" and expect to hold for 5-10 min.  Dispatch can be very helpful, they can read actual tech notes, make tech notes, and even have the tech call you back.  Dispatch is your friend, and treat them as such.  

If the computer comes back fixed, then great, enjoy your mac.  If it is scratched, or not fixed, or if a new problem has been created read on.  Right now your not happy. Go exercise or eat before calling Apple Care back.  A calm, level head is needed.  Call AppleCare, tech support option (1), your product name, hold, give the Rep your name and repair id number from the last repair, and directly ask for a "Product Specialist." Ask for the Specialists name, extension, and email before you address the problem.  Tell them what is not fixed, or what was damaged.  Have them email you shipping tags ASAP.  Get your new case number and write it down.  At the end of the call, send the Product Specialist an email saying how nice it was to talk with them and that you hope to have your mac back soon.  Include your case # in the subject and your contact info at the end of the email.  Don't expect a reply, but they will get your email.

Ship the mac the same way it was returned to you. The next day, call back to tech support, then ask for dispatch.  Tell dispatch that "it would be great if you could expedite this repair as it is a looper."  Say thanks and hang up.  Track the repair online. It should take less than 3 days if it was expedited.  Write or call your Product Specialist daily, this is their job so don't feel bad about reminding them of your repair.  Your mac should come back as good as new very soon.

4. Conclusion.  
This works well 99% of the time.  If your having a specific problem with AppleCare leave me a comment or email me at ajschmidt (-AT-) mac (-DOT-) com (you can figure that out right?).  
Please don't (DO NOT) be like this guy and directly e-mail Steve Jobs. 


Best of luck and I wish you a healthy mac,
Adam

Apple and Macs That I Have Owned:

Apple 2 GS - 512K Ram, 15MB HD
Mac II - 4MB Ram, 40MB HD
Preforma 460 - 16MB Ram, 120MB HD, Apple CD
Quadra 840 AV - 32MB Ram, 500MB HD
PowerMac 6100/66AV - 52MB Ram, 500MB HD, Zip 100
PowerMac 7500/100 - 64MB Ram, 1GB HD, G3 333Mhz Card
PowerMac G3 450 - 256MB Ram, 2GB HD, G4 466Mhz Card
PowerBook 3400c/240 - 124MB Ram, 3GB HD
Power Tower Pro 225 - 512MB Ram, 2x 4GB HD, G4 500Mhz Card
PowerBook G3 266 - 128MB Ram, 4GB HD
*PowerMac G4 450 - 1GB Ram, 2x 120GB HD
*PowerMac G4 Dual 800 - 2GB Ram, 2x 180GB HD
*iBook G3 800 - 640MB Ram, 30GB HD
*PowerBook G4 667 - 1GB Ram, 60GB HD
*PowerMac G5 Dual 2.7 - 4.5GB Ram, 2x 500GB HD
*MacMini G4 1.5 - 512MB Ram, 80GB HD
*MacBook Pro 17" 2.17 - 2GB Ram, 100GB 7200rpm HD
*MacBook Black 2.0 - 2GB Ram, 80GB HD

* Still in use

Hidden Joys of Legos!

What can you do with 35,00 LEGOS? Oh, I don't know, maybe build your own super cool retro desk... curiously like the one seen here!

Day 61: My New MBP

Day 61: So Apple came through for me, mostly. Yup, a brand new 17" Lappie. The real nice thing, they pimped it to the max for me and said that they could add options, beyond the purchase price. So, 4GB ram, and... well the rest I can't tell you. I can say, it's some type of intel, with a nvidia something or other, and some other stuff. Yet, this new mac is not fault free. The screen is starting to flicker (only at low brightness, Neon not LED), and ram allocations will bind the system from time to time. The other fault is that the fit and finish is not as good as my first 17" MBP. If these problems get worse, I'll definitely be sending it back, but for now I have a laptop. Thank you to all who wished me well through the fight, and if you need help with your apple problem leave me a comment. Adam

Day 59: A Fix ? No Way !

Running total:
Days w/o MBP - 59
Trips to Apple Store - 11
Phone calls to Store - 15
Phone calls to AppleCare - 21
Air Miles for my MBP - 15,275 Miles
Ground Miles for MBP - 208 Miles

Great news.  There is an 80% chance that I'll have a brand new MacBook Pro Core 2 Duo tomorrow. If you've been reading this nightmare of mine, thanks for the support.  On Wednesday I backed up then boxed up my MBP (InsomniaBook) and using apple's shipping slips sent the poor sleepless MBP to Elk Grove, CA (Headquarters of AppleCare, and dot Mac). My experience with Apple Care over the phone has been a bit slow (still have to call and remind people to do their jobs) but we did come to a working solution in about a weeks turn around time.  FedEx was a problem too, but you can read about that here.

Sorry, I have been to busy to post on the FCP S2 stuff, but I'll get to that hopefully on my new MBP this weekend.

Peace,
Adam

54 Days and Still Messed Up

Day 49: I got it back! Then sent it back!

Running total:
Days w/o MBP - 49
Trips to Apple Store - 8
Phone calls to Store - 12
Phone calls to AppleCare - 14
Air Miles for my MBP - 13,632 Miles

Hi all. I'm feeling chipper! DHL emailed that my "fixed" MacBook Pro (MBP) was delivered to the apple store at 11:45am today! I went in, picked it up, tested it out... Sadly the InsomniaBook didn't make it out of the store.  I picked it up to leave and the front of the case was bulging out, and my original clasp issue that caused all the problems (and that was fixed on repair three) is back. So I turned around and headed back to the genius bar. The manager (who had suggested a replacement option last week) was concerned that it had been 49 days, but now was completely unapologetic of my misfortune in dealing with her staff, and Apple.  Some guy in the back wrote up the problem with the front lip on the case, and came back with the paperwork.  I explained that the clasp had a new problem that caused the mac not to sleep, and he refused to change the repair order. Flat out refused! This is the thanks I get 49 days later?  I left the store with my paperwork feeling ridiculous and frustrated. 

The good news. I called Apple Care when I returned home MBP'less. I was rushed to a product specialist who gave me his direct number and a plan of action. He expedited the repair (making it a priority once it gets to Houston). He told me to just walk in and pick it up when it gets back (on day 52 or 53), and say nothing to the store.  Then, call him, and he will make the whole problem right.

I have owned 18 macs in my life (almost every mac made by model). Only 2 others have had mechanical problems. Only one other has had to go in for a repair. Never have i had this much trouble.

Coming up this week: Hands on with FCP Studio 2, AJA ioHD

46 Days Without My MacBook Pro