How to Back Up Your Computer: A Practical Guide

Most people only think about backups after something has gone wrong: a laptop that will not start, a spilled coffee, a stolen bag or a file that was overwritten by mistake. By then, it is often too late. A simple backup routine takes very little time to set up and can save years of photos, documents and work. Here is how to get started.

What should you back up?

Start by thinking about what would be hardest to replace. For most people, that includes:

• Personal files such as photos, videos, music and documents
• Work files, including projects, spreadsheets and invoices
• Email archives if you store mail locally
• Browser bookmarks and password manager exports, stored securely
• Software licence keys and installation details for paid programs

Programs themselves can usually be reinstalled, but settings, project files and anything you created cannot. If you want to be able to restore your whole computer quickly, consider a full system image as well as file backups.

Follow the 3-2-1 rule

The 3-2-1 rule is a well-known and easy way to plan backups:

1. 3 copies of your important data: the original plus two backups.
2. 2 different types of storage, for example your computer’s internal drive and an external hard drive.
3. 1 copy kept off-site, such as in cloud storage or on a drive kept at another location.

This protects you against different kinds of problems. An external drive helps if your computer fails, while an off-site copy protects you if something happens to your home or office, such as fire, flooding or theft.

External drives or the cloud?

Both have advantages, and many people use a combination.

• External hard drives and SSDs are fast, affordable per gigabyte and do not depend on your internet connection. Some come with their own backup software, like this desktop hard drive with password protection and automatic backup software.
• Cloud backup services store your files off-site automatically. They are convenient, but the first backup can take a long time on a slow connection, and you usually pay a subscription.
• Network storage (NAS) suits households and small offices that want to back up several computers to one place.

Setting up backup software

Windows and macOS both include built-in backup tools, and dedicated backup programs add extra features. Whatever you use, check these settings:

• Automatic schedule. Backups that depend on you remembering are easy to forget. Set them to run daily or whenever the drive is connected.
• Versioning. Keeping older versions of files lets you go back if a file is overwritten or damaged.
• Encryption. If your backup drive could be lost or stolen, encrypt it and keep the password somewhere safe.
• Exclusions. Skip temporary files and large folders you do not need, so backups stay fast.

Backups are an important part of good security habits. Our tips for securing your digital workspace cover other steps such as updates, antivirus and strong passwords.

Protect against ransomware

Ransomware can encrypt files on your computer and on any drive that is connected to it. To reduce the risk, disconnect external backup drives when a backup has finished, or use a backup service that keeps previous versions that cannot be changed from your computer.

Test your restores

A backup is only useful if you can get your files back. Every few months, try restoring a few files to a different folder and open them to check they work. If you use a system image, make sure you know how to start the recovery process and that you have any recovery media you need.

Set it up once, check it now and then, and you can stop worrying about losing what matters most.