To back up a computer, copy your important files to a second place, then repeat on a schedule and check that the copies open. A common habit is to keep at least two copies, with one stored away from the computer itself.
Step by step
- List what matters. Documents, photos, project files, saved settings and anything you could not easily recreate.
- Choose a destination. An external drive, a second computer on your network, or an online storage service. Each has trade-offs, covered below.
- Run the first copy. Use the copy tool built into your computer or a tool the maker of your drive supplies. Follow its on-screen steps.
- Set a routine. Choose a day each week, or turn on automatic copying if your tool offers it.
- Open a few files. Confirm that the copy is readable.
- Keep a second copy elsewhere. A drive in another room or an online service protects you from loss at one location.
Where to keep copies
| Destination | Good for | Limit |
|---|---|---|
| External drive | Full copies you control | Can be lost or damaged with the computer |
| Network storage | Several computers at home or in a shop | Needs setup and a network |
| Online storage | Copies kept away from your building | Depends on internet speed and the provider’s terms |
Common mistakes
- Copying once and never again.
- Leaving the only copy plugged in next to the computer.
- Never opening the copy to see whether it works.
- Forgetting phones and tablets, which also hold files.
Keeping it going
A routine only helps if it continues. Put a reminder in your calendar, and once in a while try restoring one file to a different folder. If a drive begins to behave oddly, copy its contents elsewhere sooner rather than later.
Be careful with private files. If copies go to a drive that others can reach, or to an online service, think about who can open them, and use a password or the encryption option your tool offers, following the maker’s guide. Also keep a note of where each copy lives and how to get at it, so that a family member or colleague could find it if you were away. When you replace your computer, a recent copy makes the move much easier, because you can bring your files across in one go.
FAQ
How often should I copy my files?
Think about how much work you could stand to lose. If a week of work would hurt, copy weekly or more often.
Is syncing the same as a backup?
Not quite. Syncing mirrors changes, including deletions, across places. A backup keeps older versions, so you can go back to a file as it was.
The Short Version
List what matters, copy it to a second place, repeat on a schedule, and check that you can open the copy. Keep one copy away from the computer.
