Ask people whether they back up their computer and many will say “sort of” or “I’ve been meaning to.” But drives fail, laptops get stolen, coffee gets spilled and ransomware encrypts everything. Without a backup, years of photos and documents can vanish in a moment.
"But my files are in the cloud…"
Cloud sync services like OneDrive, iCloud Drive, Google Drive and Dropbox are great, but they aren’t quite the same as a backup:
- If you delete or change a file, the deletion or change syncs everywhere.
- If ransomware encrypts your files, the encrypted versions can sync too.
- Deleted files are usually kept only for a limited time.
Sync services do offer some protection through version history and recycle bins, but a true backup keeps separate, historical copies that are independent of your working files.
The 3-2-1 rule
A simple, widely recommended backup strategy:
- 3 copies of your data (the original plus two backups)
- 2 different types of storage (such as your computer and an external drive)
- 1 copy stored offsite (in the cloud, or a drive kept somewhere else)
This protects you from almost everything: drive failure, theft, fire, flood and ransomware.
Setting it up
Local backup (copy #2)
Buy an external drive at least twice the size of the data you want to protect.
- Windows: Use File History (search for “File History” or find it in Control Panel) to automatically back up your personal folders to an external drive. The Windows Backup app can also back up files, settings and apps to your Microsoft account.
- Mac: Plug in an external drive and macOS will offer to use it with Time Machine. Or go to System Settings → General → Time Machine. It keeps hourly, daily and weekly backups automatically.
Offsite backup (copy #3)
Options:
- A cloud backup service such as Backblaze, IDrive or Carbonite runs continuously in the background and keeps versions of your files.
- Cloud storage with version history, like OneDrive or iCloud, is reasonable for many home users, especially combined with a local backup.
- A second external drive kept at work or a relative’s house and swapped regularly.
Protecting against ransomware
Ransomware can encrypt any drive that’s connected to your computer. To protect yourself:
- Don’t leave your only backup drive plugged in all the time, or
- Use a cloud backup with version history, so you can restore files from before the attack.
Test your backups
A backup you’ve never restored from is a backup you hope works. Every few months, try restoring a random file. It takes two minutes and gives you real confidence.
What to back up
At minimum:
- Documents, photos and videos
- Desktop and Downloads folders (people keep a lot there)
- Email, if it’s stored locally rather than online
- Password manager export or recovery kit (stored securely)
- Any work or business files
Apps can be reinstalled, but your personal files can’t be recreated.
The bottom line
Backups are boring until the day they save you. Spend an hour setting up an automatic local backup plus an offsite copy, test a restore once in a while, and you’ll never have to fear a dead drive again.
