Computer Repair

42. How to Backup Your Computer Files to External Hard Drive

February 20, 2024

Why You Should Backup Your Files

Backing up your computer files is one of the most important things you can do to protect your data. Hard drives can fail unexpectedly, and files can become corrupted or lost. If you don’t have a backup, you could lose your files forever.

Here are some key reasons why I regularly backup my computer files:

Protects against hardware failure: Hard drives can unexpectedly stop working, leading to complete data loss if no backup exists. Backing up to an external drive ensures I have a copy of my files if my computer’s hard drive fails.
Safeguards against data corruption: Bugs, software issues, and human errors can accidentally corrupt or delete files. Backups provide me with a way to restore earlier versions of files.
Guards against theft or damage: If my laptop is stolen or physically damaged, I could lose all my files. Backing up to an external drive that I keep in a safe place allows me to restore my data if something happens to my computer.
Enables file recovery: I inevitably end up deleting files by accident. My backup provides me with a safety net in case I need to recover an accidentally deleted file.
Allows peace of mind: I sleep a lot better knowing that I have a comprehensive backup of files on an external drive. No matter what happens, I can get back to work quickly with minimal data loss.

Choosing an External Hard Drive for Backup

When choosing an external hard drive for backups, larger storage capacity is better since your data needs will grow over time. I recommend getting an external drive that has at least 1.5 times the storage capacity of your computer.

Other factors to consider include:

Connection type: USB 3.0 allows faster transfer speeds than USB 2.0. Go with at least USB 3.0.
Reliability: Check reviews and look at failure rates before choosing a drive. Some brands are more reliable than others.
Portability: If you travel frequently, choose a portable external drive instead of a desktop drive. Portable drives don’t need a power cord.
Security: Password protection and encryption allow you to secure your backed up data. Consider drives with these security features.
Backup software: Many external drives come with free backup software. This software simplifies the process of scheduling and automating backups.

I personally use Western Digital My Passport external hard drives for backing up my files. I’ve found them to be highly reliable, and they come with useful backup software.

How to Back Up Your Files

Follow these steps to easily back up your important files to an external hard drive:

1. Connect Your External Hard Drive

Plug your external hard drive into your computer using the provided USB cable. Most modern Windows and Mac computers will automatically recognize the newly connected drive.

2. Designate a Backup Folder on the External Drive

Once connected, create a dedicated folder on your external drive to hold your backup. I usually name mine “Computer Backup” for easy identification.

3. Select Files to Backup

Go through your computer and select the folders and files you want to backup. Prioritize irreplaceable files like personal documents, photos, video projects, etc. You don’t necessarily need to backup your operating system or program files.

4. Copy Files to the External Drive

Copy and paste or drag and drop the files and folders you want to backup to your designated backup folder on the external drive.

5. Use Backup Software (Optional)

For automated scheduled backups, consider using the backup software that came with your external drive. This software allows you to select files, designate the backup location, set a schedule, and automate the entire process.

6. Safely Disconnect the Drive

Once your backup is complete, use your computer’s “Safely Remove Hardware” feature to safely disconnect the external drive. For added security, store the drive in a separate location from your computer.

Backing Up to the Cloud

For an extra layer of protection, consider also backing up your important files to a secure cloud storage service. Cloud services like Google Drive, Dropbox, or iDrive allow you to seamlessly sync files between your devices and their servers. Cloud backups protect against both hardware failure and physical damage/theft.

Final Tips

Back up regularly, such as weekly or monthly, to keep your files copies up to date.
Consider enlisting the 3-2-1 backup strategy: 3 copies of your data, 2 local backups (external drive plus computer), and 1 offsite (cloud service).
Backup irreplaceable data like photos or creative work first before system files.
Store your external drive in a different location from your computer to protect against theft or natural disaster.
Encrypt and password protect backups that contain private or sensitive information.
Routinely check your backups to ensure they are working and complete.