Computer Repair

How to Back Up Your Computer so You Never Lose Files Again

February 14, 2024

Backing up your computer is one of the most important things you can do to protect your files and data. With a good backup system in place, you’ll have peace of mind knowing that your files are safe even if your computer crashes or is lost, stolen, or damaged. In this comprehensive guide, I’ll walk you through everything you need to know to implement a bulletproof backup strategy.

Why Backups Are Essential

Before we dive into the specifics of how to back up your computer, it’s important to understand why backups are so critical in the first place. Here are some key reasons why you should have a backup system:

Prevent data loss – If your computer crashes, is infected with malware, or experiences a hardware failure, you could lose all your files permanently. Backups give you the ability to restore your files.
Recover from theft/damage – If your laptop or external hard drive is lost, stolen or physically damaged, the data will be gone forever if you don’t have a backup.
Restore previous versions – Backups allow you to revert to earlier versions of files in case you make changes you want to undo.
Maintain business continuity – For businesses, backups are necessary for ensuring no downtime or disruption to operations.

Clearly, regularly backing up your data is essential for protecting against catastrophe. Now let’s look at backup methods.

Choosing a Backup Method

There are a few different ways you can back up your computer. Here are the most common backup methods along with pros and cons of each:

External hard drives

Pros: inexpensive, fast backups; allows for physical separation from computer
Cons: requires manual backups; risk of physical damage

Cloud backups

Pros: automated backups; access files from anywhere; protection from physical damage
Cons: slower than local backups; recurring subscription fees

File syncing services

Pros: real-time sync across devices; cloud access; automated
Cons: primarily for syncing not backup; limited storage space

Local network storage

Pros: fast, automated backups; robust storage capacity
Cons: requires IT infrastructure; no protection from site damage

For most individuals and small businesses, I recommend using a combination of external hard drives and cloud backups to get both fast local backups as well as offsite protection.

Choosing External Backup Drives

If you decide to use external hard drives as part of your backup system, here are some factors to consider when purchasing drives:

Storage capacity – Buy drives with enough capacity to hold all the data you need to back up. Allow for future growth too.
Connectivity – USB 3.0 offers fastest transfer speeds. USB-C is ideal for newer computers.
Portability – If you travel often, choose a compact and lightweight portable HDD.
Durability – Look for rugged, shockproof drives if you take them on the go frequently.

Some top-rated portable external HDDs include:

Seagate Backup Plus Slim
WD My Passport
LaCie Rugged Mini
Samsung T5

Tips for External Drive Use

Here are some best practices when using external hard drives for backup:

Keep drives in a safe, secure place when not in use
Consider encrypting sensitive backups
Unplug the drive when not backing up to prevent corruption
Replace drives every 2-3 years to reduce risk of failure
Have at least 2 backups in case 1 drive dies

Selecting Cloud Backup Services

Cloud backups provide an easy way to automate offsite backups of your data. There are numerous services to choose from – here are top options:

Carbonite – Excellent for automatic, set-it-and-forget-it backup
IDrive – Backs up computers, external drives, and mobile devices
Backblaze – Unlimited storage space for one computer
Acronis – Hybrid local + cloud backup solution

Key factors when selecting a cloud backup provider:

Storage space – Some services offer unlimited; others cap storage
Price – Costs vary widely depending on features and storage space
Security – Encryption and private keys protect your data
Restore options – Restore entire system or individual files easily

Be sure to read the fine print to understand storage limits, versioning capabilities, and restore procedures.

How to Back Up Your Computer

Now let’s get into the step-by-step process for how to properly back up your Windows or Mac computer.

Windows Backup Process

Here is how to back up a Windows 10 or Windows 11 PC:

1. Connect the external drive

Plug your external HDD or SSD into your computer via the USB port.

2. Create a backup destination

Open File Explorer and right-click on your external drive
Select “New folder” and name it something like “My Backups”

3. Configure backup settings

Go to Settings > Update & Security > Backup
Under “Backup using File History”, click “Add a drive”
Select your external drive’s backups folder
Turn on “Back up my files”

This will continuously back up your important folders like Documents, Pictures, Desktop, and more whenever files change.

4. Schedule full system backups

Go to Settings > Update & Security > Windows Backup
Click “Go to Backup and Restore (Windows 7)”
Click “Set up backup”
Choose “Let me choose” and select your external drive
Pick a schedule such as weekly or monthly

This will regularly create full system image backups in case you need to restore your entire system.

5. Automate cloud backups

Install and configure software from your preferred cloud backup service to do automatic offsite backups.

Mac Backup Process

Here is how to back up a Mac computer:

1. Connect the external drive

Plug your external HDD or SSD into your Mac via the USB port.

2. Open Time Machine

Go to System Preferences > Time Machine and click “Select Disk”.

3. Choose your backup drive

Select your connected external drive. Enable encryption if desired.

4. Exclude files (optional)

Click Options to exclude any folders you don’t want backed up.

5. Turn on Time Machine

Toggle Time Machine to ON. It will regularly back up all your important files.

6. Setup cloud backup

Download software like Carbonite to add automated cloud backup for another layer of protection.

Best Practices for Backups

Follow these guidelines to ensure you have a bulletproof backup solution:

Do frequent backups – Backup daily or weekly instead of just occasionally.
Validate backup integrity – Periodically restore files from backup to test the process.
Store backups offsite – Keep at least one backup copy at another location for protection.
Use the 3-2-1 rule – Maintain 3 copies of data, on 2 types of media, with 1 copy offsite.
Encrypt backups – Password protect backup drives for security.
Automate backups – Set schedules so backups happen on their own.
Keep backup drives safe – Store them in a fireproof safe when not in use.

Recovering Files from Backup

The most important part of any backup system is being able to reliably restore files when needed. Here is how to recover files from backup:

On Windows, use the File History interface to find and restore lost files that were backed up. You can also restore full system images.
On Macs, you can enter Time Machine to browse and recover older versions of files that were changed or deleted.
For cloud backups, log into your account online and restore files directly back to your computer.
With external drives, connect the drive and copy backup files directly back onto your computer’s internal drive.

Take the time to practice actually restoring files from backup regularly to ensure your process works when you really need it.

Conclusion

Implementing regular backups is absolutely critical to protect your irreplaceable data from loss. By combining local external hard drive backups with automated cloud backup services, you can ensure your files stay safe through any catastrophe. Follow best practices around backup scheduling, encryption, storage, and testing. Put these tips into action today and you will have peace of mind knowing your data is secure.