How to Back Up Your Computer

Backups feel boring. Until your laptop gets stolen, hard drive dies, or ransomware locks your files. Then they're the most important thing you own. Here's how to set up real backups (not just iCloud sync) in 30 minutes.

The 3-2-1 rule

Industry standard for backups:

• 3 copies of important data
• 2 different media types (hard drive + cloud, for example)
• 1 copy offsite (in case of fire or theft)

For most home users: original (on your computer) + external drive (Time Machine / File History) + cloud (Backblaze, iDrive). Three copies, two types, one offsite.

What's not really a backup

iCloud, Google Drive, OneDrive, Dropbox

These are SYNC, not backup. If you delete a file, it deletes from the cloud too. If ransomware encrypts your files, the encrypted versions sync to the cloud. The companies do keep recent versions, but only for 30-180 days. They're useful for syncing between devices and emergencies, but not backup.

Time Machine alone

Time Machine is great but only one copy. If your house catches fire, both your Mac and the Time Machine drive are gone. Combine with cloud backup.

Mac: Set up Time Machine

Built-in, free, excellent.

1. Buy a USB external drive (at least 2x the size of your Mac's storage)
2. Plug it in. Mac asks if you want to use it for Time Machine. Say yes
3. If not asked, System Settings > General > Time Machine > Add Backup Disk
4. First backup takes hours. Future ones are incremental (only changes)
5. Time Machine backs up automatically every hour as long as the drive is connected

Full guide: Time Machine setup.

Windows: Set up File History or Windows Backup

Windows 10/11 File History

1. Plug in an external drive
2. Settings > Update & Security (Win 10) or System > Storage > Advanced storage settings (Win 11)
3. Find File History or "Backup using File History"
4. Add a drive, turn on
5. File History backs up Documents, Pictures, Videos, Music, Desktop folders by default

Windows 11 Backup app (newer)

1. Open the Windows Backup app
2. Sign in with Microsoft account
3. Choose folders to back up (uses OneDrive)
4. Note: limited to 5GB free. For more, pay for OneDrive or use File History to local drive

Add cloud backup (offsite copy)

Local backups protect against drive failure, but not theft or fire. You need offsite. Options:

Backblaze ($9/month)

Best for most home users. Unlimited storage, runs in background.

1. Sign up at backblaze.com
2. Install the app
3. It uploads your entire user folder automatically
4. First upload takes days to weeks (depends on internet)
5. After that, only changes upload

iDrive ($8/month)

Per-GB pricing (5TB plan around $80/year). Good for multi-device families.

Carbonite ($83/year)

Similar to Backblaze. Slightly more expensive, slightly older interface.

iCloud Backup (Macs)

Pay for iCloud+ storage, enable Desktop & Documents Folders sync. Not a full system backup (apps and settings don't transfer) but covers most files. Better than nothing if you can't add Backblaze.

Backup a specific folder, not everything

If you only need to back up Documents or Photos:

• Copy to external drive manually (drag and drop)
• Or set up File History / Time Machine to include only those folders
• Or sync those folders to OneDrive / Google Drive / iCloud (sync, not real backup)

Test your backup

An untested backup might not work when you need it.

1. Once a quarter, pick a random file
2. Restore it from your backup (Time Machine: enter Time Machine, find file, restore)
3. Open the restored file, confirm it's good

What to do when your drive dies

If your computer's drive fails:

1. Get a new computer or drive
2. Mac: during setup, choose "Restore from Time Machine"
3. Windows: install Windows, then use File History to restore
4. Restore Backblaze: log in, download files
5. Time: hours to days depending on how much data

What if I get hit by ransomware?

If you have backups: restore from backup. Done. Don't pay the ransom.

This is the whole reason to have backups. People without backups pay ransoms in the thousands. People with backups shrug and restore.

Common backup mistakes

• Only using cloud sync (iCloud, Google Drive). Not a real backup
• Backup drive permanently connected. Ransomware can encrypt it. Disconnect when not actively backing up (or pair with a cloud backup that has version history)
• One backup, never tested. Untested backup = no backup
• External drive in same room as computer. Fire takes both
• Skipping the cloud component. Even one offsite backup makes a huge difference