How to Back Up Your Data to an External Drive

Edited 2 weeks ago by ExtremeHow Editorial Team

BackupExternal DriveData ManagementComputersWindowsMacDevicesStorageSecuritySettings

In today's digital age, backing up your data is a must. Whether you are a student, a professional, or a casual user, losing your data can be a devastating experience. This guide will help you understand how to backup your important data to an external drive. We will cover everything you need to know, from choosing the right external drive to the step-by-step process of backing up your files.

Why you should back up your data

Data loss can occur due to many reasons such as hardware failure, accidental deletion, malware attacks or natural disasters. Creating regular backups ensures that you will have a copy of your important files in case the unexpected happens. Here are some of the main reasons why you should back up your data:

• Protection against data loss: Having a backup ensures that you don’t lose your important documents, photos, and other files.
• Malware protection: Ransomware and other malicious software can encrypt or delete your data. Backups can help you recover your files without paying ransom.
• Hardware failures: Hard drives and SSDs can fail without warning. Backing up gives peace of mind that your data is safe.
• Accidental deletion: Accidentally deleting files is common. With a backup, you can recover them quickly.

Choosing the right external drive

Before you can back up your data, you'll need an external drive. There are several factors to consider when choosing the right external drive for your needs:

Storage capacity

The storage capacity of an external drive is an important factor. Make sure the drive has enough space to store all your important files. Here are some common sizes:

• 500GB: Suitable for backing up small amounts of data like documents and photos.
• 1TB - 2TB: Ideal for backing up large data sets, including videos and entire system images.
• 4TB and above: This is great for users who need a lot of storage, like professionals or gamers.

Drive type

There are two main types of external drives: HDD (hard disk drive) and SSD (solid state drive). Each has its own advantages and disadvantages:

• HDD: These are generally cheaper and offer larger storage capacities, but are slower and more prone to mechanical failure.
• SSD: These are faster and more reliable, but more expensive per gigabyte of storage.

Connection type

External drives can connect to your computer using different interfaces. The most common are:

• USB 3.0: Provides faster transfer speeds and is widely compatible.
• USB-C: Compatible with modern devices and offers very high transfer speeds.
• Thunderbolt: Provides extremely fast data transfer rates, but is typically more expensive and limited to certain devices.

Portability

If you need to take your backup drive with you, consider a portable external drive. These are typically smaller and lighter but may offer less storage capacity than desktop external drives.

Preparing your external drive

Once you've chosen the right external drive, the next step is to prepare it for backup. This includes checking compatibility and formatting the drive if necessary.

Compatibility check

Make sure your external drive is compatible with your computer. Most modern external drives are plug-and-play, meaning they will start working as soon as you connect them to your computer. However, it is good practice to check the manufacturer's website for any specific drivers or software needed.

Formatting the drive

If you're using a new external drive, it may already be pre-formatted. However, you may need to format the drive if you want to make sure it's using the correct file system. The file system you choose may affect compatibility with different operating systems:

• NTFS: Ideal for Windows users. It supports large files and is very robust.
• exFAT: Compatible with both Windows and macOS. It also supports larger files.
• HFS+: Best for macOS users. This is the default file system for macOS.

To format a drive on Windows:

1. Connect your external drive to your computer.
2. Open File Explorer and locate the external drive.
3. Right-click the drive and select Format.
4. Select the desired file system (e.g., NTFS, exFAT) from the dropdown menu.
5. Click Start to begin the formatting process.

To format a drive on macOS:

1. Connect your external drive to your computer.
2. Open Disk Utility.
3. Select the external drive from the list.
4. Click the Delete button.
5. Select the desired file system (e.g., HFS+, exFAT) from the dropdown menu.
6. Click Erase to format the drive.

Backing up your data manually

There are several ways to manually back up your data to an external drive. Here are the steps to manually back up on both Windows and macOS:

Backing up on Windows

To manually back up your data on Windows, follow these steps:

1. Connect your external drive to your computer.
2. Open File Explorer.
3. Go to the files and folders you want to back up.
4. Select the files or folders, right-click, and choose Copy.
5. Navigate to your external drive in File Explorer.
6. Right-click on a blank space in the external drive and select Paste.

Repeat these steps for all the files and folders you want to back up.

Backing up on macOS

To manually back up your data on macOS, follow these steps:

1. Connect your external drive to your computer.
2. Open Finder.
3. Go to the files and folders you want to back up.
4. Select the files or folders, right-click, and choose Copy.
5. Navigate to your external drive in Finder.
6. Right-click on a blank space in the external drive and select Paste.

Repeat these steps for all the files and folders you want to back up.

Using backup software

Backing up your files manually can be time-consuming. Using backup software can automate the process and ensure that your backups are up-to-date. Here are some popular backup software options for Windows and macOS:

Backup software for Windows

Some popular backup software options for Windows are:

• Windows Backup and Restore: Built into Windows, it allows users to create system images and backup files automatically.
• Acronis True Image: A powerful backup solution that offers features like full system backup and cloud storage.
• Macrium Reflect: A reliable software for creating disk images and disk cloning.

Using Windows Backup and Restore

To back up your data using Windows Backup and Restore:

1. Connect your external drive to your computer.
2. Open Control Panel and go to System and Security.
3. Click Backup and Restore (Windows 7).
4. Click Set Up Backup, and follow the wizard prompts.
5. Select your external drive as the backup destination.
6. Select the files and folders you want to back up or select Let Windows choose for automatic selection.
7. Click Save Settings and Run Backup to start the backup process.

Backup software for macOS

Some popular backup software options for macOS are:

• Time Machine: Built into macOS, it allows users to easily create incremental backups.
• Carbon Copy Cloner: A powerful backup solution that offers features like full system backup and disk cloning.
• SuperDuper!: Another reliable software for creating bootable backups and disk images.

Using Time Machine

To back up your data using Time Machine:

1. Connect your external drive to your computer.
2. Open System Preferences and click on Time Machine.
3. Click Select backup disk.
4. Select your external drive from the list and click Use Disk.
5. Time Machine will automatically format the drive and begin the initial backup.

Time Machine will then continue to run automatic backups in the background. You can also start a manual backup by clicking the Time Machine icon in the menu bar and selecting Back Up Now.

Advanced backup techniques

Once you're familiar with basic backups, you may want to try some advanced techniques:

Incremental backup

Incremental backups only back up data that has changed since the last backup. This method saves time and storage space. Time Machine on macOS and many third-party software solutions support incremental backups.

For example, in Acronis True Image:

1. Open Acronis True Image.
2. Click on Backup.
3. Select the data you want to back up.
4. Select your external drive as the destination.
5. Under Backup plan, select Incremental.
6. Now click on Back up.

Encrypted backup

For added security, you can encrypt your backups. Encryption ensures that only authorized users can access your backed up data.

For example, in macOS's Time Machine:

1. Open System Preferences and go to Time Machine.
2. Click Select backup disk.
3. Select your external drive and check the box labeled Encrypt Backup.
4. Click Use Disk and set the password.

Cloud backup

Using cloud storage services as an additional backup method can provide redundancy and protect your data from local disasters. Here are some popular cloud backup solutions:

• Google Drive: Offers 15GB of free storage and integrates well with Google services.
• Dropbox: Known for its ease of use and file sharing capabilities.
• OneDrive: Integrates with Microsoft Office and offers 5GB of free storage.

To use Google Drive for backup:

1. If you don't have a Google account, sign up for one.
2. Download and install the Google Drive application on your computer.
3. Open the Google Drive app and sign in with your Google account credentials.
4. Create a folder in Google Drive for your backup.
5. Drag and drop the files you want to back up to the Google Drive folder.

Conclusion

It's important to back up your data regularly to prevent losses due to accidents, hardware failures, or malware attacks. By following this guide, you can choose the right external drive, prepare it, and use different methods to back up your important files. Whether you prefer manual backups or automated solutions, the important thing is to make sure your data is safe and can be recovered when you need it.

Remember, the best backup strategy is one you can implement consistently. Get into the habit of backing up your data regularly, and you'll have peace of mind knowing that your important files are safe.

  Share This Article

If you find anything wrong with the article content, you can request an update