Choose according to what you need to recover: cloud synchronisation helps you reach current files across devices, but it is not necessarily a separate copy you can restore after deletion or device failure. For important work files and family photos, a local backup alongside an independent cloud copy can cover different loss scenarios, provided you check what each copy includes, how long older files remain recoverable and whether you can restore them.
If photos and videos would be difficult to replace after a phone or computer is lost, prioritise an automatic routine, a copy stored separately from the device and a small test restore. A shared photo library alone does not establish what you could recover after deletion.
If you need current files on a computer and phone, including while away from home, synchronisation may provide the access you want. Check separately how you would retrieve an earlier or deleted version, and whether the account and sharing rules suit everyone who needs access.
If much of your photo, video or work-file collection sits on a computer, an external drive offers a local route for making and restoring a copy. Check its capacity and computer connection, then keep the backup current and away from the original device when practical.
Choose when: You want a computer's files copied automatically to a location away from that computer.
Bear in mind: Uploads and restores depend on your connection, while coverage and retention depend on the service. Backblaze describes its computer backup as an active mirror, not a permanent archive.
Choose when: Your main need is to open and update current files on several devices.
Bear in mind: Deletions and unwanted changes can follow the files between devices; recovery depends on the service's backup and version-history rules. Apple distinguishes data synchronised through iCloud from data included in iCloud Backup.
Choose when: You want a local copy of a computer's files and a restore route that does not rely on downloading the whole library.
Bear in mind: The copy must be updated and stored safely; a drive beside the computer may be affected by the same incident.
Choose when: Important photos or work files call for both a local restore route and a separate copy away from the device.
Bear in mind: You need to maintain both routines and confirm that the copies are independent, rather than two views of the same synchronised files.
| Concern | What to check | Who this matters to |
|---|---|---|
| Recovery after loss or deletion | Identify the files covered and check the deletion or version-retention period. Try restoring a small folder. | If a device fails or I delete important files, I need a copy I can actually restore. Around 31% of consumers put recoverability first. |
| Access across devices | Check device compatibility and whether household storage is shared or allocated to each person. | When I switch between my phone and computer, I want the current files available without mixing up family members' accounts. For around 25% of consumers, cross-device access and sharing are the primary need. |
| Large-library capacity | Measure the files to be protected, allow room for growth and check drive connections or cloud upload requirements. | With a growing photo or video library, I need enough space and a practical way to restore it. Roughly 19% of consumers primarily need a workable route for a large library. |
| Account and copy resilience | Check account-recovery methods and two-step verification; keep an independent copy in a separate safe location. | If I lose access to an account or one storage location, I do not want every copy to become unreachable. Around 25% of consumers place account security and copy separation first. |
An unwanted change can reach other synchronised devices. Microsoft says deleted files in a personal OneDrive account can be restored within 30 days, so that recovery window should not be treated as indefinite retention.
Check the version-history and deleted-file rules for your plan, and keep an independent copy if older work or photos matter.
Files or earlier versions may become unrecoverable after the applicable retention window ends.
The space available to each person may differ from the headline total. Microsoft lists Microsoft 365 Family storage as 1 TB per person for up to six people, rather than one freely pooled allowance.
Measure each person's files, allow for growth and check how the chosen plan allocates storage before relying on its total capacity.
A local copy can be affected by an incident at the same location. The National Cyber Security Centre describes a backup as a copy kept in a separate safe place.
Move the drive to another safe location when appropriate, or maintain an independent off-site copy of files you cannot replace.
A cloud copy is difficult to use if you cannot recover the account. The National Cyber Security Centre says two-step verification makes access harder for someone who knows your password.
Enable two-step verification, safeguard your recovery method and check that you could sign in if your usual phone were unavailable.
iCloud services are relevant when a household uses Apple devices for photos, files and device backups.
OneDrive and Microsoft 365 are relevant to households managing current files across computers and mobile devices.
Backblaze Computer Backup is a route to consider for automatic backup of a Mac or Windows computer rather than everyday file synchronisation.
WD portable drives offer a local-copy route for files held on a computer.
Seagate external drives are another local-storage option for computer backups.
These Joybuy drives are options for making a local copy of files and photos. Choose a capacity and connection that fit your devices, then plan how you will keep the copy current and separate from the originals; a local drive alone does not create an off-site backup.
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Consider this for a Mac-centred local copy of a photo or work-file library. It is a 5TB portable external hard drive; compare that capacity with the files you need to protect and check compatibility if you also plan to use it with Windows.
Keep another copy in a separate safe location for files you cannot replace.
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Consider this for a local copy of computer files if 2TB leaves enough room for your current library and its growth. It is a portable external hard drive; check the software and compatibility requirements for the computer you will use.
Store an independent copy elsewhere if loss of both the computer and drive would put important files at risk.
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Consider this for a portable local copy when 1 TB suits the files you plan to carry or protect. Its title specifies USB 3.2 Gen.2; check the connection and the backup workflow you intend to use rather than assuming that storing files on the SSD schedules backups automatically.
For irreplaceable files, maintain a separate copy away from this drive.
No: synchronisation keeps selected current files in step across devices, whereas a backup provides a separate copy for restoration. Apple distinguishes iCloud synchronisation from iCloud Backup; check the recovery and retention rules of any synchronised service before relying on it to retrieve deleted or older files.
Start with the size of the files each person needs to protect, then leave room for growth and check how the chosen plan or drive allocates capacity. Microsoft lists Microsoft 365 Family as 1 TB per person for up to six people, so its household total should not be mistaken for a single pooled allowance.
An external drive can hold a recoverable local copy, but one kept with the computer may be exposed to the same loss or damage. The National Cyber Security Centre advises keeping a backup in a separate safe location; for files you cannot replace, consider another independently stored copy.
Enable two-step verification and make sure you could use your account-recovery method if your usual phone were lost. The National Cyber Security Centre says two-step verification makes account access harder for someone who has your password; protecting the recovery email matters too.