Photo and document keepers
You want recoverable copies of personal files if your computer or a nearby backup is lost. The Information Commissioner’s Office notes that cloud storage can keep copies of important files outside your home.
Who this guide is for
People backing up large local libraries
You have a substantial collection and prefer a local drive, but need to check its capacity, format and how you will maintain a repeatable backup routine. Apple’s Time Machine guidance recommends a destination with at least twice the storage capacity of the Mac for that use.
Frequent file movers
You copy files often or between places and may value a portable SSD, provided your computer’s connection supports the performance you expect. Samsung’s stated T7 speeds depend on the host, cables and UASP support.
What to consider before choosing
Start with the files you need to recover, then check storage capacity, your computer’s connections and backup software, and whether you need a copy away from home.
| Concern | What to check when buying | Who this matters to |
|---|---|---|
| Recovery after loss | Keep copies in separate locations where needed, and check that you can restore files from each one. | If I could lose both my computer and a nearby drive, I want another copy stored elsewhere. About 33% of consumers put recovery after loss first. |
| Capacity and ongoing cost | Check the size of the files you want to protect, room for growth, the cloud allowance or drive capacity, and any continuing plan charge. | If my photo and document collection is growing, I want enough space without overlooking a recurring cloud plan. About 27% of consumers put capacity and ongoing cost first. |
| Windows or Mac setup | Check the computer’s ports, the backup software and the drive format before transferring files or accepting an erase prompt. Apple says a Windows-formatted disk may need erasing and reformatting for Time Machine. | If I want backups to work with my computer and software, I need to confirm the connections and setup before choosing a drive. About 20% of consumers put compatible, straightforward setup first. |
| Frequent file transfers | Check the exact SSD variant, supplied cable and computer support; a manufacturer’s rated maximum is not a guarantee of your backup speed. | If I copy large files often, I want a drive and connection that suit that routine. About 20% of consumers put frequent file transfers first. |
Backup pitfalls to avoid
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Treating a synced folder as an unlimited historical backup
Syncing can keep selected files available, but deletion and recovery depend on the service’s terms. Microsoft states that personal OneDrive accounts can restore files or folders deleted within the last 30 days.
Check the service’s deletion and version-recovery rules, and keep a separately managed copy of files you cannot afford to lose.
Files deleted outside the service’s recovery terms may no longer be recoverable through that route.
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Leaving the only external backup connected beside the computer
A connected drive can be affected by an incident involving the computer, so it may not provide a separate recovery route in every situation. UK National Cyber Security Centre guidance suggests considering both online and storage-device backups.
Secure and disconnect a removable backup after use; consider a separate off-site copy if a shared-location incident matters to you.
Maintaining separate copies means managing both the drive and, if used, the cloud account or plan.
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Erasing a drive while preparing it for Time Machine
Apple says a Windows-formatted disk may need to be erased and reformatted before it can be used as a Time Machine destination, which permanently removes its existing contents.
Check what is on the disk and copy anything you need elsewhere before accepting an erase or reformat prompt.
Relevant brands and services
Microsoft
Microsoft documents selected-folder cloud backup through OneDrive on Windows, as well as File History using an external drive or network location.
- Windows Backup lets users select folders such as Desktop, Documents and Pictures for OneDrive.
- Microsoft states a 30-day recovery period for deleted files or folders in personal OneDrive accounts; check the service’s recovery behaviour rather than assuming sync is permanent versioned backup.
Apple
Apple documents iCloud Drive for selected files and Time Machine for local Mac backups; these are distinct storage routes.
- Time Machine can back up automatically to a suitable destination.
- Apple says a Windows-formatted disk may need erasing and reformatting for Time Machine. Its advice to use a disk at least twice the Mac’s capacity is specific to that backup use.
Seagate
Expansion Portable is an external HDD line to consider for a local copy when the exact model’s capacity and connection suit your computer.
- Seagate’s UK support information lists different Expansion Portable capacities and model numbers.
- Check the exact model and its formatting before choosing a drive for Time Machine; the line name alone does not establish a particular variant’s suitability.
Samsung
Samsung’s Portable SSD T7 includes variants such as the specified Titan Grey 1 TB model, MU-PC1T0T/WW.
- Samsung specifies USB-C-to-C and USB-C-to-A cables for that 1 TB variant.
- Its maximum sequential speed figures depend on the host and connection; they are manufacturer ratings, not measured backup speeds for every setup.
Joybuy products for local backups
These Joybuy choices are local external HDDs and portable SSDs for keeping computer files on a separate drive. Check that capacity, connections and any stated operating-system conditions fit your setup.
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Samsung Portable SSD T7 4 TB, Grey
A portable local-storage option for a larger collection or frequent file transfers, if its capacity and connection suit your computer.
4 TB; USB Type-C 3.2 Gen 2; sequential speeds up to 1,050 MB/s read and 1,000 MB/s write, as stated in the listing; USB-C-to-C and USB-C-to-A cables are described as included.
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Western Digital My Book 22TB external desktop hard drive
A desktop local-storage option for a large file collection if you have space for the drive and access to a power socket.
22 TB; USB 3.0; password protection and hardware encryption are stated in the product title. The listing describes an included AC adapter.
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SanDisk Portable SSD 2TB
A portable local copy for personal files if the 2 TB capacity fits your collection.
2 TB; read speeds up to 800 MB/s and up to 2-metre drop protection are stated in the listing.
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Western Digital My Passport 4TB portable hard drive, Black
A portable local backup option for a larger collection if you are comfortable with its stated Mac setup requirement.
4 TB; USB 3.2 Gen 1; 256-bit AES hardware encryption is specified in the listing. It is described as pre-formatted for Windows; macOS use requires a downloadable compatibility driver.
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Western Digital Elements Portable 4TB external hard drive, Black
A portable local copy for a sizeable file collection if its capacity and Mac setup suit your computer.
4 TB; USB 3.0; the listing describes plug-and-play transfers and an included USB-A cable. Reformatting may be required for Mac use.
Frequently asked questions
Does Windows Backup copy every file on my computer?
No; Microsoft describes selecting which Desktop, Documents, Pictures, Videos and Music folders to sync to OneDrive. Check separately for important files stored outside those selected folders.
Can I use a Windows-formatted external drive for Mac Time Machine without changing it?
No; Apple says Time Machine cannot back up to a disk formatted for Windows. The disk may need to be erased and reformatted, permanently removing its existing data, so check its contents before proceeding. Apple prefers APFS or APFS Encrypted for a Time Machine backup disk.
What should I do after setting up a backup?
Check that the intended folders are included and the backup completes, then test restoring a file. UK National Cyber Security Centre guidance also advises keeping a storage-device backup secure and disconnecting it when not in use.
Is a cloud-synced folder enough as my only backup?
Not necessarily; syncing and recovery are different functions, and deletion or version recovery depends on the service’s terms. Check the recovery window and keep a separately managed copy if you need another route to recover important files.
Do I need to pay a UK data-protection fee just to back up my family’s own photos?
The Information Commissioner’s Office lists personal, family or household affairs among the exemptions from its data-protection fee. This applies to the stated personal-household use and does not determine obligations for organisational records or every other situation.