For important personal files, use copies in separate places: a local backup can make routine restores convenient, while a cloud or other off-site copy protects against losing the computer and nearby storage together. Choose a drive and backup tool that fit your files and computer, then check what the cloud service retains after a file is changed or deleted; synchronisation alone should not be assumed to provide an independent backup.
The right routine depends on what would be hard to replace and where a recoverable copy will be kept.
If these files cannot easily be recreated, keep a copy away from both the computer and its usual storage location. The Information Commissioner's Office notes that a cloud copy can remain available after a household fire, flood or theft; the National Cyber Security Centre warns that connected backup drives can also be affected by ransomware.
Microsoft distinguishes two built-in routes: File History makes regular copies to an external drive or network location, while Windows Backup synchronises selected folders to OneDrive. Choose by the destination and recovery behaviour you need, not simply by the name of the tool.
For Time Machine, check the disk's capacity and format before dedicating it to backups. Apple recommends a device with at least twice the Mac's storage capacity and says Time Machine cannot back up to a Windows-formatted disk.
Start with the copies you need to recover, then choose destinations and a routine that keep those copies available.
| Priority | What to check | Your needs |
|---|---|---|
| Separate copies | Keep a copy apart from the computer. If malware is a concern, consider whether a completed local backup can be disconnected; for household loss, consider an off-site copy. The National Cyber Security Centre describes ransomware affecting connected backup drives, while the Information Commissioner's Office describes the value of a cloud copy after fire, flood or theft. | My photos and documents would be hard to replace if the computer and a drive beside it were lost together. |
| Capacity | Count the files to be backed up and allow room for growth and retained versions. Check a drive's usable space or a cloud plan's allowance; for Time Machine, Apple recommends a disk with at least twice the Mac's storage capacity. | A growing photo or video collection needs enough space without leaving important folders out. |
| Recovery | Confirm which folders are included, how to restore a file, and what happens to changed or deleted files. Check the recovery period and features of the particular cloud product or plan. | If I delete or overwrite a document by mistake, I want to know whether an earlier copy can still be restored. |
| Routine and compatibility | Check whether the backup tool supports the intended drive or cloud destination and how often it makes copies. Microsoft says File History uses an external drive or network location; Windows Backup synchronises selected folders to OneDrive. | I'm more likely to keep a regular backup if the chosen tool fits my computer and does not depend on remembering every manual copy. |
| File protection | Check available drive encryption, cloud-account security and how recovery details will be kept. The Information Commissioner's Office identifies encryption as protection for stored personal information. | A portable drive or online account holding sensitive records needs protection that will not lock me out when I restore them. |
The National Cyber Security Centre describes ransomware incidents affecting connected USB and network backup drives as well as the original data.
Make regular local copies, but disconnect or otherwise isolate at least one completed backup when it is not being updated. Keep another copy off-site if losing the home or computer is part of the risk you are planning for.
A drive's stated capacity does not establish that it has enough room for retained versions or works in its current format with your chosen tool. Apple recommends at least twice the Mac's storage capacity for Time Machine and says it cannot back up to a Windows-formatted disk.
Check the tool's destination requirements and your files' size before dedicating a disk. Move any files you need elsewhere before erasing or reformatting it.
Reformatting a disk removes the files already on it.
Synchronisation and backup have different recovery arrangements. A changed or deleted synced file may not remain recoverable for as long as you expect; features can depend on the service and plan.
Check included folders, deleted-file retention and version history, then try restoring a non-critical file before relying on the service.
Encryption helps protect files on a lost storage device, but access to an encrypted backup may depend on a password or recovery method.
Keep those details securely and separately from the drive, and make sure you can use them when restoring files.
Windows users can consider File History for regular external-drive or network-location copies, or Windows Backup for selected folders synchronised through OneDrive.
Mac users choosing a local Time Machine destination should check disk size and formatting before setting up the routine.
Dropbox is a cloud option to assess by the particular storage or Backup product and the recovery features of the chosen plan.
These Joybuy hard drives and portable SSDs are options for keeping a local copy of personal computer files. Pair the drive with a suitable backup routine, and consider a separate off-site copy for risks that could affect both your computer and the drive.
No image availableA 2TB local drive is worth considering for a collection of personal files. Check that its backup software and restore process fit your computer before depending on an automatic routine; keep another copy elsewhere rather than relying on one portable drive.
No image availableThis 5TB portable hard drive is a local-storage option for a larger Mac file collection. Confirm its format and compatibility with your intended Time Machine setup before dedicating it to backups; check the required driver if you also plan to use it with Windows.
No image availableIts 1 TB capacity and USB 3.2 Gen 2 connection make this a portable local-storage option if you move a copy between locations. Check how your operating system will schedule and restore backups to the drive, and do not treat carrying one copy as a substitute for keeping copies separately.
No image availableThis 1 TB portable SSD has a USB Type-C 3.2 Gen 2 connection for a local file copy. Check the connection to your computer and the scheduled-backup and restore workflow you intend to use; protect the drive from liquids when carrying it.
No image availableThis USB 3.0 drive offers 2TB of local storage for files you want to copy from a computer. Check the format for your system, whether your chosen backup tool can run on a schedule, and the available encryption options if the drive will hold sensitive files.
For files that would be hard to replace, a local drive and a separate cloud or other off-site copy address different risks. Microsoft Support identifies external storage as useful without internet access or for numerous or large files; the Information Commissioner's Office notes that a cloud copy can remain available after a household fire, flood or theft. Keep the local copy protected against incidents affecting connected drives.
Not automatically: check what remains recoverable after a file is changed or deleted. Microsoft Support says Windows Backup synchronises selected folders to OneDrive, while Dropbox describes a separate Backup workflow. For the product and plan you choose, confirm included folders, version history, deleted-file retention and how restoration works.
Apple recommends a disk with at least twice the storage capacity of your Mac. Check how much space your files use and leave room for backups over time rather than choosing a disk based only on the size of today's files.
Apple says Time Machine cannot back up to a Windows-formatted disk. Check the required Mac format and copy any existing files elsewhere before reformatting, which erases the disk.
Check that its storage allowance fits the folders you want to protect, then examine renewal terms, deleted-file retention, version history and the restore process. These details matter especially if you expect to retrieve an older version or recover files after changing plans; Dropbox Help notes that its updated Backup workflow does not offer Rewind.