Keep the files you need on your laptop, but make a separate, recoverable copy elsewhere: a synced folder alone does not provide that separation. Use cloud settings to keep essential files available offline, and consider an external drive or another independent backup destination. A network-attached storage system makes more sense when several devices need shared storage and you are willing to maintain it.
If documents, photos or current projects must open without an internet connection, check which files are actually stored on the laptop. Microsoft Support and Google Drive Help describe different controls for keeping cloud files available locally; a file appearing in a folder does not, by itself, settle that question.
For photos and records that would be difficult to replace, convenient access across devices is only part of the decision. The National Cyber Security Centre advises keeping a backup in a separate safe location, so plan how you would recover a copy after a device problem or accidental deletion.
A shared network-attached storage system can provide a local destination for household files. Synology describes backup destinations for its NAS systems, but this route also calls for setup, maintenance and a separate backup of the NAS itself.
Decide which files must open offline, then choose a separate destination from which you could restore them. Check the space needed for each copy before deciding whether cloud storage, an external drive or shared network storage fits your routine.
| Concern | What to check | Who this matters to |
|---|---|---|
| Independent recovery | Check where a separate copy will be kept and how you would restore a file from it. | If my laptop fails or a synced file is deleted, I need a copy I can still recover. Around 31% of consumers put independent recovery first. |
| Offline access | Check the service's offline-file controls and the laptop space needed for selected files. | When I am travelling or my connection drops, I need my working files to open on the laptop. Offline access comes first for around 31% of consumers. |
| Storage capacity | Measure the files and photos to be protected, then check space for local and cloud copies as the collection grows. | My photo and video collection is growing, and I need room for both copies rather than just the files I use today. Roughly 23% of consumers make capacity their primary concern. |
| Shared storage | Check which household devices need access and where a separate backup of shared files would go. | Several devices in my household need a common place for files, and I am prepared to maintain it. For about 15% of consumers, shared storage takes priority. |
Dropbox explains that changes to synced files update across locations. For important files, that convenience should not replace the separate safe copy described by the National Cyber Security Centre.
Keep a recoverable copy outside your main sync workflow, and check that you can find and restore a file from it.
Microsoft's OneDrive Files On-Demand and Google Drive for desktop can show files that are not stored locally. Keeping files downloaded uses laptop storage.
Before you need to work offline, mark essential files for local availability and confirm they have downloaded.
The National Cyber Security Centre warns that connected backup storage can be affected during an incident involving the computer.
After a backup completes, check it and safely disconnect the drive. Keep another copy in a separate location or appropriately protected destination.
A local-plus-cloud arrangement needs enough room in each location. Mirrored or pinned files take up space on the computer as well as in cloud storage.
Measure the folders and media you intend to protect, allow for growth, and check that both destinations can hold the copies you plan to keep.
OneDrive offers Windows users cloud sync with Files On-Demand controls.
Google Drive for desktop offers a choice between streaming and mirroring My Drive files.
iCloud Drive and iCloud Photos are relevant to people using Apple devices who also need access on a Windows PC.
Dropbox provides cross-device sync controls and a separate Dropbox Backup function.
Synology NAS systems provide a dedicated local storage route for people prepared to manage shared household files.
These external drives can provide a local destination for copied files and photos. Check the capacity and connection against your devices and data, then plan a separate cloud or other off-site copy if you need protection beyond the local drive.
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Consider this as a local destination when you need space for a substantial file or photo collection. It is a 5TB portable external hard drive; check that the connection and available space suit your backup routine.
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This portable SSD can serve as a separate local destination for files copied from a laptop. Its title specifies 2 TB and USB Type-C 3.2 Gen 2; check the connection and the size of the files you intend to protect.
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This portable external hard drive is an option for keeping a local copy of documents and media. Its stated capacity is 2TB; decide whether that leaves enough room for the files you plan to back up.
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This 1TB portable SSD can hold a local copy of selected files and photos. Check whether 1TB covers the data you intend to copy and whether your computer has the required USB Type-C connection.
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This 4TB external drive offers a local destination for a larger collection of copied files. Check that its USB3.0 connection suits your computer and that 4TB allows room for the files you want to retain.
No. Dropbox says changes to synced files update across locations, whereas a separate backup gives you another copy to restore. For important files, follow the National Cyber Security Centre's advice to keep a copy in a separate safe location.
Use the service's local-availability setting and confirm the files have downloaded before going offline. Microsoft offers OneDrive's “Always keep on this device”; Google Drive for desktop offers mirroring for My Drive or offline selection for streamed files; and Apple provides pinning controls in iCloud for Windows.
No, pinning alone does not make them independent of iCloud Photos deletion. Apple Support says a photo or video deleted on another device with iCloud Photos enabled is deleted from the PC too, even if pinned. Copy important items into another folder and back up that folder separately.
A permanently connected drive should not be your only backup copy. The National Cyber Security Centre warns that connected backup storage can be affected by an incident involving the computer; check that a backup has completed, then safely disconnect the drive and keep another copy separately.