Before replacing a laptop or phone, make sure the files you value have a copy away from the old device and that you can restore it. Cloud storage can make files accessible on the replacement device; for irreplaceable photos and records, a separate removable copy reduces reliance on one account or connected location. Check capacity and compatibility, test a restore, and disconnect a removable backup when practical.
Make a recoverable copy before the old computer is erased, handed in or repaired. If you need more than a few synced folders, check which applications, files and folders your computer’s backup method can restore.
An off-device copy matters if a phone is lost, damaged or replaced. Check that the selected service has room for new backups and that you know how to retrieve the files on another device.
Keep employer-controlled material on an approved storage route. The Information Commissioner’s Office notes that corporate cloud storage can help organisations avoid the risks of staff using personal storage services.
Start with the files you must recover, then check the destination, restoration method and device compatibility before resetting the old device.
| Priority | What to check | Your needs |
|---|---|---|
| Recoverable copy | Confirm the copy is separate from the old device, includes the intended folders and can be restored on the replacement device. Test a small file before erasing anything. | I need my important files back even if the old laptop or phone cannot be used. A synced folder may help with access, but I want to know what its restore controls cover. |
| Deletion and incident protection | Check the service’s deletion and version-restoration rules. Google says Drive files remain in Bin for 30 days; Microsoft says deleted files in personal OneDrive accounts can generally be restored within 30 days. Keep a removable copy disconnected when practical: the National Cyber Security Centre has seen ransomware affect connected backup locations. | For photos or records I cannot replace, I do not want a mistaken deletion or an incident affecting one connected location to leave me without another copy. |
| Capacity and compatibility | Compare capacity with the file set, and check the device, port, file system and backup software. Apple recommends a Time Machine disk with at least twice the Mac’s storage capacity; it says a Windows-formatted disk must be reformatted for Time Machine, erasing its contents. | I want the backup to fit the files I am keeping and work with the replacement device without erasing files already on a drive. |
| Access and permissions | Check available account or drive protection and how recovery credentials will be kept. For employer files, follow the organisation’s approved storage and handling rules. | Personal files need appropriate access protection; work material must stay within the storage route my employer permits. |
The National Cyber Security Centre reports ransomware incidents affecting connected USB and network backup drives as well as original data.
For irreplaceable files, keep another copy separately and disconnect a removable backup when it is not in use. Test that you can restore from it.
Google says Drive files are permanently deleted after 30 days in Bin. Microsoft says deleted files in personal OneDrive accounts can generally be restored within 30 days; permanently deleted Recycle Bin items cannot be recovered.
Check the rules for your service and account, and make a separate copy before deleting files or resetting the old device.
Apple says a Windows-formatted disk must be reformatted for Time Machine, permanently removing the files already on that disk.
Check what is on the drive before selecting Erase. Use an empty drive or copy existing files to another location and confirm that copy works first.
Employer information may have access and handling requirements. Information Commissioner’s Office guidance identifies risks when staff use personal storage instead of corporate solutions.
Use the account and backup route your employer approves; ask before including work files in a personal device migration.
Apple’s Time Machine is a local-backup route for a Mac; iCloud-based storage may serve a different set of files alongside it.
Windows File History makes local copies to an external drive or network location, while OneDrive provides cloud file access and restoration controls.
Google account storage is relevant when files and photos need to be available across devices.
Samsung’s T7 Shield is one portable-SSD option for a removable local copy.
These drives provide local storage options for copying files before a device change. Choose the capacity and connection for your file set and devices, then plan how you will keep and test the copy; a drive does not replace cloud access or an employer-approved work backup.
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A removable 1 TB copy may suit a selected set of transition files; compare that capacity with the files you intend to keep. The title specifies USB 3.2 Gen 2. Check the receiving device’s connection and test restoration before relying on the drive.
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This 2 TB external hard drive is a local option for a larger file set. If the backup is for a Mac, check its format and the exact read, write and backup-software setup before moving files; do not assume a drive prepared for Windows is ready for Time Machine.
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The 4 TB capacity is worth comparing with a large photo, video or computer file set before choosing a drive. Its title specifies USB 3.2 Gen 2x2; check the ports, cable and backup format needed by your devices, then test a restored file.
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This 2 TB portable SSD provides a removable destination for files before changing devices. The title specifies USB 3.2 Gen 2; check the connection and file-system requirements of the devices you will use. This T7 is a distinct model from the T7 Shield.
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The title names iPhone 15/16, PC and Mac compatibility, making this a drive to consider for files moving between those listed devices. It specifies USB 3.2 Gen 2 and up to 1,050 MB/s read and 1,000 MB/s write speeds; check the exact phone connection, case and required drive format before use.
Cloud sync can make files accessible on the replacement device, but it does not guarantee indefinite recovery from deletion. Check your service’s restoration rules and keep a separate copy of files you cannot replace.
Apple recommends a Time Machine disk with at least twice the Mac’s storage capacity. That recommendation is for Time Machine, not a universal sizing rule for every cloud plan or external drive.
Not without changing its format: Apple says Time Machine cannot back up to a Windows-formatted disk. Reformatting permanently erases the disk’s existing files, so copy and check them elsewhere before changing it.
Use only a route your employer permits. Information Commissioner’s Office guidance notes that corporate cloud storage can help organisations avoid risks associated with staff using personal storage; check your employer’s rules before copying work material.
For a removable drive, connect it to make or test the backup, then disconnect and store it separately when practical. The National Cyber Security Centre has seen ransomware affect connected backup locations, so a drive left attached does not provide the same separation.