People with photos and documents they cannot recreate
If a computer is lost, stolen or damaged, you need a retrievable copy elsewhere. Which? also identifies malware as a reason to protect personal files with a backup.
Who needs a separate backup?
Extra space on a computer is not the same as a copy that remains available when that computer is unusable. The National Cyber Security Centre describes a backup as important data kept in a separate, safe location.
Windows users with a full or soon-to-be-replaced PC
Decide which folders must survive a device change. Microsoft says Windows Backup can cover selected folders through OneDrive, while File History can make regular copies to an external drive or network location.
Mac users setting up local backup
Apple says Time Machine can automatically copy files to external storage. Check the connection and disk format before using a drive that already holds files, particularly one formatted for Windows.
What should you check before choosing?
Start with how you would retrieve your files if the computer disappeared, then check the amount of data, the backup method and the connection. A drive and a cloud service can also serve as separate copies rather than competing choices.
| Priority | What to check | Your needs |
|---|---|---|
| Recovery location | Check where each copy is kept and how you would open it without the original computer. A local drive kept beside the computer could be affected by the same incident; a cloud copy requires access to its account. | I need my photos and documents to remain retrievable if my computer and the drive beside it are unavailable. |
| Capacity | Measure the folders and photo libraries you intend to copy, then allow room for new files. For cloud storage, check the account’s available allowance and what else uses it: Google says its account storage is shared across Drive, Gmail and Photos. | My collection is growing, so the space available for backup needs to cover more than today’s files. |
| Backup coverage | Confirm which folders the software includes, how often copies are made and whether you can restore a test file. Microsoft says Windows Backup lets users select folders; that is not a promise of a full-system copy. | I want the folders that matter to be copied regularly, not just somewhere to move files manually. |
| Computer compatibility | Match the drive’s connector and cable to your computer, and check its backup software and disk format. Apple says Time Machine cannot back up to a Windows-formatted disk without reformatting it, which removes existing data. | Before connecting a drive to my Mac or Windows PC, I need to know it will work with the backup method I plan to use. |
| Access control | Check available drive encryption and account sign-in settings; review whether cloud files are private or shared. The Information Commissioner’s Office describes encryption for stored personal information and private, shared and public cloud-sharing settings. | Copies of my personal documents should not be left accessible to someone who finds the drive or receives an unintended sharing link. |
Backup mistakes to avoid
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Assuming extra storage means every file is backed up
A copy only covers the files selected for it. For example, Microsoft’s Windows Backup allows users to choose folders, so files kept elsewhere need their own check.
List your important folders and photo libraries, confirm they appear in the backup, then restore one file to check the route you would use later.
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Keeping the only external copy beside the computer
The computer and drive could both be lost or damaged in the same incident. Northern Ireland’s Cyber Security Centre advises keeping a copy in another location and disconnecting an external backup drive when it is not in use.
Keep another copy separate from the computer, such as in a cloud account or another secure location, and disconnect the local drive between backups.
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Reformatting a drive before moving its files
Apple says Time Machine cannot back up to a Windows-formatted disk unless it is reformatted. That process permanently removes the disk’s existing data.
Move any files you need from the drive to another location before formatting it, and decide how you will use the drive with each computer.
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Choosing an SSD by its headline speed alone
Samsung says the stated maximum speeds for its T7 Shield depend on a USB 3.2 Gen 2 host, a compatible cable and UASP support. A connector that fits does not establish that the whole connection meets those conditions.
Check your computer’s USB specification and the cable you will use; also choose a capacity that fits the files you intend to copy.
Relevant brands and services
These references describe backup software, cloud services and particular drive lines; they do not establish that every product from a brand has the same features.
Apple
Mac owners can use Time Machine for local backups and consider iCloud storage for files and photos they want available through their Apple account.
- Apple says Time Machine can automatically back up files including apps, photos, emails and documents to external storage.
- Apple says a Windows-formatted disk must be reformatted before Time Machine can use it, removing its existing data.
Microsoft
Windows users can compare selected-folder backup through Windows Backup and OneDrive with local copies made through File History.
- Microsoft says File History can make regular copies to an external drive or network location.
- Check the folders selected for Windows Backup rather than assuming it copies every file or creates a full-system image.
Google storage is relevant if your files and photos are already organised through Drive and Google Photos.
- Google says a Google Account includes up to 15 GB of storage.
- That allowance is shared across Drive, Gmail and Google Photos, so inspect existing usage before counting on it for a photo collection.
Samsung
Samsung’s T7 Shield is a portable-SSD reference for people considering a drive they will carry and connect to different computers.
- Samsung lists maximum sequential read and write speeds for the T7 Shield under specified connection conditions.
- Samsung says those maximum speeds require USB 3.2 Gen 2, a compatible cable and UASP; its resistance claims also have test conditions.
Seagate
Seagate’s Backup Plus and One Touch portable hard-drive lines are references for local copies and scheduled backup features.
- Seagate describes scheduled backup options for its One Touch external drives.
- Seagate says some external drives may need reformatting for Time Machine; check the particular model and its intended setup.
External drives and SSDs on Joybuy
These hard drives and portable SSDs are options for keeping local copies of photos and documents. If access when both your computer and local drive are unavailable matters, consider a separate cloud copy as well; a drive on its own does not provide one.
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Western Digital My Passport Ultra for Mac 5TB Silver
A portable external hard drive to consider for a local photo and document copy on a Mac. Its stated capacity is 5TB; check the disk format, connection and backup-software requirements before setting it up, especially if the drive will also be used with Windows.
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Samsung Portable SSD T7 4 TB Grey
A portable SSD option for keeping a local copy of a substantial collection and moving it between locations. The name specifies 4 TB and USB 3.2 Gen 2; check your computer’s port and cable, and confirm how you will schedule backups and restore files.
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Samsung T7 Shield MU-PE1T0S 1TB Black
A portable SSD to consider if you carry a local backup between locations. Check whether its 1TB capacity fits your files; Samsung says the T7 Shield’s maximum transfer speeds depend on a compatible host, cable and UASP support, so check your connection too.
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SanDisk Portable SSD 2TB
A portable 2TB option for a local copy you can take with you. Confirm that its connection and operating-system compatibility suit your computer, then check which software will copy your chosen folders and let you restore them.
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Western Digital Elements Portable 4TB Black USB 3.0
A 4TB external hard drive to consider for local copies of a photo and document collection. If you intend to use it for Mac backup, check its format first and move existing files elsewhere before any necessary reformatting.
Backup questions
How much storage do I need for photos and documents?
Check the size of every folder and photo library you intend to protect, then allow space for new files. If you choose cloud storage, inspect the account’s available capacity and other services using it; Google says its account allowance is shared across Drive, Gmail and Google Photos.
Can one drive hold files for both Windows and Mac backup?
A disk can be formatted for file use with both systems, but that does not make a Windows-formatted disk ready for Time Machine. Apple says Time Machine requires such a disk to be reformatted, permanently removing its existing data. Decide how you will use the drive and move any files you need before changing its format.
Will a portable SSD always back up faster than a hard drive?
Do not assume it will on your computer. Samsung says the T7 Shield’s stated maximum speeds require a USB 3.2 Gen 2 host, a compatible cable and UASP support. Check the entire connection before choosing a drive for its transfer-speed claim.
Is cloud storage enough on its own?
It may cover the files you need if the selected folders fit the account’s capacity and you can access and restore them from another device. Check that scope rather than assuming every file is included: Microsoft says Windows Backup lets users select folders. For files you cannot recreate, a separate local copy gives you another recovery route.
How can I limit access to a backup containing personal documents?
Check the encryption available for a removable drive, secure the cloud account and review each file’s sharing settings. The Information Commissioner’s Office describes encryption as protection for stored personal information and notes that cloud files may be set to private, shared or public.