Choose an external drive for a locally browsable backup, or keep the relevant cloud folders on your device if you also need access without internet. Neither an online-only folder nor a drive that holds your only other copy meets both needs: maintain a local copy and a separate recovery copy, then check how you would restore files after unwanted changes.
If you need to browse photos and documents without internet, keep a maintained local copy rather than relying on cloud placeholders. Microsoft Support and Google Drive Help distinguish files kept on a device from files that require a connection; a separate backup destination is still needed for recovery.
If you do not want to copy folders manually each time, check which folders your backup software includes. Microsoft File History can back up to an external drive or network location, while Apple Time Machine supports automatic Mac backups to suitable storage.
If several devices need the same collection, decide whether each needs local files or whether a central library will do. Google Drive mirroring can retain a computer copy; a NAS can provide shared local storage but needs its own separate backup destination.
For a household photo and document collection, establish where the usable local copy will live and how you will recover the files if the main computer is lost. Then compare the work involved in keeping copies current, the space required and access from other devices.
| Concern | What to check | Who this matters to |
|---|---|---|
| Offline access and a separate copy | Locate the full local copy and confirm that another copy is stored separately from the computer. Check cloud folders for online-only status. | If my computer fails or broadband is unavailable, I need to open my files locally and recover them from another copy; roughly 36% of consumers put this combined need first. |
| Automatic backup and recovery | Check that the required folders are included and practise restoring a file or previous version. Confirm when the backup destination must be connected. | I do not want to remember every folder-copying session, and I need a workable way to retrieve an earlier file; around 29% of consumers prioritise straightforward backup and restoration. |
| Capacity and compatibility | Measure the collection and allow for the copies you intend to retain. Check the computer connection and file system if both Windows and macOS must write to the drive. | A large collection must fit where I plan to keep it, and the drive must work with my computer; approximately 21% of consumers make capacity and compatibility their main concern. |
| Access across devices | Decide whether devices need full local copies, selected offline folders or a central library. Plan a separate backup for any NAS. | Several devices need access to our household files without making the collection cloud-only; about 14% of consumers put shared access first. |
Microsoft Support says OneDrive online-only files cannot be opened without internet. Google Drive Help distinguishes streamed files from mirrored files, which remain on the computer.
Check the offline setting for the folders you need and try opening representative files without a connection. Make sure the computer has space for any full local copy.
The National Cyber Security Centre warns that ransomware can affect connected USB and network storage as well as the computer's files.
Once a backup has completed, disconnect a portable drive when practical and store it securely. Check that your backup routine still runs when the drive is next connected.
A local copy needs enough space for the collection. Samsung's quoted T7 Shield transfer speeds depend on a compatible USB 3.2 Gen 2 host and cable, with UASP enabled.
Measure the folders to be retained, decide whether you need backup history, and check your computer's port and cable before choosing storage.
Western Digital Support says exFAT works with Windows and macOS, but reformatting erases data on the drive.
Check the file system before use. If a format change is needed, make and verify another copy of anything already on the drive before proceeding.
Relevant to external-drive backups and Windows/macOS drive-format decisions.
Relevant to portable SSD storage for a local photo and document copy.
Relevant to Windows households considering OneDrive file availability and File History backups.
Relevant to households choosing how Google Drive for desktop stores files.
Relevant to Mac households weighing iCloud Drive synchronisation against Time Machine backups.
Relevant to a shared local library managed through a NAS.
Yes, if the files you need are deliberately kept on your device. Microsoft Support says OneDrive online-only files cannot be opened without internet, while its keep-on-device setting downloads files; Google Drive Help says mirroring retains a local copy, unlike streaming by default.
It needs enough space for the files you intend to retain and any backup history you want to keep. Measure those files before choosing; for a dedicated Mac Time Machine disk, Apple Support recommends at least twice the Mac's storage capacity, rather than a universal capacity rule for every setup.
Yes, if its file system supports the access you need on both computers. Western Digital Support says exFAT works with Windows and macOS, whereas macOS reads NTFS without writing to it; check the drive before copying files, because reformatting erases its contents.
A continuously connected drive can be exposed to problems affecting the computer. The National Cyber Security Centre warns that ransomware can affect connected USB and network storage, so disconnect a portable backup drive when it is not needed and keep it secure without neglecting regular backups.