Cloud storage can help you access and restore files across devices, provided you have enough capacity and can recover the account. For important photos and documents, keep a separate, current copy on removable storage as well: the National Cyber Security Centre advises keeping backups logically separate because connected backups can also be affected by an incident. Check device compatibility before choosing a drive, USB stick or memory card.
Make a recoverable copy before the phone or computer holding your files is erased or handed over, rather than relying on access to it afterwards.
If a phone or computer is about to be handed in or erased, check that the copy you intend to restore is complete and accessible. Apple Support says an iPhone or iPad backup can be used when replacing a device.
Consider who needs access to which photos and documents, and whether storage is shared or allocated per person. Apple, Google and Microsoft offer different household cloud arrangements; sharing capacity does not necessarily mean sharing private files.
Keep copies separate enough that losing a device or access to one account does not remove every route back to your files. The National Cyber Security Centre advises maintaining multiple, logically separate backups.
Decide how you would restore your files, then check that the storage route works with your devices and holds what you need to keep.
| Priority | What to check | Your needs |
|---|---|---|
| Restoring files | Confirm what the backup contains and how to restore it without the original device. If you need device settings as well as files, check the relevant device-backup method. | When I replace or repair a device, I want to open my photos and documents on the replacement. Apple Support says an iPhone or iPad backup can be used when replacing a device. |
| Separate copies | Keep a copy away from the original device and avoid leaving the only removable copy routinely connected. Check any cloud service’s version-history and deleted-file rules. | I want another way to recover important files if a device, synchronised copy or connected account is affected. The National Cyber Security Centre advises keeping multiple backups logically separate. |
| Device compatibility | Check USB-A or USB-C ports, any required reader, and the exact device’s supported card format and capacity. For an external SSD, check the host, cable and USB standard before relying on a stated speed. | My phone, camera and computer may need different connections. I need a way to move files that works with the devices I actually use. |
| Capacity and sharing | Compare the space your files use with the available allowance. For a household cloud plan, check the member limit and whether capacity is pooled or allocated per person. | There needs to be room for each person’s files. Microsoft says Microsoft 365 Family provides up to 1 TB per person for one to six people; Apple says iCloud+ can be shared with up to five other family members. |
| Account access | Check that recovery contact details are current before the old device is unavailable. Find out which recovery contacts or codes your provider offers and keep those details separately. | If my cloud copy is tied to an account, I need a way back in without depending solely on the phone I am replacing. |
A USB drive needs a compatible host, while an SD or microSD card needs a device that supports its format and capacity. A drive’s stated peak speed also depends on the connection used.
List the devices that must read the files, then check their ports, card support and transfer method before choosing storage.
A mismatched connector may mean using a suitable adapter or card reader instead of connecting the storage directly.
A copy kept solely in one cloud account or on a drive that stays plugged in leaves recovery dependent on that connected route. The National Cyber Security Centre advises keeping multiple backups logically separate.
For important files, maintain another removable copy, store it safely and reconnect it for planned updates and checks that the files can be opened.
Household arrangements differ. Google One uses shared family storage while keeping files private; Microsoft describes its Family allowance as up to 1 TB per person for one to six people.
Check each person’s current use, the plan’s member limit and whether its capacity is shared or allocated individually.
Files stored in the cloud are difficult to restore if you cannot get into the account after changing devices.
Before the old device is unavailable, update recovery details and set up any recovery contacts or codes offered by your provider. Google, Apple and Microsoft describe different recovery options for their accounts.
These references cover cloud arrangements and removable-storage product lines; a brand’s range does not establish compatibility with your particular device.
iCloud and computer backups are options for iPhone and iPad users; Apple also describes backing up to a Mac.
Google Account storage and Google One are options for files kept in Google services across household devices.
OneDrive and Microsoft 365 plans offer cloud-storage routes for households using Microsoft accounts.
The T7 Shield is a portable external SSD line for making a removable local copy.
External hard-drive lines offer a route to keeping a computer-based local copy.
USB flash drives and memory cards offer removable storage for selected files and compatible devices.
These portable drives, a USB flash drive and a microSD card are options for making a removable copy of photos and documents. Keep device compatibility and the need for a separate recoverable copy in mind when comparing them.
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A portable SSD for a removable copy of household files, with 2 TB stated in the product name. Check its connector and the devices you intend to use before choosing it.
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A 1 TB portable SSD for keeping a local copy when the host device is compatible. The product name specifies USB 3.2 Gen 2; Samsung says the T7 Shield’s stated top speeds require a compatible host and cable with UASP enabled.
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A portable external hard drive with 5 TB stated in its name, for a computer-based copy of a larger file collection. Confirm the format and host-device support you need before relying on it for a phone, tablet or computer.
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A 256 GB flash drive named with USB-A and Type-C connectors, for moving a selected set of files between compatible devices. Confirm host support and practical transfer performance if speed matters to your workflow.
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A 256 GB microSDXC card with an SD adapter for a device that supports the relevant format and capacity. Check the exact phone, tablet or camera before choosing a card as a removable copy.
Do not assume synchronisation is your only recoverable copy. The National Cyber Security Centre defines a backup as a copy kept in a separate safe location and advises keeping multiple backups logically separate; check your cloud provider’s version-history and deleted-file rules too.
Yes. Apple Support says you can back up an iPhone or iPad to iCloud or a computer and use a backup when replacing the device. Before erasing or handing over the old device, check that your intended backup is available; if you separately copy photos or documents, confirm that those files open.
Check the exact devices that must read it, including their USB ports or supported card format and capacity, and whether you need an adapter or reader. For an external SSD, also check the host and cable requirements before relying on a stated transfer speed.
Not necessarily. Google One describes shared family storage with private files, Apple says iCloud+ can be shared with up to five other family members, and Microsoft describes Microsoft 365 Family as up to 1 TB per person for one to six people. Check the current plan’s allowance and member rules against your household’s use.
Update recovery details before the device you normally use to sign in is unavailable. Google describes recovery information, Apple offers recovery contacts and Microsoft offers an account recovery code; check the options for your account and keep recovery information separately.