Keep the files you need offline on your computer, and make a separately stored backup that you can restore if the computer fails or files are damaged. An external drive can provide a local recovery copy; add a separately managed off-site copy if you also need protection from an incident affecting your home or connected equipment. Sync helps you use files across devices, but its current file state is not, by itself, a recovery plan.
The right arrangement depends on where you use your files and what you would need to restore after a loss.
If photos and documents must remain usable during travel, an internet outage or a cloud sign-out, keep those files locally. Store a separate recovery copy as well, so losing the laptop does not mean losing the files.
Shared network storage or locally mirrored folders can make a growing library easier to reach. Plan a separate backup for the shared storage or synchronised files rather than treating access from another device as recovery.
Automatic copies matter when documents change frequently. Check that the chosen backup includes the working folders and that you can restore an earlier version or move the files to a replacement device.
Start with the files that must work offline, then choose a recovery destination and check what the backup actually covers.
| Priority | What to check | Your needs |
|---|---|---|
| One-computer backup | Connect an external drive to a compatible Windows or Mac backup tool. Check its folder coverage, schedule and restore process; keep another copy elsewhere if a home-wide incident matters. | I mainly use one computer and want a local copy I can restore after a drive failure. Microsoft says File History makes regular copies to an external drive or network location; Apple provides Time Machine backup for Mac. |
| Shared local storage | For network-attached storage (NAS), confirm each computer's backup method works with the device and plan a separate destination for NAS data. Apple says a Time Machine network destination needs suitable SMB or AFP support. | Several people or devices need access to the same local library, and I can manage its backup as well as the shared storage. |
| Off-site computer backup | Check which folders and attached drives the service covers, how uploads and restores work, and how long earlier or deleted files remain recoverable. | I want an automatic copy away from my computer while keeping my working files on it. I can allow for internet-dependent upload and recovery. |
| Offline sync files | Choose local-copy settings for required folders and allow enough computer storage. Microsoft offers OneDrive's offline availability setting; Google says mirrored Drive files stay both on the computer and in the cloud. | I use the same active files on several devices, but particular photos or documents still have to open without an internet connection. I will back them up separately. |
| Local and off-site copies | Keep working files locally, automate a backup to a drive or suitable NAS, and maintain a separately managed off-site copy. Check that the copies can be restored. | Both quick access to a local recovery copy and protection from loss at the same location matter to me. The National Cyber Security Centre warns that connected backup storage can be affected alongside original files. |
| Capacity and history | Measure the data you intend to protect, including relevant folders and devices. Allow for retained versions and growth; Apple recommends a Time Machine disk with at least twice the Mac's storage capacity. | My photo library is growing, and I may need an earlier file version rather than only the latest copy. |
| Backup routine | Set up automatic copies where available, check completion after setup and revisit the status regularly. Establish a connection routine if the source or destination is removable. | New photos and changed documents should be included without relying on me to remember every manual copy. |
Sync helps keep the current file state available across devices, but that does not establish whether you can recover an earlier or deleted version when you need it.
Use sync for access; separately check backup coverage, version retention and the steps for restoring a file.
The National Cyber Security Centre describes ransomware affecting original data and connected USB or network backup drives. Copies exposed to the same incident may not provide the recovery route you expect.
Where practical, maintain an off-site or digitally disconnected copy and check that it is restorable.
Other folders, retained backup versions and a growing library can change the storage needed for the intended backup.
Measure the full backup scope before choosing capacity. For Time Machine, Apple recommends a disk with at least twice the Mac's storage capacity.
A backup schedule is only useful for the folders and drives it includes. Restore options and retention also determine what you can recover.
Check completion after setup, revisit backup status and confirm the service's current rules for deletions and any attached drives.
These providers illustrate different ways to keep files accessible and create recovery copies; their services are not interchangeable.
OneDrive addresses file access and synchronisation, while Windows File History provides a separate local backup route.
Time Machine is a built-in Mac backup option for compatible external or network storage.
Google Drive for desktop offers different local-access arrangements for synchronised files.
Synology NAS software is relevant when shared local storage also needs a planned backup destination.
Computer-focused cloud backup is an off-site option alongside files kept on the computer.
These Joybuy drives are options for storing a local copy of photos and files. Choose capacity for the data and backup history you intend to keep, then check your computer's connection and backup software; a drive alone does not establish an automatic, restorable backup.
No image available
A portable destination for a local file copy. Its listed connection is USB Type-C 3.2 Gen 2; check whether 2 TB covers your files, retained versions and expected growth, and configure a backup tool if you need scheduled recovery copies.
No image available
A 4 TB local storage destination for files and photos. The listed interface is USB 3.2 Gen 2x2; check your computer's port if that connection matters, and confirm that your chosen backup tool covers the intended folders and restore history.
No image available
A portable local copy option with USB Type-C 3.2 Gen 2 connectivity. Check whether 1 TB can accommodate the files and backup history you plan to protect, and set up backup scheduling and restoration through compatible software.
No image available
A 2 TB destination for a local copy, with a listed USB 3.2 Gen 2x2 interface. Check the host connection, the space needed for future versions and whether your backup software automates copies and restores.
No image available
A 4 TB external destination for photos and documents. Check the connection and formatting requirements for your computer, particularly if you use a Mac, and choose backup software that covers the files and restore points you need.
A backup is a separately stored copy you can restore when the original is lost or unusable, as the National Cyber Security Centre explains. Sync keeps files aligned across locations; check its version and restore options rather than assuming the current synchronised state can recover an earlier file.
Keep the required files on your computer using the service's local-copy setting. Microsoft offers “Always keep on this device” for selected OneDrive items; Google says mirrored Drive files remain available offline, while streamed files need to be made available offline individually.
Size it for the data you intend to protect, retained backup versions and growth, rather than the visible photo folder alone. Apple recommends a Time Machine disk with at least twice the Mac's storage capacity; that is Time Machine guidance, not a universal rule for every backup setup.
A NAS can serve as local storage or a backup destination, but it should not be your only recovery copy if you need protection from an incident affecting the home or connected network. The National Cyber Security Centre describes ransomware affecting original files and connected USB and network backup drives; maintain a separately managed copy and check that you can restore it.
Decide whether you need file access across devices, a recoverable backup, or both. GOV.UK consumer guidance distinguishes using cloud storage as a backup from other uses; check local availability, the files covered and the restore process against your own requirements.