File Backup - The Comprehensive Guide for 2024

Hello, how do you back up your important files? Do you do it manually, use backup software, synchronize to the cloud, or use a NAS device for backup? Additionally, how do you protect these backups from threats like malware or ransomware?

Creating regular backups of your files is an important precaution that computer users should take to avoid losing valuable data due to malware, system crashes, computer viruses, hard drive failures, and the like. It can be frustrating to accidentally delete an important file and not have a backup.

Confused about what file backup is and how to create one on your device? Fear not, this comprehensive guide will walk you through everything you need to know, including its definition, what files to back up, on-site versus off-site file backup options, how to back up files on different devices, how to restore files from a backup, and some file backup strategies. Keep reading for more tips that will come in handy.

1. What is File Backup?

File backup refers to the process of copying and storing electronic files to another location or medium. This is a crucial process that ensures your photos, videos, music, documents, large files, and more remain accessible in case of accidental loss, system failure, data corruption, or other unforeseen circumstances.

Unlike system backups or disk backups, file backups are specifically designed to back up individual files or multiple folders. Users have the discretion to choose which files they want to backup and restore. A system backup, on the other hand, involves creating a complete image of the system, including all system files, settings, applications, configuration data, and more. Both file-level backups and system-level backups serve as methods to protect data, but they focus on different aspects.

You can use three different types of backups to create a custom file backup plan:

• Full Backup: A full backup makes an exact copy of all selected files and data. It backs up all files, regardless of whether they have been updated since the last backup. This method is ideal for initial backups and complete system restoration but can be time-consuming and require significant storage space.
• Incremental Backup: An incremental backup saves only the files that have changed since the last backup. This approach is faster and requires less storage compared to a full backup. However, during recovery, you need to restore the most recent full backup followed by all subsequent incremental backups in order.
• Differential Backup: It collects all files that have changed since the last full backup. Unlike incremental backups, differential backups don't rely on previous backups; instead, they gather changes made since the last full backup. Over time, though, this method can consume more storage space because it includes all changes since the last full backup.

Of course, please provide the English content you would like translated, and I will do my best to translate it into Chinese for you.

II. What Files Should Be Backed Up

When backing up your files, it's essential to protect all important data, regardless of its format or location. When deciding what to back up, consider the following:

• Photos and videos: Personal photos, significant moments captured on film with family and friends, or large videos taken with your smartphone or computer that occupy gigabytes or even terabytes of space.
• Files and documents: Don't forget important files and documents like work projects, school assignments, financial information, and any other digital data. This includes PDFs, Word documents, spreadsheets, presentations, and more.
• Contacts and calendars: Backing up your contacts and calendar is crucial to avoid losing vital contact information and scheduled events.
• App data: Some apps store essential information such as game progress, notes, or settings. If the app doesn't automatically sync with a cloud service, consider backing up app data.
• Messages and emails: If you rely on text messages and emails for work or personal communication, it's a good idea to back them up. This includes SMS/MMS messages, WhatsApp chat history, email folders, and attachments.
• Music and media: If you have extensive music libraries or media collections, consider backing up these contents. Whether it's music, podcasts, audiobooks, or TV shows.
• Device settings and preferences: This includes Wi-Fi networks, app selections, wallpapers, and custom configurations.
• Other data sources: Think about other data sources that might be valuable to you, such as security camera footage, smart home device data, fitness tracker information, or any other significant digital information.

Remember, the more robust your backup system, the better prepared you'll be for any unexpected data loss. Take the time to review all files and data that matter to you and ensure they are safely backed up.

III. Onsite and Offsite Backup Options

Choosing the right backup location is crucial for securing your files. On-site and off-site backups are two common options to consider. Let's delve into each of these options to help you make an informed decision.

On-premises backup refers to storing your files on a storage device physically located within your premises. This option provides instant access to your data, making it ideal for daily backups and swift recovery. On-premises backup is easy to set up and can be achieved using an external hard drive, NAS, USB, or even the built-in storage of your computer.

Offsite backup involves storing your files in a physical location different from your workplace. This adds an extra layer of security to your data, protecting it from on-site threats. You can choose to perform offsite backups using cloud storage services, remote servers, or even physical storage devices located in different places.

When deciding on the best location for your backups, consider your personal needs and the value of the data.

If you prioritize fast and convenient access and recovery, on-site backup might be your best option, since it's portable and can be taken with you anywhere. If data integrity and ease of access are your top concerns, off-site cloud backup is the better choice.

However, it is strongly advised to have both on-site and off-site backups. This way, you can enjoy the convenience of on-site backups while ensuring that your data is safe from local risks through off-site backups.

IV. How to Create File Backups on Different Devices

We rely on electronic devices more than ever to store important files, cherished memories, and sensitive data. Most of us have more than one device – a smartphone, computer, tablet, and so on. This article will walk you through how to back up your files on each platform, so your valuable information is safe whether you use Windows, Mac, iPhone, iPad, or Android.

• How to Backup Files on a Windows Computer
• How to Backup Files on a Mac
• How to Backup Files on an iPhone
• How to Backup Files on an Android

How to Back Up Files on a Windows Computer

If you use a Windows PC or laptop, you have more options than with other devices, as Windows offers both built-in file backup tools and compatibility with a wide range of third-party backup software, making it easy and quick to back up your files on Windows.

In this section, we will delve into various methods of backing up Windows. Before choosing which strategy to employ, consider

The preferred and simplest way to back up files on a Windows PC is by using professional file backup software. The Todo Backup tool is a powerful yet cost-effective Windows backup software that offers various advanced backup options, including file backup, disk backup, system backup, and application data backup. It features a comprehensive and user-friendly interface, enabling both individuals and businesses to easily backup and restore essential files. With its intuitive design, even beginners can perform backup operations quickly and effortlessly.

Furthermore, Todo Backup offers various file backup options, including full backup, incremental backup, and differential backup, allowing users to choose the most suitable method based on their needs. Another advantage is its ability to schedule automatic backups, ensuring that your files are automatically backed up to an external hard drive or other locations.

Furthermore, the software supports various storage devices, including external hard drives, USB flash drives, Network Attached Storage (NAS), and cloud storage platforms, offering users flexibility and convenience. Todo Backup also offers advanced features such as file backup encryption and compression, enabling users to protect and optimize their backup files.

It easily helps you back up your files, regardless of quantity or size, saving time and protecting your files.

Todo Backup is an optimal tool for file backup, fulfilling all your customized backup needs. Download it and follow the guide to back up your files.

Step 1: To begin the backup, tap “Choose Backup.”

Step 2: There are four backup types to choose from: Files, Disk, System, and Mail. Click on Files.

On the left, you'll see both local and network files. Expand the directories to locate your backup file.

File Backup

Step 4: Follow the on-screen instructions and choose where you want to save your backup.

Click on Options and set a password for encrypted backups under Backup Options. Then, go to Backup Schedule to specify when the backup should occur and initiate backups upon specific events. You can also choose additional options as per your requirements to customize the backup process.

Step Five: The backup can be stored on a local disk, the tool's online service, or a NAS.

Step Six: Todo Backup, another tool, enables customers to back up their data to third-party cloud-storage services as well as to its own.

If you want to back up to a cloud drive provided by a third party, choose “Local Disk,” scroll down, add “Cloud Device,” and then add and sign in to your account.

You can also choose to back up to cloud storage. Sign up for an AOMEI account and click "AOMEI Cloud" and log in.

Step 7. Click Backup Now to start the backup process. When complete, the backup job appears as a card on the left pane. Right-click the backup job for more options.

2️⃣ Backup and Restore

Backup and Restore is a built-in Windows utility that provides the functionality of creating system images and backing up files. It's available on Windows 7, 10, and 11, and it's a good option when you want to create a system image or back up a small number of files.

Note: While backup and recovery do provide a convenient way to keep your files safe, issues can occur, such as the Windows 10 backup keeps failing, the process getting stuck at 0% or 99%, and so on.

Use backup and restore files by following these steps:

Step 1. Open Backup and Restore by going to Control Panel > System and Security > Backup and Restore (Windows 7).

Select Backup and Restore.

Step 2: Tap the Backup Options button in the top right corner.

Step 3. Choose a destination disk to store the backup, then click Next. (It's a good idea to save your files to an external drive in case something goes wrong with your computer.)

Select the target disk where you want to save the backup image.

Step 4. Tap Let me choose, then tap Next to select the source file.

Step 5: Select the specific files or folders you want to back up, then click Next.

Step 6. Click the Change schedule option to set up automatic backups.

Step 7. Once you've set everything up, click OK to start the conversion.

Backup time depends on the number of files to be processed.

3️⃣ File History

File History is another built-in file backup utility available on Windows 8/8.1/10/11 computers. By default, it backs up files in standard Windows libraries, such as Contacts, Desktop, Documents, Favorites, Music, and so on. You can set up a backup schedule to have File History automatically save your files to an external hard drive or network location.

However, File History lacks incremental or differential backups. This means that a new copy of your files is saved to the backup location each time you back up, which can be space-consuming. Besides, some users have encountered issues like File History not working on Windows 10, File History not backing up all files, or File History not recognizing this drive in Windows 11.

However, for those who don't want to install third-party tools and have a small number of files to back up, File History is a decent option. Here's a step-by-step guide to using it:

On your Windows device, click Start > Settings > Update & Security > Backup > Add a drive. Then, choose your external hard drive as the location to save your backups.

Step 2: Tap More options to set up a schedule for automatic backups.

Step 3: Click on “Add Folder” to select the specific files or folder that you need to back up.

Step 4: Once the installation is complete, click Backup Now to start the backup process.

Please provide the English content you want to translate, and I will translate it into Chinese for you as soon as possible.

4️⃣ Cloud Backup

In recent years, the use of cloud storage has become increasingly popular, with many users opting to store their files online. Google Drive, Dropbox, and OneDrive are three popular cloud storage services, each offering a certain amount of free storage. Google Drive provides 15GB of free storage, OneDrive offers 5GB, and Dropbox offers 2GB. If you require more storage space, you can purchase custom plans to suit your needs, which can increase capacity by several GB or even TB.

One of the most appealing aspects of cloud backup is the ability to access your backed-up files from any device, simply by logging into the same account, without the need for a restore process. When you save files to the cloud, they sync across different devices, ensuring that you have the latest version of your files on all of them. This eliminates the need for manual file transfers or carrying physical storage devices.

Cloud backup is ideal for those who need easy access to their files and scalable storage. The advantage of it lies in its unlimited storage capacity. Whether you need to back up a small amount of data or store vast quantities of files, cloud storage solutions can accommodate your needs.

Read more:

• How to backup files to Google Drive
• How to set up automatic backup to OneDrive

Another common backup option is a NAS (Network-Attached Storage), a centralized dedicated storage server that combines one or more disk drives, usually organized into logical, redundant storage containers or RAID (Redundant Array of Independent Disks), allowing multiple users to access and collaborate on data over an Ethernet network. NAS is commonly used in home networks and small businesses to store data based on their storage needs.

Of course, more can and should be done.

How to Backup Files on a Mac

If you're using a macOS device, like a MacBook, MacBook Pro, or MacBook Air, this process can be simplified with Time Machine, which is a built-in file backup tool for macOS that keeps current copies of all your files on the Mac.

Without downloading anything, Time Machine backs up your data from every hour of the last 24 hours, every day of the last month, and every week since the beginning of time. Never lose a file again.

Important: Backups made on a Mac running macOS Monterey or later can be restored only to a Mac running Big Sur or later.

To back up your Mac using Time Machine, follow these steps:

Step 1. Connect the external storage device to your MacBook.

Step 2: Click the Apple icon on your desktop, select System Preferences, then click Time Machine, and finally click Select Backup Disk.

Select the backup disk

Step 3: Select the disk to use, and click Use Disk.

Step 4: Click the Time Machine icon, then click Backup Now.

?Read More: How to Backup MacBook Pro to External Hard Drive | Time Machine Backup Keeps Failing

How to Back Up Your iPhone or iPad

We often shoot photos and videos using our iPhones or iPads. However, these devices are more prone to damage or loss compared to a Mac. Hence, it's crucial to back up these precious files regularly. Additionally, due to the limited storage on an iPhone, you might need to save these large video files elsewhere to free up space for other apps.

Fortunately, every iPhone or iPad comes equipped with iCloud, which makes backing up files on the device effortless. iCloud enables users to back up and synchronize data across different devices, including Apple Calendar, mail, photos, notes, contacts, settings, and more. It offers 5 GB of free storage and has various purchase plans available:

• 50 GB - $0.99 / month
• 200 GB - $2.99 / month
• 2 TB - $9.99 / month

Estimate how much storage space your files will take up, and purchase the appropriate amount of storage. Now, follow the steps to back up your files on your iPhone/iPad.

Step 1: Unlock your iPhone or iPad, and open Settings > [Your Name] > iCloud (sign in with your Apple ID if asked).

Step 2: Tap iCloud Backup.

Step 3: Tap Back Up Now, and wait for the backup to finish. You'll see the date and time of your last successful backup on this screen.

If there's not enough iCloud storage to keep your note, follow the onscreen instructions to upgrade your storage.

How to Back Up Your Android Phone

In addition to the iPhone, many Android smartphones, such as those from Samsung, Huawei, Xiaomi, and OnePlus, are popular and widely used around the world. These devices contain our contacts, messages, photos, videos, calendars, apps, and settings – all of which are crucial to us.

If you're an Android user, how do you ensure that your important documents and files are backed up? Well, each brand has its own proprietary backup features and paths, such as Samsung Account for Samsung phones, System & Updates for Huawei, and many other file-backup apps.

Google also offers an integrated backup tool that, with a Google One subscription, lets you back up your Android data through your account. The app, called Backup and Restore, is available on most Android devices and can be used to back up app data, call logs, messages, contacts, photos and videos, and settings, among other things.

Note: Google One comes with 15 GB of free storage. You can upgrade to a higher plan if you need more space.

We'll teach you the basics, and then you adapt them to your context.

First, open your device's Settings menu and look for an option called “Backup & Reset” or “Backup and Restore.” This may appear directly on the Settings screen, or it may be hidden in a sub-menu like “General,” “Accounts,” or “System.” If you can't find it, search your Settings menu for “backup,” which should help you locate the option you need.

Make sure the Google One Backup switch is turned on in the Backup settings. Then, select Back up now. While the backup is in progress, the Back up now button will be grayed out and unavailable.

The "Account storage" section shows how much of your overall account quota you've used. Scroll down to see the backup usage for each category (Apps, Photos and videos, Text messages and MMS, Call history, Device settings, and Google Account data).

V. How to Restore Files from a Backup

If you accidentally delete something or your device suffers an unfortunate accident, you can recover those files from a backup. The method you use to recover your files will vary depending on the device and the type of backup you have. Here are some common methods; we won't go into detail about each one.

• File backup software: Launch the Todo Backup tool > Browse to recover > Select the backup > Confirm.
• File History: Connect the external storage device containing the backup files > Control Panel > File History > Restore your file backups with File History > Follow on-screen instructions.
• Backup and Restore: Connect the external storage device containing the backup files > Control Panel > Backup and Restore (Windows 7) > Choose to restore files from another backup > Follow on-screen instructions.
• Time Machine: Open the window for the item you want to restore on your Mac > Use Launchpad to view and open applications on your Mac, then open Time Machine > Browse local snapshots and backups using arrows and the timeline > Select one or more items to restore > Click Restore.
• iCloud: Turn on your device > Follow the on-screen setup steps until you see the "Apps & Data" screen, then tap Restore from iCloud backup > Sign in to iCloud with your Apple ID > Choose a backup > Review the date and size of each backup and select the most relevant one > Stay connected to Wi-Fi while the progress bar appears and completes.

Please provide the English content you want translated, and I'll translate it into Chinese for you as soon as possible.

Part 6: Pro Tip – The Best File Backup Strategy

With all these file backup options, you should now be well-equipped to protect your files across multiple devices. Beyond that, it's a good idea to adopt some practical backup strategies to make your backups more professional and secure.

• ☁️ Use free cloud storage services: You can utilize free cloud storage options like Google Drive, Dropbox, or Microsoft OneDrive, which offer varying amounts of free storage.
• ⏰ Consider backup and restore speed: If you have large volumes of files or big file sizes, backup speed is crucial. Choose backup options with faster data transfer rates, such as external hard drives or solid-state drives (SSDs). Some backup methods may take longer to restore files compared to local backups.
• ?? Follow the 3-2-1 backup rule: The 3-2-1 backup rule is a well-known approach. It means keeping at least three copies of your data: the original on your computer, a backup on an external storage device, and a separate offsite backup.
• ?? Schedule regular backups: To ensure your latest files are secure, back up frequently. Setting up automated scheduled backups is ideal.
• ?? Incremental and differential backups: If possible, utilize methods like incremental and differential backups, which consume less storage space.
• ?? Encrypt your backups: Encryption protects your sensitive data from unauthorized access, especially important when using cloud storage or external devices.
• ?? Store backups offsite: Keep your backups in a different location to protect against fires, theft, or natural disasters.

Final words

In summary, we have explored the topic of file backup, highlighting key factors to help you safeguard your essential data. Remember, the keys to successful file backup are taking preventive measures, scheduling regular backups, and adjusting your methods as technology and data storage needs evolve.

Adhere to the rules and practices outlined here, and you can be confident that your critical files are safe and can be recovered quickly.

Frequently Asked Questions About File Backup

Are there any free apps that can recover lost files?

Yes, there are many free applications that can help with file recovery. For example, Data Recovery Wizard Free and Disk Drill are popular solutions. These programs are designed to search for deleted or lost files on hard drives, memory cards, or USB drives and recover them.

For instance, "Data Recovery Free" is a well-known solution that offers a user-friendly interface along with the ability to recover files lost due to accidental deletion, formatting, or system crashes. "Disk Drill" is also widely used, as it not only provides file recovery but also additional features like data protection and disk cleaning.

While these applications offer free versions with basic file recovery functionalities, they might have some limitations, such as data recovery quotas or restricted access to advanced features. If you require more comprehensive file recovery options or have substantial data recovery needs, you might consider purchasing a commercial data recovery software.

What is the best way to back up large files?

Todo Backup is a reliable and cost-effective solution for backing up large files. It is a comprehensive backup software that offers various features and functionalities to securely and swiftly backup substantial amounts of data.

One of the main features of Todo Backup is its support for incremental and differential backups. These solutions don't continuously back up the entire large file, but only copy the changes made since the last backup, significantly reducing backup time and storage space.

Additionally, Todo Backup employs modern compression and encryption technologies to reduce file sizes and ensure data security during the backup process – a plus for larger files that can take up substantial storage space.

What is the cheapest way to back up data?

If you're looking for the cheapest way to back up your data, there are a few options available.

• External Hard Drive: An external hard drive is an affordable solution for backing up your data. They offer ample storage space and can easily be connected to your computer to copy and store your files.
• USB Flash Drive: USB flash drives are compact and portable, providing a convenient and cost-effective way to back up small amounts of data. They come in various storage capacities and can quickly connect to any USB port.
• Cloud Storage: Many cloud storage services offer limited free storage plans, such as Google Drive, Dropbox, and OneDrive, which provide a certain amount of free storage for you to save a small amount of data.

Before making your final decision, remember to compare prices, consider your storage needs, and evaluate the reliability and security of the options you're considering.