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How to back up important files on your computer – the easy way
Whether you're on Windows or Mac, our tech experts explain how to keep your files secure and accessible across all of your devices
The more we rely on our devices, the more crucial it becomes for us to back them up – just think of all the precious photos, documents and more you'd stand to lose if your computer was ever stolen, lost, damaged or targeted by malware.
Backing up means creating copies of the files on your device. If you ever encounter a serious problem, your data will remain safe and retrievable, even if the device itself is no longer usable.
Luckily, backing up isn’t anything like the hassle it used to be. Below, we explain how to ensure your data is always safe.
Your PC isn't the only device you need to keep secure - also see How to back up important files on your phone or tablet
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Back up files on Windows
Windows offers built-in ways to back up to cloud storage or an external hard drive. There are also third-party backup tools (some free, others paid-for) and alternative cloud backup services.
Back up to the cloud
Windows 10 and 11 include an app called Windows Backup, which provides a simple, automatic way to sync files and settings to Microsoft’s OneDrive cloud storage.
To back up your files, follow these steps:
- Click Start, type Windows backup, then click the Windows Backup icon.
- In the app that opens, click the down arrow next to each category (Folders, Apps, Settings and Credentials) to see what will be backed up.
- Under Folders, you can use the switches to choose which ones you want to back up (Desktop, Documents, Pictures, Videos and Music).
- Click Backup when you're done.
Our guide on how to choose the best cloud storage service compares free and paid-for services so you can choose wisely.
Back up to an external drive
You can still back up to an external hard drive in Windows, using older built-in tools, but the process varies in Windows 10 and 11.
On Windows 10
- Plug in your USB drive, then click Start > Settings > Update & Security > Files backup.
- Under Back up using File History, click Add a drive, and select your USB drive.
- Click More options to select how often to carry out backups (the default is every hour), and for how long to keep your backups. You can also view which folders are being backed up and add or exclude specific folders here.
Note that official support for Windows 10 ends on 14 October 2025, meaning Microsoft will no longer offer security updates after that date. Discover how you can prepare for Windows 10 ending security support.
On Windows 11
- Plug your USB drive into your PC, then click Start, type file history, and click the File History icon.
- In the window that opens, you should see your drive. If not, you can find it manually - choose Select drive.
- Choose your drive from the list and then click OK. Now click the Turn on button.
By default, File History backs up any file stored in your Documents, Desktop, Pictures, Music and Videos folders, but you can click Exclude folders on the left to omit specific folders.
Click Advanced settings on the left to set how often to update your backup (every hour is the default) and for how long you want to keep your back-up copies.
Find out which drives impressed us in our test of the best external hard drives.
Next steps: make a system backup
A system image backup is a snapshot of your entire computer, including Windows itself, all your files and all installed software. It's a great insurance policy to have, in the event that your computer won't start.
To make a system backup, follow these steps:
- Plug in an external hard drive with a capacity equal to or larger than your computer's built-in hard drive (if you're not sure what this is, click Settings > System Storage). Click Start, type control panel and click the Control Panel icon.
- Choose Backup and Restore > Create a system image.
- In the 'Where do you want to save the backup?' box, select your USB drive from the On a hard disk drop-down menu, then click Next and follow the remaining prompts.
If your PC is having trouble starting up, you should eventually find yourself faced with a blue scree nlisting advanced startup options.
With your system image drive plugged in, go to Troubleshoot > Advanced Options > System Image Recovery > See more recovery options > System Image Recovery to restore your PC from your backup.
- Cloud storage – storing backup copies off-site is considered safer than backing up to a USB drive, which could be stolen or destroyed. But you'll need a reliable broadband connection, particularly if you have lots of large files to upload.
- External hard drive – saving offline copies of your files means your backups are always to hand, even without an internet connection. You’ll need a roomy USB drive – 1TB hard disk drives (HDD) start from about £50 online. Solid-state drives (SSD) are a little pricier (these start from about £80 for a 1TB model), but are more dependable, as they don’t have any mechanical parts.
Even if you’ve opted to back up your computer to the cloud, we recommend creating manual backups to a USB drive every so often, for a belt-and-braces approach.
We've tested HDD and SSDs - discover the best external hard drives.
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Back up files on Mac
Mac users can either sync files and data online with iCloud or use Apple's Time Machine app in conjunction with an external USB drive to make offline backups. There are also various third-party backup options available, but we'll focus on Apple's built-in backup here.
Back up to the cloud
To back up your files, follow these steps:
- Click the Apple menu > System Settings > Your name > iCloud and sign in with your Apple ID, if prompted.
- At the top of the screen, you’ll see how much available iCloud storage you currently have. Click See All below this to view the various categories of data you can sync to your iCloud storage.
- Click the switch next to any you want to include – Photos, Contacts, Passwords, Notes and so on. In some cases, clicking a category will present you with options. Click iCloud Drive, for example, and enable this, then enable Desktop and Documents Folders. From now on, any files stored on your desktop or in your Documents folder will be synced with your iCloud storage.
- Enabling Optimise Mac Storage will manage your Mac’s storage automatically, removing older files if you’re running out of space. Don’t worry, though – these files will remain accessible from your iCloud storage at any time.
Do you use iCloud? Find out why Which? has filed a £3bn legal claim against Apple for breaching competition law.
Back up to an external drive
Apple's Time Machine feature works in the background to automatically back up your Mac to an external USB drive. To set it up, follow these steps:
- Plug the USB drive into your Mac, then click Apple menu > System Settings > General > Time Machine.
- Click the Add (+) button, select your USB drive, then click Set Up Disk.
- Follow on-screen prompts until the Mac starts to create its first backup.
If you select Options, you can choose to exclude specific drives or folders from your backup (click the Add (+) button, then browse for the location you want to exclude), or click the drop-down menu next to Backup Frequency to choose how often the automatic backup runs (every hour, every day or every week).
You’ll need to leave your drive plugged into your Mac whenever possible.
Looking for a new Mac? We reveal the best MacBooks for your needs and budget, plus which retailers have the lowest prices.
Even more ways to keep your files secure
- Turn on two-factor authentication (2FA) – when you activate 2FA, attempting to access an account from a new device will prompt the service to send a unique code to your smartphone or another trusted device.
- Password-protect your external drive – you'll have added peace of mind if you accidentally leave the device behind somewhere.
- Try a Which? Best Buy antivirus – we subject antivirus programs to tens of thousands of threats, including viruses, ransomware and phishing attacks designed to compromise and steal your data.
- Update your computer regularly – doing so protects your device from vulnerabilities that hackers can exploit.
- Learn how to track a lost laptop – both Windows and macOS laptops have features that can help you recover them.
For details on all of the above, see our guide: 12 things every laptop or PC owner should do to keep their data safe.
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Additional reporting by Tom Morgan.
