What Should You Back Up?

You do not need to back up every file on your computer — just the ones that matter and cannot be replaced.

• Photos and videos — family memories are irreplaceable
• Documents — tax returns, financial records, important letters
• Desktop and Downloads folders — many people save important files here without realizing it
• Email contacts and calendar if stored locally
• Any creative work — writing, music, artwork

The 3-2-1 Backup Rule

IT professionals follow a simple rule called 3-2-1: keep 3 copies of your data, on 2 different types of storage, with 1 copy stored offsite (or in the cloud). For most home users, a simpler version works well: one backup on an external hard drive, and one backup in the cloud.

Option 1: External Hard Drive

An external hard drive is a small device that plugs into your computer's USB port and stores a copy of your files. It is the most straightforward backup method.

• A 1TB external hard drive costs around $50–$70 and can hold tens of thousands of photos
• Plug it in, copy your important folders, and unplug it when done
• Store it somewhere safe — not right next to your computer (if your computer is stolen or damaged in a fire, you want the backup to survive)

Option 2: Windows Backup (Built-In)

Windows 10 and 11 include a backup tool that can automatically save copies of your files to an external drive.

1. 1Connect an external hard drive to your computer
2. 2Go to Settings → Update & Security → Backup
3. 3Under "Back up using File History," click "Add a drive" and select your external drive
4. 4Turn on "Automatically back up my files"
5. 5Click "More options" to choose which folders to include and how often to back up

Option 3: Mac Time Machine (Built-In)

Mac computers have a built-in backup tool called Time Machine that automatically backs up your entire Mac to an external drive.

1. 1Connect an external hard drive to your Mac
2. 2Click the Apple menu → System Settings → General → Time Machine
3. 3Click "Add Backup Disk" and select your external drive
4. 4Time Machine will begin backing up automatically — it runs in the background whenever the drive is connected

Option 4: Cloud Backup

Cloud backup stores your files on secure servers over the internet. Even if your computer and external drive are both destroyed, your files are safe. Options include: Google Drive (15GB free), Microsoft OneDrive (5GB free, included with Microsoft 365), iCloud (built into Macs and iPhones, 5GB free), and Backblaze ($99/year for unlimited computer backup — highly recommended for important files). Cloud backup works best as a second layer of protection alongside an external drive, not as your only backup.

How Often Should You Back Up?

The right answer depends on how often your files change. A good general rule:

• If you use your computer daily for work or photos: back up at least once a week
• If you use it occasionally: once a month is usually sufficient
• After any major project — finishing a tax return, editing a large batch of photos — back up immediately

Test Your Backup

A backup you have never tested is a backup you cannot trust. After setting up your backup, open the backup drive or cloud storage and verify that your files are actually there. Try opening one or two files to confirm they are not corrupted.

Need Help Setting This Up?

Setting up a backup system for the first time can feel confusing. My Neighbor Tech can come to your home and get everything configured — external drive, automatic backups, and cloud storage — so your files are protected going forward. We serve families and seniors across Baltimore, Howard, Harford, and Carroll Counties.