The Tool Desk
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What does it mean to back up your files?
A backup is a separate, recoverable copy of files you want to keep. It is different from the original copy on your computer: if the computer is lost, damaged, or compromised, you need another copy you can retrieve. CISA recommends backing up locally stored files to an external drive or a vetted cloud service (CISA guidance on protecting data stored on devices).
Decide what matters before choosing a method. Include personal documents, photos, and work in progress. A file backup does not necessarily preserve installed applications, system settings, or everything needed to rebuild a computer; check what your chosen option includes.
Choose where to keep the backup
| Destination | Useful for | Limitation to consider |
|---|---|---|
| External hard drive | A local copy you control, including when internet access is limited. | It must be connected to make a backup and stored safely afterward. A connected drive can be exposed to ransomware. |
| Cloud backup or storage | Keeping a copy offsite and retrieving it through an online service. | Check the service’s security, retention, and restoration process. Synchronization by itself may not protect against every attack. |
| Both local and offsite copies | Redundancy across locations and storage types. | You need to maintain both copies and periodically verify that they can be restored. |
For a more resilient plan, use the 3-2-1 guideline: three copies total (the original plus two backups), on two types of media, with one copy offsite. CISA presents this as a guideline, not a guarantee against every failure (CISA Data Backup Options).
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- Easily store and access 2TB to content on the go with the Seagate Portable Drive, a USB external hard drive
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
Set up a repeatable backup routine
- List the files to protect. Identify important folders and files, including recent work that would be difficult to recreate.
- Choose a destination. Use an external drive, a cloud service, or both. Confirm the option covers the files you selected and that you know how to recover them.
- Choose a schedule. Use an automatic process if available, or set a reminder to back up manually. Choose a cadence based on how much recent work you could afford to lose; there is no single interval that fits everyone.
- Protect the copies. Encrypt sensitive data and removable media where appropriate, secure the account used for a cloud service, and keep recovery credentials somewhere safe.
- Disconnect and store removable drives. Connect the drive for the backup, then disconnect it and store it safely. CISA warns that a drive left connected could be accessed by ransomware to delete or corrupt backups (CISA guidance on protecting data stored on devices).
- Test recovery. Restore a sample file or folder to confirm you can retrieve it. For important data, check regularly that backups are available and intact. CISA recommends offline, encrypted backups of critical data and regular testing (CISA #StopRansomware Guide).
Back up files on Windows
Windows backup choices depend on what you need to preserve and whether you prefer an online, external, or network destination. Microsoft documents the current options and their intended uses in Choose a backup solution in Windows; follow the instructions for your Windows version and confirm which files and settings are included.
Windows 10 stopped receiving free software updates, technical assistance, and security fixes after October 14, 2025, according to Microsoft. Backups help preserve files, but they do not replace supported software or security updates.
Quick Recap
Rank #4
- Easily store and access 4TB of content on the go with the Seagate Portable Drive, a USB external hard drive.Specific uses: Personal
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
Rank #3
- Easily store and access 1TB to content on the go with the Seagate Portable Drive, a USB external hard drive.Specific uses: Personal
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop. Reformatting may be required for Mac
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
Rank #2
- Easily store and access 5TB of content on the go with the Seagate portable drive, a USB external hard Drive
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
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