The safest home setup is two kinds of backup: an external drive that your computer backs up to automatically, plus a cloud copy of the files you cannot replace. On a Mac, the built-in tool for the drive is Time Machine. On Windows, it is File History or Windows Backup with OneDrive folder backup. Neither one alone is enough, because a drive on your desk can be lost in the same fire, theft or ransomware attack as your computer, and a cloud account can run out of space, lapse or sync a mistake.
This guide is for home users and home-office workers in the US, UK, Canada and Australia. It walks through the setup on both Mac and Windows, compares an external drive with cloud backup in a table, explains the 3-2-1 rule for a household, covers encryption, shows how to test a restore, and lists the mistakes we see most. If you run a business with employees and shared files, the home approach below is not enough, and our articles on automated backups for small business and cloud backup for business in Canada are the better starting points.
Who wrote this guide
Written by IT Cares, an IT support company founded in 2014 that helps households and small businesses with backups, security setup and remote support. Menu names and plan details are checked against Apple and Microsoft support pages as of November 2026 and can change with software updates.
Backup, sync and archive: what you are actually building
A backup is a separate, versioned copy of your data that you can go back to after something goes wrong. Three different things get called "backup" and only one of them is.
- Backup: a copy stored somewhere else, with older versions kept, so a deleted or damaged file can be recovered from before the problem happened.
- Sync: a service that keeps the same files identical across your devices. Delete a file on one device and it can disappear from the others. This is convenient, but it is not a backup by itself.
- Archive: long-term storage of files you no longer use day to day, such as old tax years.
OneDrive, iCloud Drive and Google Drive are sync services first. We explain the limits in OneDrive sync is not backup. Treat sync as an extra layer, never your only copy.
What can go wrong at home
- Drive failure. Every internal drive eventually fails. SSDs and hard drives both die, sometimes without warning.
- Loss or theft. A laptop left in a taxi or a bag stolen from a car takes the files with it.
- Accidental deletion or overwriting. Often noticed days later.
- Ransomware and malware. Malware can encrypt or delete files, and it often goes after any backup it can reach. CISA notes that attackers commonly try to find and delete or encrypt accessible backups, which is why an always-connected drive is not enough on its own.
If you suspect malware is already on a machine, deal with that first. See removing a virus from a computer and warning signs a computer is hacked.
External drive vs cloud backup: the comparison
Both approaches work. They fail in different ways, which is exactly why home users benefit from combining them. Here is how they compare for a typical household.
| Factor | External drive (Time Machine, File History) | Cloud backup or sync (iCloud, OneDrive, others) |
|---|---|---|
| Cost model | One-time purchase of the drive. No monthly fee. You replace it every few years. | Free tier with small storage (Apple and Microsoft both give 5 GB free), then a recurring subscription that grows with your data. |
| First backup speed | Fast. Limited by the USB or Thunderbolt connection, so hundreds of gigabytes can finish in hours. | Slow for large libraries. Limited by your upload speed, which is often far lower than download speed. Can take days or weeks. |
| Restore speed | Fast, because the data is next to you. Best for restoring a whole computer. | Depends on your download speed. Fine for a few files, slow for everything. |
| Ransomware resilience | Weak while the drive stays plugged in, because malware can reach it. Better if you disconnect it between backups or keep a rotated second drive. | Mixed. A synced folder can replicate encrypted files. Versioning and a restore window can help, but only if the service offers them for your plan. |
| Protection from fire, flood, theft | None if the drive sits beside the computer. Good if you keep a second drive somewhere else. | Strong. The copy lives in another location by design. |
| Effort once set up | Low, but you must keep the drive connected or remember to plug it in. | Very low. Works from anywhere with internet. |
| Privacy and control | You hold the physical copy. You choose the encryption. | Your data sits on a provider's servers. Check how it is encrypted and who can access it. |
| Main risk | Same-location loss, drive failure, forgetting to connect it. | Running out of space, lapsed subscription, hacked account, slow full restore. |
A drive is the quick, complete copy. The cloud is the off-site copy that survives a disaster at home. Together they form the 3-2-1 rule.
The 3-2-1 rule, adapted for a household
CISA describes the 3-2-1 approach as keeping three copies of important files, on two different types of storage, with one copy stored off-site. It is easy to apply at home without buying anything exotic.
- Three copies: the original on your computer, plus two backups.
- Two types of storage: for example your computer's internal drive, an external drive, and cloud storage. Two drives of the same kind in the same drawer do not count as variety in any meaningful way.
- One off-site: a cloud copy, or an external drive kept at a relative's home or in a safe deposit box.
A realistic home version looks like this:
- Copy 1: your files on the computer.
- Copy 2: an external drive running Time Machine or File History, covering the whole computer.
- Copy 3: a cloud copy of your irreplaceable folders, such as photos, documents and tax records. You do not have to cloud-back-up everything. Prioritize what cannot be recreated.
For extra ransomware resilience, add a rotating second external drive and disconnect it after each backup. Offline copies cannot be reached by malware. CISA's ransomware guidance recommends offline, encrypted backups that you regularly test, and the same principle applies to a household.
Before you start: decide what to back up
Spend five minutes listing what you would be upset to lose. For most households that is:
- Photos and home videos, often the most valuable and least replaceable.
- Documents: tax returns, mortgage and insurance papers, IDs, school and work files.
- Password manager recovery details, such as an emergency kit or recovery key. Our password manager guide explains why these should be stored safely offline too.
Apps and the operating system can be reinstalled. Your personal files cannot.
How to back up a Mac with Time Machine
Time Machine is built into macOS and backs up your Mac to an external drive. Apple's support page describes the process, and the steps below follow it for macOS Ventura 13 and later.
Step 1: pick the right drive
Apple recommends a USB or Thunderbolt external drive with at least twice the storage of your Mac. For a Mac with 1 TB of storage, that means at least 2 TB. Apple also advises using the backup disk only for Time Machine. Setup will usually offer to erase the drive, so start with a new drive or one with nothing you need on it.
Step 2: set up the backup disk
- Connect the drive to your Mac.
- Choose Apple menu > System Settings.
- Click General in the sidebar, then click Time Machine on the right.
- Click Add Backup Disk (or the Add button).
- Select your drive and click Set Up Disk.
Apple notes you may be asked to erase the drive so Time Machine can use it, or to claim existing backups made on another computer.
Step 3: turn on encryption
During setup you can tick Encrypt Backup and create a backup password. Do this if the drive ever leaves your desk, and it is a good idea even if it does not, because backups contain everything. Apple states you need this password to restore files later, so store it in your password manager and on paper. A forgotten backup password makes the backup useless.
Step 4: let it run, and know what it does
Backups start immediately after setup. According to Apple, Time Machine keeps hourly backups for the past 24 hours, daily backups for the past month, and weekly backups for earlier months. When the disk fills, the oldest backups are deleted. You can run a backup manually from the Time Machine menu in the menu bar, and change the frequency under Time Machine settings > Options.
Eject the drive, or shut down the Mac, before unplugging it.
Step 5: restore a file
Apple's restore steps are short. Open a Finder window for the folder where the item used to be (for desktop items you do not need a window), then open Time Machine using Spotlight. Use the arrows to move back through your backups, select the items you want, and click Restore. They go back to their original location. In many apps you can also use File > Revert To > Browse All Versions to find an earlier version of a document.
To restore a whole Mac onto a new or erased computer, Apple points you to Migration Assistant, which can use a Time Machine backup to restore your personal files, apps and user accounts.
What about iCloud on a Mac?
iCloud is not a replacement for Time Machine. Apple gives you 5 GB of iCloud storage for free, and iCloud Drive and iCloud Photos keep files up to date across your devices, which is sync behavior. Use iCloud as an off-site layer for photos and documents, and keep Time Machine for full, versioned restores.
How to back up a Windows PC
Windows has two built-in routes. Windows Backup with OneDrive puts key folders in the cloud, and File History saves file versions to an external drive. Most households benefit from both.
Option A: Windows Backup and OneDrive folder backup (cloud)
Microsoft describes Windows Backup as a consumer tool that stores data in OneDrive. It backs up the Desktop, Documents, Pictures, Videos and Music folders, plus settings such as installed apps, accounts, Wi-Fi networks and personalization. To set it up on Windows 11:
- Sign in with a Microsoft account. Go to Settings > Accounts > Your info and choose Sign in with a Microsoft account instead, if you are using a local account. Work or school accounts are not supported.
- Select Start, type backup, and open Windows Backup.
- Expand Folders and switch each folder you want to On.
- Expand the settings groups you want to remember and switch them on, then select Back up.
To change which folders sync later, go to Settings > Accounts > Windows backup and select Manage sync settings under OneDrive folder syncing. On Windows 10, Microsoft's labels differ slightly (for example, Back up files), and Microsoft notes that Windows 10 support ended on October 14, 2025, so upgrading to Windows 11 is advisable where your hardware allows it.
The catch is storage. A free Microsoft account includes 5 GB of OneDrive storage, which a photo library can exceed quickly. If storage is insufficient, backups can fail and some settings will not be backed up. Check how big your folders are first. Plans and prices change, so check Microsoft's current OneDrive pages.
To restore on a new PC, or after reinstalling Windows, sign in with the same Microsoft account during setup and choose the restore option. Files can also be reached at any time by signing in to OneDrive with that account.
Option B: File History (external drive)
File History is the Windows tool that saves versions of your files to an external drive or a network location. Microsoft's instructions for Windows 10 and 11 are:
- Connect an external drive, or set up a network location for backups.
- Open Control Panel > System and Security and select Save backup copies of your files with File History.
- Select Turn on. If the default drive is not the one you want, choose Select drive, pick your destination, and confirm.
- To include a folder that is outside your libraries, right-click it, choose Show more options, then Include in library.
File History protects your personal files, such as Documents, Pictures, Music, Videos and Desktop. It does not image the whole system, so keep installers and licence keys for important software.
The drive must stay connected for backups to run, so a desktop PC with a drive always plugged in is the easiest fit. On a laptop, remember to plug the drive in regularly, ideally at the same time each week.
Restoring a file with File History
- In File Explorer, open the folder that used to hold the file.
- Right-click the folder name and choose Restore previous versions. For a drive's top-level folder, right-click the drive.
- On the Previous Versions tab, pick a version. Use Open to preview, then Restore, or Restore to... to put it in another place.
Microsoft warns that a plain Restore replaces the current version of the file and cannot be undone. When in doubt, use Restore to... so you keep both versions.
Picking an external drive: SSD vs HDD and how much capacity
You need a drive that is big enough, reliable and used only for backups. Here are the criteria, without brand picks, because models and prices change constantly.
| Criteria | Portable SSD | Hard disk drive (HDD) |
|---|---|---|
| Cost per terabyte | Generally higher | Generally lower, so best for big photo and video libraries |
| Speed | Faster for first backups and restores | Slower, but fine for background backups |
| Durability | No moving parts, better when bumped or carried | Spinning platters, more vulnerable to drops while running |
| Power | Bus-powered, small and quiet | 2.5 inch models are bus-powered. Large desktop drives need a power adapter. |
| Best fit | Laptop users who travel, smaller libraries | Desktop at a desk, large libraries, tight budgets |
A few more selection rules:
- Capacity rule of thumb: at least twice the storage of your computer, matching Apple's guidance for Time Machine. Version history needs space. The same rule is sensible for Windows File History.
- Interface: USB 3 or newer, or Thunderbolt, and a cable that matches your computer's port (many laptops only have USB-C).
- Dedicate it: do not store other files on the backup drive. Apple specifically recommends using the disk only for Time Machine.
Encryption: protect the backup as well as the computer
A backup contains everything your computer does. If someone steals the drive, unencrypted backups hand over your documents, photos and saved data. Good practice at home:
- Mac: tick Encrypt Backup when you set up the Time Machine disk, and store the backup password safely. Apple states the password is needed to restore.
- Windows: encrypt the external drive with the encryption tools available in your edition of Windows, and save any recovery key in your password manager. Features vary by Windows edition.
- Cloud: protect the account itself with a strong unique password and multi-factor authentication. A cloud backup is only as safe as the login in front of it. See our guide to setting up two-factor authentication.
Keep recovery keys and passwords somewhere that does not depend on the computer you are backing up.
Test your restore: the step most people skip
A backup you have never restored from is a hope, not a plan. CISA recommends testing that you can restore data fully and partially, and the same applies at home. A quick test takes ten minutes and is worth doing right after setup.
- Pick a test file that is not important, such as a photo or a document from last week.
- Delete it (or copy it elsewhere and delete the original).
- Restore it using Time Machine, File History or OneDrive as described above.
- Open it and confirm it works, not just that the file name appears.
- Repeat every few months, including once for the cloud copy. Try a restore from the cloud on a different device to confirm your login and recovery steps work.
Also check the backup status. On Mac, open the Time Machine menu and confirm the most recent backup date. On Windows, open Windows Backup or Settings > Accounts > Windows backup, and for File History check the date of the last copy in Control Panel. A silent backup that stopped three months ago is the most common failure we see.
For a more structured approach aimed at small businesses, including immutable backups, see restore testing and immutable backups for small business. The principles are the same, only the scale differs. For the first hour after a ransomware attack, see our ransomware response plan template.
If a drive has already failed and you have no backup, see data recovery vs data backup. Stop using a clicking or undetected drive, because extra writes can reduce the chance of recovery.
Common mistakes to avoid
- Relying on sync alone. Deleting a file on one device can delete it everywhere.
- One copy, kept beside the computer. A fire, flood or theft takes both.
- Never testing a restore, or losing the backup password. Either makes the backup useless on the worst day.
A backup schedule checklist for a home
| When | What to do |
|---|---|
| Today | List what you cannot afford to lose. Buy a suitable drive if you do not have one. Set up Time Machine or File History with encryption. Turn on cloud folder backup for the irreplaceable folders. |
| This week | Do a test restore of one file. Store backup passwords and recovery keys safely. Confirm your phone's photo backup is on. |
| Daily or hourly (automatic) | Time Machine and File History run on their own as long as the drive is connected and the computer is on. |
| Weekly | Plug in the drive if you use a laptop. Glance at the last backup date. |
| Monthly | Check cloud storage use and the drive's free space. Confirm the cloud account is signed in and syncing. |
| Every 3 to 6 months | Repeat the restore test, including a cloud restore. Swap in a rotated offline copy if you use one. |
| Yearly | Review what you back up, as your photo library grows. Replace aging drives. Move finished projects into an archive. |
What to do next
- Check what you have today. Find the date of your last backup and the last time you restored anything.
- Set up the drive. Follow the Time Machine or File History steps above, and turn on encryption.
- Add an off-site copy of your irreplaceable folders with a cloud service you already pay for, or a second drive kept elsewhere.
- Test a restore and write the date in your calendar for the next test.
- Ask for help if your computer is slow, nearly full, or you are unsure the setup is working. Our guides on speeding up a MacBook and factory resetting a laptop both start with a good backup.
IT Cares offers remote help with backups, and a 60-minute Expert Consultation at 119.99 CAD (plus applicable taxes). A technician can set up Time Machine or File History with you, work out how much cloud storage you really need, and run a restore test so you know it works. You can book a time here. There is no obligation to buy anything else.