Don't Lose Everything: A Beginner's Guide to Proper Backups

8/19/20253 min read

Imagine this for a second: A spilled coffee, a dropped laptop, or the dreaded "click of death" from your hard drive. In an instant, every photo, every important document, every project you've ever worked on could be gone forever.

It's a terrifying thought, but it's a reality many people face. Hardware failure isn't a matter of if, but when. Your data's only true protection isn't a warranty or an antivirus—it's a solid backup strategy.

Setting up a backup sounds complicated, but it doesn't have to be. Let's walk through a simple, bulletproof method to create your digital life's first and most important line of defense.

The Golden Rule: The 3-2-1 Backup Strategy

In the world of IT, there's a simple, time-tested rule for keeping data safe called the 3-2-1 Strategy. It's the gold standard for everyone from massive corporations to regular home users.

Here's what it means:

  • THREE copies of your important data. This includes the original file on your computer and two backups.

  • On TWO different types of storage media. For example, your computer's internal drive and an external hard drive. This protects you if one type of media fails.

  • With ONE copy stored off-site. This is the crucial step. If there’s a fire, flood, or theft at your home, this off-site copy ensures your data survives.

Think of it like your house keys: you have the original (Copy 1), a spare in your garage (Copy 2, different media), and another spare you leave at a relative's house (Copy 3, off-site).

Your Simple Backup Plan in Action

Okay, theory is great, but how do we actually do this? Here’s a practical two-step plan.

Backup #1: The Local Copy (For Fast & Easy Recovery)

This is your go-to backup for everyday problems like accidentally deleting a file or a hard drive failure. The easiest way to do this is with an external hard drive and a built-in Windows tool called File History.

How to Set It Up:

  1. Get an External Drive: Purchase an external USB hard drive. A 1TB or 2TB drive is affordable and offers plenty of space for most people.

  2. Plug It In: Connect the external drive to your computer.

  3. Turn on File History:

    • Click the Start Menu, type Backup settings, and press Enter.

    • Under "Back up using File History," click "Add a drive" and select your external hard drive from the list.

That's it! Windows will now automatically keep copies of all the files in your main user folders (Desktop, Documents, Downloads, Music, Pictures, and Videos). It even saves multiple versions, so you can restore a file to how it looked last Tuesday.

Backup #2: The Off-Site Copy (For Total Disaster Protection)

Your local backup is great, but it won't help if your computer and your external drive are destroyed in a fire or stolen. That's where your off-site copy comes in.

The simplest way to get an off-site backup is with a cloud storage service.

Services like OneDrive (which is already built into Windows), Google Drive, or Dropbox are perfect for this. The free plans often provide enough space for your absolute most critical files.

How to Set It Up:

  1. Sign up for a service if you haven't already.

  2. Install the desktop app. This creates a special folder on your PC.

  3. Drag and drop your most irreplaceable files into this folder—things like family photos, your resume, tax documents, and that novel you've been writing.

  4. Anything in this folder is automatically synced to the cloud, creating a secure, remote copy.

For a more comprehensive, "set-it-and-forget-it" cloud solution, you can look into dedicated backup services like Backblaze, which will back up your entire computer for a small monthly fee.

So, What Should I Back Up?

Don't feel like you need to back up every single file. Focus on the things that are impossible to replace.

  • Highest Priority (The Irreplaceables): Family Photos and Videos, Work/School Projects, Financial Documents, Resumes.

  • Medium Priority (The Annoying to Lose): Browser Bookmarks, Application Settings, Game Saves.

  • Low Priority (The Replaceables): The Windows operating system and installed programs (you can always reinstall these).

Don't wait until it's too late. Take 15 minutes tonight to plug in an external drive and turn on File History. Your future self will thank you.