Back Up Your Data Like a Pro: Expert Tips for Keeping Your Files Safe

There are online and offline options, but security and cost could play a role in the method you choose

By
Lisa Johnston
Lisa Johnston
Writer
  • New York College
  • Emerson College
Lisa Johnston is a former Lifewire writer and an editor who covers computer peripherals and other consumer electronics since 2004.
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Updated on January 15, 2025
Reviewed by
Michael Barton Heine Jr
Michael Heine headshot
Reviewed by Michael Barton Heine Jr
    Michael Heine is a CompTIA-certified writer, editor, and Network Engineer with 25+ years' experience working in the television, defense, ISP, telecommunications, and education industries.
    lifewire's editorial guidelines
    Person backing up laptop to external hard drive


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    It's smart to save your important data, and there are several ways to store files you don't want to lose. The best backup method is one that meets your specific needs and budget.

    We back things up all the time and these five are our favorite ways to back up the data on a computer, whether it's photos, videos, documents, or any other file. Each method has its unique pros and cons, which we've listed below to help you make the right decision for your situation.

    Store Files Online

    What We Like

    • Free space and affordable upgrades.

    • Data secured in a remote location.

    • Access it anywhere you can reach the internet.

    • Secure data transmission.

    What We Don't Like

    • Capacity limitations for free storage.

    • You risk the site going down or the company closing.

    • Must reach the internet to access your backed-up files.

    • Backup speed depends on your internet speed.

    One place you can store your data is on the internet. Called cloud storage, these services keep your data online. This method provides two major benefits when compared to these other ways to back up:

    • Your backed-up files are accessible from any internet-connected device, even if your computer completely dies or gets stolen.
    • Your data is encrypted and accessible only after you enter your login details. Some online file storage companies use what's called zero-knowledge encryption, which means they can't see the data you're storing on their servers unless they know your password.

    There are countless ways to back up the data from your computer to an online file storage account. Some options are free and others cost. Some of the biggest players include iCloud (ideal for Apple users), Google Drive, OneDrive, and Dropbox.

    Save It to an External Hard Drive

    What We Like

    • Quick and easy for anyone to use.

    • With software, you can schedule backups and never worry about them again.

    What We Don't Like

    • Hard disk drives run the risk of failure.

    • Solid-state drives have less risk but can be expensive for large-capacity drives.

    • Should be stored off-site in case of fire or another catastrophe.

    External hard drives connect to a computer over a USB connection. All you have to do is plug it in and then copy or move your files to the drive, which you can do manually or automatically with a backup tool. You can unplug the drive anytime you want but it otherwise works much like your internal hard drive, so you can make folders and store and delete files easily.

    Several companies make external hard drives and they come in a variety of sizes. This means you can get one with just the right amount of storage to avoid paying for excess space you'll never use.

    Burn It to a CD, DVD, or Blu-Ray Disc

    What We Like

    • Can store safely in a second location (e.g., safety deposit box,.

    • Simple categorization; one for videos, another for documents, etc.

    What We Don't Like

    • Time-consuming to manage the backups.

    • Some computers no longer include a disc drive.

    • Can get pricey for large amounts of data as you continue to buy additional discs.

    • Discs are easier to break than hard drives.

    Once the gold standard in data backup, burning data to a disc is now a much less popular, albeit still reliable, method of data backup. If your computer has an optical disk drive or you don't mind purchasing an external one, this can be a simple and affordable way to back up data from your computer.

    Save Data on a Flash Drive

    What We Like

    • Very affordable.

    • Extremely portable.

    What We Don't Like

    • Easy to misplace (not recommended for long-term storage of crucial information because of this risk).

    • Capacity limitations.

    Another solid way to store files is with a flash drive. This is like a tiny hard drive you can fit in your pocket, so it's easy to transfer your important files to a different computer or hide it somewhere safe. Some of the best flash drives are incredibly affordable for the storage size you get; you'll have no problem backing up even a massive media collection onto a flash drive.

    A USB Type-C flash drive plugged into a laptop

    Lifewire / Raymond Prince

    Save It to a NAS Device

    What We Like

    • Can back up several computers at once.

    • Can be set for automatic backup.

    What We Don't Like

    • Pricey.

    • Possibility of drive failure.

    Sort of like a combo cloud storage + external hard drive, NAS (network-attached storage) is a server dedicated to saving data. It can operate either wired or wirelessly—depending on the drive and your computer—and once configured, can display as simply another drive on your computer.

    FAQ

    • How do I back up my iPhone data?

      To back up your iPhone, connect it to your Mac, open it in Finder, then select Back up all of the data on your iPhone to this Mac. To use iCloud, tap Settings > your name > iCloud > iCloud Backup. You can also back up your iPhone using iTunes.

    • How do I back up my Android phone?

      To back up your Android phone, go to Settings > System > Backup or, on some devices, Settings > Cloud and accounts > Backup and restore or Systems > Backup. You can also transfer your Android files to your PC.

    • How often should I back up my data?

      If possible, important files that you use daily should be backed up every 24 hours in case of a system crash. Automatic backups are highly recommended.

    • How do I back up save data on my PS4?

      To back up your PS4 save data, plug an external drive into one of the USB ports, then go to Settings > System > Backup and Restore > Back up PS4. Games you’ve purchased can be re-downloaded at no cost. PlayStation Plus subscribers can also upload their save data to the cloud.

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