Backup and Recovery Basics
A backup you have never tested is a hope, not a plan. Here is a simple, widely used approach to keeping copies of your files, and how to make sure you can actually get them back.
The 3-2-1 principle
The 3-2-1 approach is a simple rule of thumb many people use to protect important data:
3 copies
Keep your original files plus two backups.
2 types of storage
Use two different kinds, such as a backup drive and a cloud backup service.
1 offsite
Keep at least one copy somewhere other than where the computer lives.
The idea is that no single event, whether a failed drive, a spilled drink, theft or a fire, can take out every copy at once. It is not a guarantee, but it greatly improves your chances of recovering.
What to back up
- Documents, spreadsheets and PDFs
- Photos and videos, which are often the hardest to replace
- Email, contacts and calendars, if they are not already synced to an account
- Browser bookmarks and saved settings
- Business data files from accounting or customer-management tools
- A list of installed programs, so you know what to reinstall
Common backup options
| Method | Strengths | Things to watch |
|---|---|---|
| Backup drive (external) | Fast, works without internet, you control it | Stored in the same place unless you move it; can fail or be lost |
| Cloud backup service | Offsite automatically, accessible from anywhere | Depends on internet speed; review the provider's privacy terms |
| Built-in backup tool | Included with your operating system, can run on a schedule | Learn how restoring works before you need it |
| Full system image | Can restore the entire computer as it was | Large files; may not restore to different hardware |
Test your restore
Testing is the step most people skip, and the one that matters most. After making a backup:
- Pick a few files from different folders, including a photo and a large document.
- Restore them to a new folder, not over the originals.
- Open each one and confirm it looks right.
- Note how long it took and what steps were involved, so you are not learning under stress later.
Repeat this check every few months, and always right before a major upgrade.
Recovery options to know before upgrading
- Rollback period: many operating systems let you return to the previous version for a limited time after upgrading. Find out how long, and do not delete the old version's files during that window.
- Recovery drive: a bootable USB drive created by your operating system's built-in tool can help start a computer that will not boot normally.
- Reset option: the built-in reset can reinstall the operating system; combined with your backup, it gets you back to a working state.
- Account recovery: make sure recovery email addresses and phone numbers on your important accounts are current.
A note on safety
Be cautious of anyone who contacts you unexpectedly offering to back up or "repair" your computer remotely. We do not offer remote access, and we will never ask for your passwords through this website.
Ready for the full picture? Continue with the Upgrade Readiness Guide.