How to Back Up the Files on Your Windows PC or Mac

Most of us keep something irreplaceable on our computer — years of family photos, old emails from people we miss, a document we spent hours writing. It is easy to assume those files are safe just because they are "in the computer." They are not safe on their own. A hard drive can fail, a computer can be lost to theft, and a virus can lock up or delete files without warning.

Backing up means keeping a second copy of your files somewhere other than your computer's main hard drive. If something goes wrong with the computer, your copy is still there.

This guide walks through two simple ways to back up your Windows PC or Mac, and how to turn one on today. You do not need to be technical to do this — you only need about fifteen minutes and, for one of the two methods, a small external drive.

Why backing up your Windows PC or Mac matters

A computer's hard drive is a physical part, and physical parts eventually wear out. That is normal and is not a sign anything was done wrong. Separately, a virus or scam can sometimes damage or hold files hostage. Either way, if your only copy of a photo or document lives on that one drive, it can be gone for good.

A backup breaks that risk. Once you have a second copy — on an external drive or stored safely online — losing the original stops being an emergency.

The two simple ways to back up

An external hard drive. You plug a small drive into your computer, and your files copy over automatically on a schedule you set. This is a one-time purchase, and your files stay private because they never leave your home.

Cloud backup. Your files copy over the internet to a secure online storage service instead of a physical drive. This protects you even if something happens to the computer and the drive at the same time, such as a house fire or theft. Cloud backup usually works quietly in the background once it is set up, though you may pay a small monthly fee depending on the service and how much storage you need.

Either one is a real improvement over no backup at all. If you already have an external drive sitting in a drawer, that is the easiest place to start.

How to back up a Windows PC

Windows has a built-in backup tool called File History. Here is how to turn it on:

1. Plug your external drive into the computer and let it finish connecting.
2. Click the Start button and type File History into the search box, then open it.
3. If it asks you to pick a drive, choose the external drive you just plugged in.
4. Turn the setting on. Windows will copy your files now and will keep copying new or changed files automatically from then on.

You can leave the drive plugged in all the time, or plug it in every so often — Windows will pick up where it left off either way.

How to back up a Mac

Macs use a built-in tool called Time Machine. Here is how to turn it on:

1. Plug your external drive into the Mac.
2. Click the Apple menu, then System Settings.
3. Click General, then Time Machine.
4. Click Add Backup Disk and choose your external drive.

Your Mac will back up automatically from then on, as long as the drive is plugged in.

What to do if you're stuck

If a step doesn't match what's on your screen, your computer's version may be slightly different, and that's all right — the setting is still in the same general area. We can set up your backup for you, in your home or remotely, and make sure it's actually working before we leave.

How backing up fits with staying protected

Backing up your files is about recovering from a problem after it happens. It doesn't stop a virus or a scam from reaching your computer in the first place — that's a different kind of protection. PorchswingProtect is made for seniors, works quietly on Windows and Mac, and includes a real Porchswing person to call if something looks wrong. Having both a backup and protection in place means you're covered from two directions: one keeps trouble out, and the other makes sure you don't lose anything if trouble gets in anyway.

If you want quiet protection on your Windows or Mac computer — with a real Porchswing person to call — learn about PorchswingProtect. Or call us at (916) 521-0065 and we'll help you set it up.

Common questions

How often does a backup update?

Once File History or Time Machine is turned on, it keeps copying new and changed files automatically — you don't need to start it by hand each time.

Do I need both an external drive and cloud backup?

No, either one is enough to protect you. Some people choose to use both, since each covers a different kind of loss, but a single backup is far better than none.

What size external drive do I need?

It depends on how many photos and files you have. A drive with more storage than your computer's own drive is a safe starting point, since your backup needs room to keep copies as files change over time.