How To Guide
How to Set Up External Storage for Backups
External storage is the simplest way to back up your important files. Set it up once and let automated backups protect your data.
Overview
Choose between external hard drives (cheaper, more capacity) and external SSDs (faster, more durable, portable). For backups, a standard external HDD is usually sufficient.
Step 1: Choose and Prepare Your Drive
Select the right drive and format it correctly.
1
Choose the Right Drive
- Backup drive should be at least 2x your internal storage
- External HDD: 2TB from £50, 4TB from £80 — best value for backups
- External SSD: 1TB from £60, 2TB from £100 — faster and more portable
- Look for USB 3.0 or USB-C for adequate speed
- Seagate, WD, Samsung, and Toshiba are reliable brands
2
Format the Drive
- Windows: Right-click drive in File Explorer → Format
- Choose NTFS for Windows-only use
- Choose exFAT for use with both Windows and Mac
- Mac: Open Disk Utility → Select drive → Erase
- Choose APFS for Mac-only or exFAT for cross-platform
- Quick format is fine for new drives
Warning:
Formatting erases all data on the drive. Only format new or empty drives.
Step 2: Windows Backup Setup
Configure Windows File History for automatic backups.
1
Set Up File History
- Connect your external drive
- Settings → Update & Security → Backup
- Click 'Add a drive' and select your external drive
- Toggle ON 'Automatically back up my files'
- Click 'More options' to configure what's backed up
2
Configure Backup Settings
- Set backup frequency: Every hour (recommended) or custom
- Choose how long to keep backups: Forever or until space needed
- Review which folders are included
- Add any additional folders you want backed up
- Exclude large folders you don't need (e.g., game installs)
3
Create a System Image
- Control Panel → Backup and Restore → Create a system image
- Select your external drive as the destination
- Include your system drive at minimum
- Click 'Start backup'
- This creates a complete snapshot you can restore from
Step 3: Mac Backup with Time Machine
Time Machine provides comprehensive Mac backups.
1
Set Up Time Machine
- Connect the external drive
- System Settings → General → Time Machine
- Click 'Add Backup Disk' and select your drive
- Time Machine will format the drive (backs up everything by default)
- First backup takes several hours
- Subsequent backups are fast (only changes are backed up)
2
Verify Your Backups
- Click the Time Machine icon in the menu bar
- Select 'Browse Time Machine Backups'
- Navigate to check that recent files are present
- Try restoring a test file to confirm backups work
- Check backup status regularly in System Settings
- Replace the backup drive every 3-5 years for reliability
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