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  • Writer's pictureBen Bowyer

The dos and don’ts of backing up

Nobody wants to lose their files or photos – follow some basic rules to avoid losing your data

Malware attacks, hardware malfunctions and accidental deletion can all result in you losing precious files. With a backup, you are creating extra copies that mean you aren’t just relying on your laptop. For real protection, though, don’t just back up to one place. We would recommend using a combination of physical storage, in the shape of an external hard drive, and cloud-based storage.

External Hard Drive:

USB external hard drives are cheap and easy to use. Just plug one in, say, once a week, and you can copy across your most important files and folders to make sure they don’t get lost. Many hard disks also include software that will let you schedule automatic backups of specific files and folders when the drive is plugged in. If not, you can use Windows 10’s File History feature to keep files up to date and backed up. Go to for step-by-step instructions on how to set this up.


DO back up all of your data – especially any pictures, documents, videos or music that can’t easily be replaced. • DO back up all your system files so that you can recover your system if it dies. • DO think about using two external hard drives so that you have a safe copy if one fails.


DON’T expect external hard drives to last forever – they can and do develop faults. • DON’T unplug the drive or shake it while you’re backing up your data. Either turn off your PC before disconnecting or launch the File Explorer, go to This PC, right-click on the drive and select Eject. • DON’T let your backup drive get disorganised. If it’s packed with a mess of files and folders, you’ll never find what you’re looking for when you need it.

Cloud storage:

Cloud storage services let you back up your files safely online, in one smooth and seamless experience. Once they are there you can access them from anywhere over an internet connection, and you can find and download your files – or even a specific version of a file – if something happens. Cloud storage providers take data security very seriously and even take backups of your backups.


DO make the most of your free cloud storage allowance. • DO consider carefully what you want to upload but pay for more space if you need it. • DO use cloud storage to share your stored files with friends and family. Just make sure they have an account with a secure user name and password.


DON’T expect video to upload quickly. Larger files like these might well be slow to upload, so give yourself plenty of time. • DON’T forget to consider other options, especially when it comes to backing up your photos. Dedicated photo services will often store more photos for less – or even for free. • DON’T rely on cloud storage alone – or any one type of storage for that matter. It’s The dos and don’ts of backing up always safest to have multiple backups.

GreyFusion also offers a cloud backup solution and you can find out more by clicking the button below.

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