Why Backups Matter
Hard drives fail. Laptops get dropped, stolen or infected with ransomware. Files get accidentally deleted. Without a backup, any of these events can mean permanent loss of your photos, documents, financial records, and everything else stored on your computer. A backup takes minutes to set up and costs very little — and it's the one thing most people wish they'd done before something went wrong.
The 3-2-1 Rule
The gold standard for backups is the 3-2-1 rule: keep 3 copies of your data, on 2 different types of storage, with 1 copy stored offsite (or in the cloud). In practice, for a home user that means: the original files on your PC, an external drive at home, and a cloud backup.
Step 1: Set Up Cloud Backup (Free or Low Cost)
If you have a Microsoft account, OneDrive is already included and can automatically sync your Documents, Desktop and Pictures folders. Go to Settings → OneDrive on Windows and enable folder backup. You get 5GB free, or 100GB for around £1.99/month.
If you use Microsoft 365, you already have 1TB of OneDrive storage included per user — more than enough for most people's documents and photos. See our Microsoft 365 setup guide.
Alternatives include Google Drive (15GB free), Backblaze (£7/month for unlimited PC backup) and iDrive.
Step 2: Set Up a Local External Drive Backup
Buy an external hard drive (1TB drives cost around £40–£60) and plug it in. On Windows, go to Settings → System → Storage → Advanced storage settings → Backup options to enable File History, which automatically copies changed files to your external drive on a schedule.
The advantage of a local backup is speed — restoring large amounts of data from an external drive is much faster than downloading it from the cloud.
Step 3: Test Your Backup
This is the step most people skip — and the most important. A backup you've never tested is a backup you can't rely on. Once a month, try restoring a single file from your backup to confirm it actually works. It takes two minutes and gives you genuine peace of mind.
Backups for Small Businesses
For small businesses, the stakes are higher — data loss can mean lost client records, financial data, and potential GDPR implications. A business backup strategy should include automated daily backups, off-site or cloud storage, version history (so you can recover older versions of files), and a tested restore process.
We set up and manage cloud backup solutions for small businesses across Surrey remotely. See our cloud services page.
Need Help Setting Up a Backup?
We can set up a reliable, automated backup for your home PC or business systems remotely — usually in under an hour.
Based in Surrey? We Can Help
We support home users and small businesses across the whole of Surrey remotely — including Epsom, Guildford, Dorking, Kingston, Woking, Reigate and Cobham. View all Surrey areas →
Related Guides
What is Ransomware?
A good backup is the best defence — here's what ransomware is and how it works.
How to Set Up Microsoft 365
Includes 1TB OneDrive per user — a solid foundation for cloud backup.
All Guides
Browse all our free IT guides and tips.
Frequently Asked Questions
How often should I back up my computer?
For most home users, weekly backups are the minimum. For small businesses or anyone with important files that change frequently, daily automated backups are strongly recommended.
What is the 3-2-1 backup rule?
The 3-2-1 rule means keeping 3 copies of your data, on 2 different types of storage, with 1 copy stored offsite or in the cloud. This protects against hardware failure, ransomware and local disasters like fire or theft.
Is OneDrive or Google Drive the same as a backup?
No. Sync tools mirror your files in real time — if you accidentally delete or corrupt a file, that change syncs to the cloud too. A proper backup keeps independent, versioned copies you can restore from any point in time.
What's the best free backup solution for home users?
Windows includes a built-in backup tool (File History). For cloud backup, Backblaze Personal Backup is well-regarded and affordable. We can help set up whichever suits your needs.
Can ransomware encrypt my cloud backup?
It can encrypt synced files in real-time cloud storage like OneDrive or Google Drive. A proper cloud backup solution keeps immutable, versioned copies that ransomware cannot overwrite.