D4 | Backups

Here you will learn about backing up your data, and the programs that can help you accomplish this.

• 1. What are backups?

  Imagine your laptop has been stolen, or you have accidentally deleted the folder with the annual balance sheet and all invoices for an entire year. Nobody is immune to malware or an overturned coffee cup. In such cases, backup copies (or backups) are an extremely useful tool.

  

  Backup copies are copies of files that are stored on an external storage device, such as an external hard drive or USB stick. This way, in the event of an accidental loss of data, you can easily copy your files back to your computer.

  

  You also have the option to use cloud storage to back up your files, which you will learn more about in Unit D5.

  Got it!

• 2. How do I create backups?

  To create a backup, copy your important data to an external hard drive or USB stick. The easiest way to accomplish this is through your computer’s “drag and drop” function. You can select entire folders or subfolders with your mouse and drag them into the destination folders on your USB stick or hard drive. If you modify existing files or add new ones, you will of course have to repeat the backup process to make sure that your backup copy is always up to date.

  It’s better not to leave your USB sticks or external hard drives that contain your backups plugged into your PC or laptop all the time. If there is ever a problem with your device, or a technical malfunction, your backup copies could be destroyed.

  Got it!

• 3. What programs can I use to create backups?

  If you want to back up several files that are constantly being revised, creating a backup can be tedious and confusing. In this case, there are a few ways to automate the backup process on desktop PCs or laptops:

  GoodSync & Co.

  Programs like GoodSync or PureSync match and update the files between your PC and your external storage device. This automatic updating of backup data is called synchronization. You can choose whether to overwrite your old files or save them as additional copies.

  Creating backups with Windows

  Windows also offers a backup feature that can be accessed through settings. First, click on the Windows icon in the bottom left of your screen and navigate to Settings by click on the icon with the gear. Next, select the Update and Security, then click the Backup tab on the left. Select this item and click on Switch to Backup and Restore (Windows 7) on the right. A new window will open and allow you to create a system image on the left. Now your PC will guide you through the rest of the backup process.

  Time Machine on macOS

  The backup function on Macs is called Time Machine. You can find it in the system settings. This in turn can be found in the Dock, in the toolbar at the bottom of the desktop.

  If you’re unsure whether you’re using Windows or macOS, searching for the Apple logo will help. If you see this logo, then you’re using macOS. If you see another symbol or companies like Microsoft, Samsung, or one of the many other manufacturers, then you’re using Windows.

  Pro tip

  If your computer is infected with malware, you may need to reinstall your entire operating system. There are also suitable programs for these types of backups, such as Cyber Protect Home Office, BackitUp, or Nova BackUp PC, which back up your entire system including all folders, files, and settings. You can find these backup programs on the net, and using them is usually very intuitive.

  Got it!