Body
Overview
Purpose: The purpose of the guide is to help users back up their data to an external storage device such as a USB Flash Drive, hard drive etc.
Audience: SD35 Staff
Estimated time to complete: 30-60 min.
Prerequisites
List any requirements (e.g., “You’ll need to be connected to the company network.”)
- Windows or Macbook Laptop
- USB Flash Drive, External Hard drive, or External Solid State Drive
Shortcut Links
Step-by-step Instructions
MacBook Laptop Data Back Up
Step 1: Encrypt the external drive
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Open Disk Utility: Go to Applications > Utilities > Disk Utility.
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Select the Drive: In the sidebar, choose the external storage device.
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Erase & Encrypt:
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Click Erase (Warning: This will delete all data on the drive).
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Choose GUID Partition Map as the scheme.
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Select an encrypted file system format (e.g., APFS (Encrypted) or Mac OS Extended (Journaled, Encrypted)).
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Enter and verify a strong password.
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Click Erase to apply encryption
Step 2: Open Finder (Click the Finder icon in the Dock).
Step 3: Find Your Files
- Locate important folders (Documents, Desktop, Downloads, Photos, etc.).
Step 4: Copy Files
- Drag and drop the files onto your external drive in Finder.
Step 5: Verify Backup
- Open the external drive and check that your files are copied.
Step 6 : Eject Safely
- Before unplugging, right-click the drive in Finder and select Eject.
Windows Laptop Data Back Up
Step 1: Encrypt your external storage drive
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Plug your flash drive into a USB port of your Windows computer.
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Select File Explorer. If you can’t find it, select the Windows logo key+E.
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Right-click your flash drive and select BitLocker, and turn BitLocker on. Next, wait for BitLocker to start.
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Choose a password that you’ll use to unlock your flash drive. It’s important that you choose a strong password that others wouldn’t be able to guess.
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Select what data you want to encrypt. You can select the entire drive or the used disk space only.
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Choose Start Encrypting. Keep your flash drive plugged in for this entire process.
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You’ll receive a notification when the encryption process is complete. Once you receive this notification, it is safe to remove your flash drive from the computer.
Step 2: Connect the External Drive
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Plug your external storage device (USB drive, external hard drive, etc.) into a USB port on your laptop.
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Wait for Windows to recognize it. You’ll see a notification or it will appear in File Explorer under This PC.
Step 3: Manually Copy Files
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Open File Explorer (Windows key + E).
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Navigate to the files or folders you want to back up.
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Right-click and select Copy, then go to your external drive in File Explorer, right-click inside the folder and select Paste.
Step 4: Use Windows Backup (File History)
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Open Settings (Windows key + I).
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Go to Update & Security > Backup.
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Click "Add a drive" and select your external storage device.
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Turn on File History to automatically back up files.
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Click "More options" to choose folders to back up and set frequency.
Step 5: Verify Your Backup
Troubleshooting
Q: How often should I back up my files?
A: Ideally, you should back up your data regularly, at least once a week. If using File History, Windows can automate backups for you.
Q: Can I use OneDrive instead of an external drive?
A: Yes! OneDrive offers cloud backup, but some older versions of Mac OS such as Big Sur are not compatible with OneDrive.
Q: What type of external drive should I use?
A: A USB flash drive is great for small backups, while external HDDs/SSDs provide more space for larger backups.
Q: How do I restore files from my external backup?
A: Simply reconnect the external drive, open File Explorer, and manually copy the files back to your laptop.
Q: How much space should my backup drive have?
A: Your external drive should have at least twice the storage capacity of your Mac to accommodate multiple backups.
Additional Resources
- Contact information for further help.