Table of contents
- What is a backup and why it matters
- Types of backups: full, incremental, differential
- How to back up a PC on Windows
- How to back up your Mac
- How to back up on Linux
- Where to store your backups: local, cloud, and hybrid solutions
- Backup strategies for individuals and businesses
- Backup strategies for businesses
- Backup and security: beware of ransomware
- How to protect backups from ransomware
Knowing how to back up your PC is crucial. Whether you’re a private user, a freelancer, or an IT manager, regularly performing a backup of your system can prevent data disasters and ensure business continuity.
This article explains what a backup is, how to back up, and explores the best tools and methods for Windows, macOS, and Linux users.
We’ll also provide recommendations tailored for individuals and companies, with practical examples.
What is a backup and why it matters
A backup is one of the most essential practices to ensure data security and business continuity, whether you’re an individual or an organization.
It means creating a secure copy of your digital data — documents, photos, emails, databases, system configurations — and storing it in a safe place that can be accessed during a crisis.
Practical examples of what to back up
- Work folders: /Users/Anna/Documents/Work/
- MySQL databases: mysqldump -u root -p db_name > backup.sql
- Server configurations: /etc/apache2/apache2.conf
When you need a backup
Imagine you’re a freelance designer. All your client files and projects are on your laptop. One day, it gets stolen.
Without a backup, you’re not just losing files — you’re losing contracts, invoices, months of work. But if you’ve set up an automated backup — say, with rsync, Time Machine, or Google Drive — you can be back in business in minutes.
Example of a basic Linux backup with rsync:
rsync -av –delete /home/anna/ /mnt/backup_drive/
This command mirrors the /home/anna/ directory to a mounted backup drive, keeping the backup clean and synchronized.
Why is backup so important?
Backups protect you from real-life scenarios like:
- Hard drive failure – mechanical disks (HDDs) wear out, and even SSDs can become corrupted.
- Ransomware attacks – your files get encrypted and are held for ransom. Without a backup, you’re helpless.
- Accidental deletions – one wrong drag and drop, and your folder is gone.
- Theft or loss – laptops are stolen every day; a cloud backup means you won’t lose your digital life.
- Natural disasters – floods, fires, or power surges can destroy hardware.
Backups and GDPR
In corporate settings, backing up data isn’t just good practice — it’s a regulatory requirement. The GDPR (General Data Protection Regulation) mandates technical measures to ensure the availability and integrity of personal data. Reliable backup systems, especially encrypted and routinely tested ones, are a critical part of compliance.
For example, a company storing sensitive customer data should implement, Automated backups with End-to-end encryption, Off-site storage and Regular restore testing. Failure to do so can lead to heavy fines and reputation loss.
Bottom line: knowing how to back up means protecting your career, your clients, and your peace of mind. It’s not just about data — it’s about digital resilience.
Types of backups: full, incremental, differential
When it comes to backing up, it’s not enough to know how to back up — it’s crucial to understand the different backup strategies available. Each type offers different trade-offs between security, storage space, and execution time. The most common are full backup, incremental backup, and differential backup.
1. Full backup
A full backup saves all selected data each time it runs, regardless of whether the files have changed.
Pros:
- Easy to restore
- All data in one archive
- Ideal for system images
Cons:
- Time-consuming
- Requires a lot of storage
Linux example using tar:
tar -czvf full_backup.tar.gz /home/user/
This creates a compressed archive of the user’s home directory.
2. Incremental backup
An incremental backup stores only files that have been changed or created since the last backup (either full or incremental). It’s highly efficient but harder to restore from.
Pros:
- Fast
- Low storage usage
Cons:
- Requires all previous backups to restore
- More vulnerable to data corruption in the chain
Example using rsync with linking:
rsync -av –link-dest=/backup/previous /home/user/ /backup/today/
Creates an incremental backup based on the last one.
3. Differential backup
A differential backup saves all files that have changed since the last full backup. It’s a good balance between the other two methods.
Pros:
- Easier to restore than incremental
- More efficient than full backup
Cons:
- Larger than incremental
- Grows until next full backup
Example using rsnapshot:
rsnapshot daily
rsnapshot handles differential backups via hard links and versioned directories.
Which type should you choose?
It depends on:
- Data importance
Crritical data often needs full backups; - Update frequency
If data changes often, go incremental or differential; - Storage availability
Incremental uses the least space; - Restore time
Full is fastest to restore.
For businesses, the GFS strategy (Grandfather-Father-Son) is popular:
- Weekly full backup (grandfather)
- Daily differential backup (father)
- Hourly incremental or snapshot (son)
How to back up a PC on Windows
Backing up your PC in Windows is easier than ever thanks to built-in tools designed for both home users and business environments.
Microsoft provides various options, from simple automated backups to advanced enterprise-level solutions. Let’s explore how to back up using built-in features and recommended third-party tools.
File History Backup
File History is the easiest way to perform an automatic backup of personal files. It’s perfect for home users or remote workers.
How to enable it:
- Open Settings (Win + I).
- Go to Update & Security > Backup.
- Connect an external drive or select a network folder.
- Click “Add a drive” and choose your storage.
- Enable “Automatically back up my files”.
What does it save?
It continuously backs up:
- Documents
- Pictures
- Videos
- Desktop
- Music folders
You can customize included/excluded folders via advanced settings.
Version control
You can restore previous versions of files — a key feature if you overwrite or delete something by mistake.
Pro
Set it and forget it — fully automatic.
Con
Doesn’t back up programs or the OS.
Backup and Restore (Windows 7)
Despite its name, this utility is still available and useful in Windows 10/11. It allows you to create a full system backup, including apps and system settings.
How to use:
- Search for “Backup” in the Start menu.
- Click on “Backup and Restore (Windows 7)”.
- Click “Set up backup”.
- Select an external drive or network share.
- Choose what to back up (auto/manual).
- Set the schedule (daily, weekly, etc.).
- Run the backup.
Create a system image (optional)
System images allow full restoration of Windows, programs, and files in one go.
Command-line shortcut:
sdclt.exe /BLBBACKUPWIZARD
Pro: Complete protection.
Con: Slower and requires more storage.
Advanced solutions for businesses
Businesses need more than file backups — they require centralized management, data encryption, cloud redundancy, and ransomware protection. Here are some professional solutions:
Acronis Cyber Protect
- Hybrid cloud/local backup
- AI-based malware detection
- Full protection for PCs, servers, VMs
- Unified web dashboard
Veeam Backup & Replication
- Leader in virtualization backup
- Forever incremental model
- Real-time replication
- Ideal for VMware/Hyper-V
Macrium Reflect
- Free version for power users
- Disk and partition imaging
- Restore using recovery media
Microsoft Azure Backup
- Fully cloud-based
- Native integration with Windows Server
- Automatic encryption
- Scalable for SMBs and enterprises
These tools support GDPR-compliant data handling, disaster recovery plans, and multi-location backup strategies.
How to back up your Mac
Mac computers are widely used by professionals and creatives, making data protection a top priority.
Apple provides two key solutions for backing up Mac data: the built-in Time Machine and the online iCloud service. Each serves a different purpose and can work in tandem for maximum safety.
Time Machine: Apple’s built-in automatic backup
Time Machine is Apple’s native and powerful backup tool. It’s beginner-friendly but robust enough for advanced users.
How to set it up:
- Connect an external drive (USB, Thunderbolt, or network drive).
- Open System Preferences > Time Machine (macOS Ventura: System Settings > General > Time Machine).
- Click “Select Backup Disk” and choose your drive.
- Turn on “Back Up Automatically”.
From that moment, Time Machine will perform automatic backups:
- Hourly backups for the last 24 hours
- Daily backups for the past month
- Weekly backups for older data
Time Machine uses incremental backups, storing only what has changed after the first full copy.
File versioning
Time Machine lets you browse past file versions using a visual timeline. You can restore deleted or edited files directly from Finder.
Full system restore
When setting up a new Mac or after a crash, you can use Time Machine to perform a complete system restore via macOS Setup Assistant or Migration Assistant.
Pro
Seamless experience, file history, reliable restore.
Con
Requires an external disk — not ideal for on-the-go use.
- iCloud Backup: for mobile professionals
iCloud is ideal for users who work across devices or need online access. It’s not a full backup tool but a real-time sync service for key data.
What does iCloud back up?
- Photos and videos via iCloud Photos
- Documents and desktop files via iCloud Drive
- Contacts, calendars, notes, emails
- System preferences, Safari data
- iMessage conversations
How to enable:
- Go to System Settings > Apple ID > iCloud.
- Choose which data to sync.
- Enable iCloud Drive for documents.
Available space
Apple provides 5 GB for free, with paid plans available for larger needs:
- 50 GB – €0.99/month
- 200 GB – €2.99/month
- 2 TB – €9.99/month
Pro
Always-online access, automatic sync, strong integration.
Con
Not a full system backup (no apps or OS data).
Backup security tips for macOS
- Encrypt Time Machine backups during setup.
- Use strong passwords and 2FA on your iCloud account.
- Periodically test your backups by restoring individual files.
Pro tip: Combine Time Machine (for full local backups) with iCloud (for daily synced data) to create a hybrid strategy.
iCloud Backup
For mobility and convenience, iCloud backs up:
- Photos, videos, and documents;
- Emails, contacts, calendars;
- System preferences.
You get 5 GB free, but more space requires a subscription.
How to back up on Linux
On Linux systems, backup solutions are versatile and highly customizable, aimed at both desktop users and enterprise-level IT admins.
From simple file sync to full system snapshots, Linux provides everything you need to design reliable, automated, and secure backup strategies.
Rsync: the Swiss army knife of backups
Rsync is a built-in tool in most Linux distributions, perfect for incremental backups, local sync, and remote replication.
Example of a local incremental backup:
rsync -avh –delete /home/user/ /media/backup/user/
- -a: archive mode (preserve permissions, ownership, timestamps)
- -v: verbose (show processed files)
- -h: readable output (size in KB, MB)
- –delete: remove deleted files in source also in destination
This command synchronizes the /home/user/ directory with the backup path, creating a mirror backup. It is great for USB drives or network directories.
Scheduling with cron:
Set up daily automatic backups:
crontab -e
Then add:
0 2 * * * rsync -avh –delete /home/user/ /media/backup/user/
This runs the job every night at 2:00 AM.
Déjà Dup: graphical backup for GNOME/Ubuntu
Déjà Dup is a GUI tool built on duplicity, offering encrypted, automatic backups for local or cloud destinations.
How to use:
- Install with:
sudo apt install deja-dup
- Open Backup from the menu.
- Select which folders to include/exclude.
- Choose destination: external drive, Google Drive, FTP, WebDAV.
- Enable encryption and automatic scheduling.
Pro
Simple, safe backup for non-technical users
Con
Limited configuration options
Server backup: enterprise-grade tools
For Linux servers, reliable enterprise backup systems are a must. These offer distributed backups, encryption, compression, restore automation, and compliance features.
Bacula
- Network backup infrastructure
- Centralized control of multiple clients
- Tape, NAS, cloud, VM, and DB support
- Custom scripts and robust logging
Amanda
- Mature, open-source enterprise backup tool
- Backs up to disk, tape, or cloud
- Multi-host automation
Restic
- Modern, secure, efficient
- Encrypted backups to local or remote
- SSH, SFTP, rclone (Backblaze, S3)
Example Restic command:
restic -r /mnt/backup init
restic -r /mnt/backup backup /etc /home
Duplicity
- Uses GPG encryption
- Incremental, compressed backups
- Remote targets: SCP, FTP, S3, etc.
UrBackup
- Web-based interface
- Disk images and file-level backups
- Versioning and bare-metal restore
Tip: Combine backup with monitoring tools like Zabbix or Nagios to ensure uptime and integrity of the backup processes.
Where to store your backups: local, cloud, and hybrid solutions
Once you know how to back up, the next critical question is: where should you store the backup?
There’s no one-size-fits-all answer — it depends on your use case, data size, accessibility needs, and security requirements. The three main options are: local backup, cloud backup, and hybrid solutions.
Local backup
A local backup saves your data to physical devices like external drives or NAS systems, stored near your computer.
Pros
- Fast read/write and quick restores
- One-time cost (buy the device)
- No need for Internet connection
Cons
- Physical risks: theft, fire, water damage
- If the device fails or is stolen, both original data and backup may be lost
Recommended devices
- USB 3.0 or USB-C external drives
- Network Attached Storage (NAS) for multi-device households or teams
- Portable SSDs for fast, daily backups
Example command (Linux, local disk backup):
rsync -a /home/user/ /media/backup/usb_disk/
Cloud backup
Cloud backup uploads your data to secure servers via the Internet. It’s one of the safest ways to prevent catastrophic loss.
Pros
- Global access from any device or location
- Protection against local disasters
- Data can be encrypted and versioned
Cons
- Needs a stable Internet connection
- Subscription costs over time
- Storage limits depending on provider
Trusted providers
- Personal use:
- Google Drive
- OneDrive
- Dropbox
- Professional/Business:
- Amazon S3 – highly flexible and scalable
- Microsoft Azure – integrates with Windows environments
- Backblaze B2 – affordable and open-source-friendly
Example with rclone (sync to cloud):
rclone sync /home/user remote:backup –progress
Hybrid solutions: the best of both worlds
The most reliable approach is hybrid: combine local and cloud backups for redundancy and resilience.
Example hybrid backup strategy:
- Daily local backup to USB or NAS using rsync or Time Machine
- Weekly encrypted cloud sync to Google Drive or AWS S3
- Monthly restore tests to ensure backup integrity
This setup gives you:
- Speed (local access)
- Security (off-site redundancy)
- Flexibility across multiple devices
A robust backup is geographically redundant, automated, and regularly tested. Cloud storage provides peace of mind that no local disaster will erase your data.
Backup strategies for individuals and businesses
In today’s digital world, a backup strategy is no longer optional — it’s a vital part of digital hygiene. Whether you’re a home user or an enterprise, your approach to data backup must be tailored to your usage, risk level, and recovery needs.
Backup strategies for individuals
For people using a PC for school, personal use, or light work, data protection doesn’t have to be complex. A few smart practices can ensure peace of mind.
1. Enable automatic backups
Use native tools like Time Machine (macOS), File History (Windows), or rsync scripts with cron (Linux).
Example (macOS): Plug in an external disk → System Settings → Time Machine → Enable automatic backups.
2. Use cloud sync for important documents
Cloud services like Google Drive, OneDrive, or Dropbox ensure your documents are backed up in real time and accessible across devices.
3. Create a full system image every 3–6 months
A system image lets you restore your entire machine in case of hardware failure or OS corruption.
Tools to use:
- Windows: Backup and Restore
- macOS: Full Time Machine backup
- Linux: Clonezilla, Timeshift
4. Test your backups monthly
Backing up is not enough. You need to verify it works. Try restoring a random file every month to ensure the backup is complete and uncorrupted.
An untested backup is as good as no backup at all.
Backup strategies for businesses
Businesses handle large volumes of sensitive data and must comply with regulations like GDPR. Backup must be systematic, documented, and continuously monitored.
1. Daily backups of critical data
Mission-critical systems (CRM, ERP, finance, email) must be backed up daily via automated jobs.
Best practice:
- Daily incremental backups
- Weekly full backups
2. Monthly restore tests
Each backup job should be tested monthly. This can include:
- File recovery tests
- Full-system restore simulations
3. Create a Disaster Recovery Plan (DRP)
The DRP is a documented protocol for restoring IT operations after a major failure or attack. It should include:
- Roles and responsibilities
- RTO (Recovery Time Objective)
- RPO (Recovery Point Objective)
- Step-by-step procedures
4. End-to-end encrypted backups
Always encrypt data in transit and at rest. Use AES-256 encryption or stronger standards.
Recommended tools:
- Acronis Cyber Protect
- Veeam Backup
- Restic (Linux)
- Duplicati (with GPG)
5. Remote backup monitoring
Choose solutions with:
- Failure alerts
- Detailed reporting
- Monitoring integrations (e.g., Zabbix, Nagios)
A business without a solid backup strategy is one incident away from losing its data, trust, and compliance.
Backup and security: beware of ransomware
In cyber security, one of the most dangerous threats is ransomware — malware that encrypts your files, then demands payment to restore access.
What’s worse: modern ransomware also targets backups. This makes it critical to design your backup strategy not only for convenience, but for security.
Real threat: ransomware attacks backups too
Advanced ransomware like Ryuk, REvil, and LockBit don’t just encrypt your files — they search for:
- External drives
- Network shares
- Backup software folders
Once found, they encrypt or delete everything, leaving you with nothing to restore.
Example:
D:\Backups\finance.bak → encrypted
\\Office-NAS\backup → inaccessible or deleted
How to protect backups from ransomware
1. Use backup software with ransomware protection
Modern tools offer built-in anti-ransomware features like anomaly detection, immutability, and isolated storage.
Recommended tools:
- Acronis Cyber Protect
- Veeam Backup & Replication (Linux Hardened Repository)
- Macrium Reflect (Image Guardian)
2. Keep offline (air-gapped) backups
Offline backups are stored on devices not constantly connected to your system. If malware can’t access them, it can’t encrypt them.
Examples:
- USB drive unplugged after use
- Backup to tape drives
- Locked-away encrypted hard drives
3. Encrypt backups using VeraCrypt or similar
Even if a ransomware attack accesses your backup device, encrypted volumes remain unreadable.
Linux example:
veracrypt -c
# Launches setup wizard for a new encrypted volume
Use a strong password and store it separately.
4. Don’t leave the backup disk always connected
Leaving your backup drive always plugged in makes it vulnerable. Connect only during the backup, then eject it safely.
Bonus tip (automation):
rsync -av /home/user/ /mnt/backup && umount /mnt/backup
This performs the backup and automatically unmounts the disk after completion.
Bottom line: A backup is not just a copy. It’s your ransomware recovery plan. But only if it’s protected. Paying the ransom is risky, expensive, and never guaranteed — prevention is smarter.
Common backup mistakes to avoid
- No plan: ad hoc backups are unreliable.
- Single copy: redundancy is vital.
- Untested backups: a corrupted backup is useless.
- Always-connected drives: vulnerable to malware.
- Outdated tools: always keep software current.
Questions and answers
- What is a backup?
A secure copy of your data to recover it after loss. - How do I back up my Windows PC?
Use File History or Backup and Restore. - How do I back up a Mac?
Use Time Machine or iCloud. - How can I back up to the cloud?
Use providers like Google Drive, OneDrive, or AWS. - What do I need for a PC backup?
Backup software and a local/cloud destination. - How often should I back up?
Daily for businesses, weekly for individuals. - Is saving the same as backing up?
No—saving just stores your current file; backing up copies it elsewhere for safety. - Can backups be automated?
Yes, most modern tools support automation. - Do backups protect against ransomware?
Yes, especially offline or encrypted backups. - Is local or cloud backup better?
Use both—hybrid is the most reliable option.
