An external drive is a straightforward way to keep a separate copy of important photos, documents, and projects. The best choice depends on how much data you have, how often you back it up, how portable the drive needs to be, and where you will store it.
1. Estimate the storage capacity you need
In Windows, open File Explorer and select This PC to check how much space is used on the drive that holds your files. Choose a backup drive with more capacity than the data you plan to copy, leaving room for new photos and documents. If you want to keep multiple dated backups, allow extra space for those versions too.
2. Choose an HDD or an SSD
- External hard disk drive (HDD): usually provides more storage for the money. It can be a sensible choice for large photo libraries and routine backups, but it has moving parts and should be protected from drops.
- External solid-state drive (SSD): generally offers faster transfers and has no moving parts, which can be useful if you travel with the drive. It often costs more per gigabyte.
For ordinary file backups, either type can work. If you mainly connect the drive at home and copy files periodically, paying extra for the fastest drive may not be necessary.
3. Check the connector and compatibility
Check which ports your computer has and what cable comes with the drive. USB-A and USB-C connectors have different shapes, and transfer speeds vary by the specific port and drive—not just the shape of the plug. Confirm compatibility before buying, especially for older computers.
4. Make sure the drive fits your routine
A backup is useful only if you keep it up to date. Choose a drive that is easy to connect, store, and remember to use. After copying files, open a few of them from the backup to verify that the copies work. Then safely eject the drive and disconnect it when you do not need it. Keeping a backup disconnected between sessions can help protect it from some malware and accidental deletions.
5. Keep more than one copy of important files
An external drive can fail, be lost, or be damaged. For irreplaceable files, consider keeping another copy in a separate physical location or using a reputable cloud backup service. File synchronization alone may not provide independent, versioned backups, so understand how your chosen service handles deletions and older versions.
Quick buying checklist
- Enough capacity for current files and future growth
- A compatible cable and port for your computer
- A suitable balance of price, speed, portability, and capacity
- A reputable seller, clear warranty, and return policy
- A realistic plan for making and checking backups
How to start backing up
Once you have a drive, follow the instructions for your Windows version and backup method. Microsoft’s official guide explains available Windows backup and restore options: Back up and restore with Windows Backup.
Menu names and features can vary by Windows version and device. Be especially careful with any prompt to format or erase a drive: formatting can remove data, so do not proceed unless you have confirmed the correct drive and saved anything important elsewhere.
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