Last Updated: May 2026
Losing files due to a hard drive failure, ransomware attack, or accidental deletion is one of the most frustrating experiences a computer user can have — and one of the most preventable. A solid backup routine takes minutes to set up and can save years of irreplaceable data. This guide covers exactly what to back up, how to do it, and the best tools available in 2026.
The 3-2-1 Backup Rule
Before diving into what to back up, it’s worth understanding the gold standard backup strategy: the 3-2-1 rule.
Keep 3 copies of your data — the original plus two backups. Store them on 2 different types of media — for example an external hard drive and cloud storage. Keep 1 copy offsite — meaning somewhere physically separate from your home or office.
This protects against hard drive failure (your backup copy saves you), theft or fire (your offsite/cloud copy saves you), and ransomware (an offline backup copy saves you). You don’t need to implement every layer immediately — even a single backup is infinitely better than none — but the 3-2-1 rule is the target to work toward.
What to Back Up
1. Documents Folder
This is the most important starting point. In Windows, your Documents folder (C:\Users{username}\Documents) contains most of your critical files — spreadsheets, Word documents, PDFs, tax records, project files, and more. Back up this entire folder.
Also include the Desktop folder (C:\Users{username}\Desktop) if you store files there, and the Downloads folder if there are files you’d want to keep.
2. Pictures, Music, and Videos
Your Photos folder (C:\Users{username}\Pictures) should be backed up regularly — photos are irreplaceable. The same applies to any personal video footage. Music files are less critical if you use streaming services but worth including if you have a local library.
3. Custom Folders You’ve Created
Many people store important files outside the default Windows folder structure — on the desktop, in a project folder on the C drive, or on a secondary drive. Think through every location where you store important files and make sure they’re included in your backup scope.
4. Game Saves
If gaming is important to you, game saves are worth backing up. Most modern games sync saves to the cloud via Steam, Xbox, or PlayStation — check your game library settings to confirm. For games without cloud save support, save files are typically stored in:
- C:\Users{username}\Documents\My Games\
- C:\Users{username}\AppData\Roaming\
- The game’s installation folder
5. Browser Data
Modern browsers sync bookmarks, passwords, and extensions to the cloud via your Google, Microsoft, or Apple account. If you’re signed into Chrome, Firefox, Edge, or Safari, your browser data is likely already backed up. Confirm by checking your browser’s sync settings.
6. Emails
If you use a web-based email service (Gmail, Outlook.com, Yahoo Mail), your emails are stored on the provider’s servers — no local backup needed. If you use a local email client like Outlook or Thunderbird with a local mailbox, you’ll need to export and back up your PST/MBOX files separately.
7. Application Settings and Licenses
Note any software license keys you’ve purchased — store them in a text file in your Documents folder so they’re captured in your backup. For applications with custom settings (Photoshop presets, OBS configurations, etc.), check the software’s documentation for where settings files are stored.
8. System Image (Optional but Recommended)
A full system image captures everything — Windows installation, all installed software, all files. If your drive fails entirely you can restore everything exactly as it was. Windows 11 includes a built-in system image tool under Settings → System → Recovery → Advanced startup. This is more time-consuming to maintain but provides the most complete recovery option.
How to Back Up — Best Tools in 2026
Windows Backup (built-in, free)
Windows 11 includes a built-in backup tool under Settings → System → Backup. It can back up your folders to OneDrive or an external drive automatically. Simple to set up, no additional software needed.
OneDrive (cloud, free up to 5GB)
Microsoft OneDrive is built into Windows and automatically syncs your Desktop, Documents, and Pictures folders to the cloud. The free tier gives 5GB — Microsoft 365 subscriptions include 1TB. For most users enabling OneDrive folder backup is the easiest way to protect important files with no ongoing effort.
Google Drive / Google Backup
Google Drive’s Backup and Sync tool can automatically back up selected folders to your Google account. Google One storage plans start at $2/month for 100GB — reasonable for personal backup.
External Hard Drive
A physical external hard drive provides local backup with no subscription fees. Connect it, use Windows Backup or a tool like Macrium Reflect Free to run scheduled backups, then disconnect and store it safely. A 2TB external drive costs around $50–60 — a small price for the peace of mind. For the 3-2-1 rule this is your second copy on separate media.
Backblaze (cloud, ~$9/month)
For comprehensive cloud backup Backblaze is widely recommended — unlimited backup storage for around $9/month. It runs in the background, backs up your entire computer continuously, and stores 30 days of version history. For important files this is excellent off-site protection.
Backup Checklist — Quick Reference
Use this as a quick reference before reformatting or setting up a new backup routine:
- Documents folder — ✅ Back up
- Desktop folder — ✅ Back up
- Pictures folder — ✅ Back up
- Videos folder — ✅ Back up (if important)
- Music folder — ✅ Back up (if local library)
- Custom project/work folders — ✅ Back up
- Game saves — ✅ Check cloud sync, back up manually if needed
- Browser sync — ✅ Confirm signed into browser account
- Email — ✅ Web-based = no action; local client = export and back up
- Software license keys — ✅ Store in a text file and back up
- Application settings — ✅ Check individual app documentation
- System image — ✅ Optional but recommended before major changes
How Often Should You Back Up?
For most personal users a weekly automatic backup covers the majority of scenarios. For files you’re actively working on daily — work documents, creative projects — consider daily backups or real-time cloud sync via OneDrive or Google Drive.
Before any major change — Windows updates, reformatting, new software installation — run a manual backup first regardless of your schedule.
Frequently Asked Questions
What happens if I don’t back up my computer?
A hard drive failure, ransomware attack, accidental deletion, or theft can result in permanent loss of all your files. Hard drives have a finite lifespan — most fail within 3–5 years of regular use. A backup routine is the only reliable protection against data loss.
Is cloud backup enough on its own?
Cloud backup protects against physical failure and theft. It doesn’t protect against accidental account deletion or provider outages. For comprehensive protection use cloud backup alongside a local external drive backup — this satisfies the 3-2-1 rule.
How much storage do I need for a backup?
It depends on your file sizes. For most users with photos, documents, and a few games, 500GB–1TB of external storage is sufficient for a local backup. Cloud backup through Backblaze covers unlimited storage. For OneDrive or Google Drive, check how much storage your current files require before choosing a plan.
What’s the easiest backup setup for a beginner?
Enable OneDrive folder backup in Windows Settings — this automatically syncs your Desktop, Documents, and Pictures to the cloud with zero ongoing effort. For a second layer, plug in an external drive monthly and run Windows Backup. That’s all most home users need.
The above is usually what I look for when backing up my personal computer. Hopefully you will find this useful. Know of anything I missed? Please feel free to share any ideas in the comments!