How to Backup Files in Windows 10 to an External Hard Drive

Backing up data is an essential process to preserve data in a computer system, and is employed by individuals and businesses alike. Even though there are several methods available to backup data, the most reliable and secure way is to backup data to an external hard drive. This guarantees the three security principles, namely confidentiality, availability, and integrity are not violated.

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Cloud systems such as Google Drive, Dropbox, and OneDrive might not be always reliable. This guide teaches how to use inbuilt tools to backup data (in Windows) to an external hard drive. Make sure an external hard drive is ready before proceeding. It’s recommended to have an USB 3.x+ SSD external hard drive as it speeds up the backup process.

File History

The File History inbuilt tool is the recommended way of creating a backup in a Windows computer system. It is available in Windows 10, and quickly allows automatic backup process at a couple of clicks. However, it’s advisable to customize the behaviour of the backup process in order to speed up the backup process. Use the following steps to make it happen.

Click the Start button and search for Backup settings to locate the File History tool.

Connect the external hard drive to the computer. Make sure it is fully formatted.

In the Back up using File History window, click on Add a drive, and locate the currently plugged in external hard drive. Select the drive as the backup device and then click on More options to customize the backup process behaviour.

By default, the File History tool selects all the Windows default folders to backup. If your personal files are not stored there, you can leave out the Windows default folders. Also, if personal files are stored somewhere else, it’s important to select them via the Add a folder option before going ahead. If all the files are selected for backup, move to the next step.

Select the frequency, and expiration date of the backup. Frequency determines how often the files are automatically backed-up, whereas the expiration date specifies until when the backed-up files stay in the external hard drive. It is recommended to use the default settings unless the external hard drive is running low on space. If the computer is used for critical purposes such as for storing tax information, college assignments, office work, then it’s best to use the minimum available time to prevent data from losing in case if the local file system is corrupted.

Folders can be excluded from being backed up in order to save space in the external hard drive. Remember to add folders of temp files, software/ games files, and other not really useful files to the Exclude these folders option.

If you want to store the backup on another drive, click on Stop using drive to stop the currently plugged in drive as the backup device. To continue the backup process, plug a different external drive, and repeat the steps mentioned above.

Backup and Restore

Alternatively, the Backup and Restore tool can be used to backup files to an external drive. This method works for Windows 7 (and later Windows versions). There isn’t much difference between the File History and Backup and Restore. Either one is good for the backup process, but File History ensures older backups are removed at a specified time, which helps free up storage space on a regular basis.

Search for the Backup and Restore tool in the Start menu. If it can’t be located there, search for Backup settings and then select the Go to Backup and Restore option.

In the Backup or restore your files window, look for the Set up backup option. Click it to start the configuration of the backup process.

Select the recently plugged in external hard drive as the backup device. If the device is plugged in to another computer system, and if it is connected to the current computer system over a network, then use the Save on network option.

Now select the files you want to backup. It is recommended to go through the list, and select only important folders or else the process will take a while to conclude. Additionally, selecting the Include a system image of drives causes an image drive of Windows to be created on the external drive, which is useful if the computer suddenly stops working.

Review the backup settings, and set a schedule for the backup being created.

In the schedule window, there are 3 options, namely How often, What day, and What time. The How often option specifies the frequency of the backup process. What day specifies on which day of the week the backup is created. Finally, What time specifies the time of the day when the backup is created. It is advisable to schedule the backup late at night when the computer is free, but it should be kept for the backup process to fire up.

Backing up important documents is a crucial task in any computer system to preserve data. Fortunately, Windows 10 contains multiple inbuilt tools to make it easier for the user.

Vikas is a technology enthusiast who loves writing articles on computers and technology. He writes on various topics related to software, software reviews, troubleshooting and tips & tricks to make people's digital lives better.