Understanding the topic
A backup is a separate recoverable copy of your data. Syncing can help with access across devices, but deletions and unwanted edits may also synchronise. A recovery plan needs more than one copy.
This lesson explains the main ideas, then shows how to use them in realistic situations. Work through the examples and check your understanding at the end.
Quick reference
Use this table as a starting point; always check the needs of your own file, device or account.
| Concept | Meaning or example | Practical use |
|---|---|---|
| Local backup | External drive | Can restore without internet |
| Cloud backup | Backup service | May protect against local device loss |
| Version history | Previous file versions | Can recover an earlier edit |
| 3-2-1 approach | Three copies, two media types, one offsite | A useful planning principle |
| Restore test | Open a recovered file | Checks that a backup works |
Step-by-step method
- List the files you cannot afford to lose.
- Choose an automatic backup schedule and separate destination.
- Keep at least one copy separate from the main device.
- Check backup status and available storage regularly.
- Test restoring a sample file before an emergency.
Worked examples
Laptop stops working
Restore documents from an external drive or independent cloud backup.
Spreadsheet is overwritten
Use version history if the service retains the earlier copy.
Ransomware affects synced files
An offline or versioned backup may offer a recovery route.
Common mistakes and limitations
- A file existing in two synced folders may not be two independent backups.
- Backups that have never been tested can fail when needed.
- An external drive permanently attached to a compromised computer may also be at risk.
Practice questions with answers
Try to answer each question before opening the explanation.
Question 1: Why is sync not the same as backup?
Answer: Sync may copy unwanted changes and deletions to other devices.
Question 2: What does a restore test check?
Answer: That the saved data can actually be recovered and opened.
Question 3: What does offsite mean?
Answer: A copy stored away from the main device or location.
Review checklist
- Can you explain the key idea without using technical jargon?
- Can you choose an appropriate action for a new example?
- Can you identify one mistake and explain why it matters?
- Can you check your result or settings before sharing or saving?