Backing up your data doesn't have to be complicated or time-consuming. All you have to do is set up the right systems; once you've done that, you can live your life without thinking too much about your backups.
7 Enable Automatic Backups for Your Cloud Software
Automatic backups are the easiest way to ensure your data is always backed up. By doing this, you aren't pressured into remembering what you have to do each day.
Many tools let you set up automatic backups. For example, I set my iPad to automatically keep my iCloud storage up-to-date. Meanwhile, cloud-based tools—such as Notion or Google Drive—will sync everything across your devices without your input.
Some of the best cloud storage services, such as Dropbox, include automatic backups with paid plans. These subscriptions are well worth the money if you want to automate as much as possible.
6 Setting Up Regular Backup Reminders
Sometimes, you may not have access to a cloud tool that lets you back everything up. You could also have an external hard disk drive (HDD) but not use a subscription where you can back up your computer files automatically. In these instances, you should set up regular backup reminders.
You can use various simple reminder apps to ensure that you back up your files and folders. These apps send push notifications, and after a few weeks, remembering to back up your data will probably become second nature.
5 Simultaneously Back Up to Two Separate Drives
Depending on what you're backing up, you may want to use two separate drives. For example, I do professional photography work; relying on one hard drive is risky. Every drive dies at some point, and it's, therefore, a good idea to have an additional physical backup.
While external drives feel expensive, the money you spend is nowhere near as high as the cost of losing important documents. Imagine, for example, if you had to restart your thesis because it was on a drive you could no longer access.
Once you've bought a second drive, copy and paste your files to both at the same time. You can let these run in the background while you do something else.
4 Use a Backup App
Besides enabling automatic backups for specific cloud software, you can buy third-party tools that save all of your device's data without needing to do anything extra. Examples include Handy Backup and Apotide. With these programs, you can set up scheduled backups.
If you have an Apple computer, you can use Time Machine to back up previous versions of your computer. But when writing in March 2025, you can't schedule your backups. Windows users can use Windows Backup to back up data, while there are various data backup options available to Linux users.
Many backup apps give you a free trial before committing to a purchase. So, you can try each one to find the best option for you.
3 Implement the 3-2-1 Rule
Businesses normally use the 3-2-1 rule, but it's also a good data backup practice for personal use. When implementing this rule, you'll create three copies of your data and back them up on two storage types (e.g., hard drives and cloud software).
Then, you'll transport a physical copy elsewhere. This isn't necessary for personal use, but you can leave a copy somewhere else in your house if you're worried about losing your main hard drive.
You can back up your data to several cloud storage tools, including alternatives to Dropbox and Google Drive. There are also many fantastic external hard drives; be sure to choose something durable.
2 Personal and Professional Accounts
You wouldn't(or at least shouldn't) use the same email for work/study and personal use. Everything would quickly become cluttered, wouldn't it?
The same applies to backing up your data.
Setting up a personal and professional backup account takes just a few minutes. Google Drive is an easy and free option, and you've got the added bonus of getting 15GB for free with each account. You won't need to pay for an extra cloud storage account when doing this.
1 Buy Extra Cloud Storage
Unless you use Google Drive, which offers 15GB free storage, backing up your data to a free cloud storage tool can quickly become exhausting because of their limited space. Many tools, such as iCloud, only offer 5GB; others (e.g., Dropbox) give you just 2GB. In fairness, even Google Drive's 15GB won't get you far.
While spring cleaning your storage space is ideal for keeping your files organized, buying extra cloud storage is better if you have the dilemma of deleting necessary files. Most solutions are quite affordable—for example, 50GB of iCloud+ costs $0.99/mo.
Many tools let you store even more storage with some of their plans. Dropbox Plus offers 2TB for $9.99/mo, for example.
Backing up your important files and folders takes less time than you think, and you can automate much of the process. Investing in a backup scheduler is an ideal starting point, and you should also consider implementing simple rules to save multiple copies.