Most people work with huge amounts of data every day — creating, sharing, moving and deleting data from text files to images to important tables and system folders. Most of the time, they do this with purpose and thought — but sometimes they slip up and data is lost unintentionally. Protect yourself from data loss by regularly backing up your Windows device. Read on to find out why this is a good move and how to go about it. Also discover how Avira Password Manager can help you organize your passwords — so you don’t run the risk of losing or forgetting your login details.
Your 101 guide to what a backup is
A backup is a mirror image of your data. It doesn’t matter whether the files are deleted intentionally or unintentionally — a backup provides security and peace of mind knowing you can easily restore all your documents. There are two scenarios where backing up your data is worthwhile:
- As a regular security measure to be protected against unexpected situations. This includes, for example, a defective HDD hard drive, serious computer damage caused by malware, or theft.
- As a deliberate data backup if you change your computer or reset it to factory settings.
You can back up your data locally or online in the cloud. Alternatively, you can store the data externally on a network server (called a network-attached storage device or NAS for short). There are three types of backup: A file backup, a system backup, and the file history.
- File backup: Here, individual files and folders are saved. Typical examples are images and videos as well as text documents.
- System backup: This takes a snapshot of the current operating system including all settings such as themes, languages, and installed programs. In Windows, this form is known as a system restore.
- File history: This creates historical versions of files that you can revert back to at any time. A prime example is the different versions of Google Docs that are created each time a change is made.
Tip: Want to know how to enhance your data security? Check out our article on how to turn on password protection for files and folders to shield your information from unauthorized access.
Methods of creating a backup
Can’t decide if you want to back up your data manually or have it done automatically for you? Both methods have their advantages — let’s take a look.
Manual backups:
Manual backups are started by the user. This gives you full control over which data should be backed up and when. For example, if you know that an update is pending or you’re changing your PC, you can save the current state of your data. You can also decide for yourself which data you want to back up, where, when, and how. This means the process is completely in your hands at all times.
Cons: If you forget to create regular backups, an accidental system failure can result in you losing your data.
Automatic backups:
Automatic backups run on a set schedule. You can specify at what intervals or at what times a backup is to be created. Once set up, you’ll never forget to back up again. Automatic Windows backups are a really convenient way to safeguard your data and minimize the risk of human error.
Cons: However, you have less control over the process and the exact timing. Automatic backups are by no means a substitute for manual backups, especially before you plan to change your computer or reinstall the operating system.
In conclusion: Manual backups require targeted user intervention for the backup to be created. This gives you more control over the scope, timing, and storage location. With automatic backups, you have less control — but you have the peace of mind that your data will actually be backed up and this will happen regularly.
Backup storage options
You can choose between different storage locations when you create a Windows backup. As mentioned at the start, you can store your data locally, in the cloud, or on a network storage device (NAS). Each of these storage locations has its pros and cons, which we’ll explain below.
Create a local backup
With a local backup, your data is stored locally on a physical device. Typical devices include internal and external hard drives as well as traditional USB sticks.
Pros:
- Direct storage: Your data is saved straight away and quickly. You don’t need any additional infrastructure and you don’t need to rely on the internet either.
- One-off costs: Buying the disk is your only one-off cost, and it’s something you can use again and again for no additional fee or any subscriptions.
- Transfer speed: The data transfer speed is comparatively fast, especially with a USB 3 connection.
Cons:
- Loss: Physical data storage devices can be lost or get broken.
- Disk space: With data storage devices such as USB sticks, the available storage space is always limited and cannot be expanded.
- Access: You only have access to your data if you carry the device with you. Remote access via the internet is not possible.
Back up to the cloud
With a cloud backup, all your files and information are stored on an external server on the internet. You can restore your own data at any time as long as you have internet connectivity.
Pros:
- No loss: Since the cloud cannot go missing or get broken, you don’t need to worry about data loss.
- Access: All your files are available anytime, anywhere thanks to remote access — provided you’re connected to the internet and the cloud server is accessible.
- Disk space: In most cases, you can easily expand your cloud storage space without having to purchase new physical hardware.
Cons:
- Continuous outlay: Using cloud storage usually involves you paying for a monthly subscription, which can really start to hurt your pocket especially if you need a lot of storage space. You don’t have these sorts of fixed costs with local backups.
- Unauthorized access: There’s a risk that cybercriminals could gain unauthorized access to your data.
- Transfer speed: The rate at which data is transferred to the cloud depends on your upload speed. Copying data takes significantly longer than with physical storage devices especially if you have a slow internet connection.
Note: The cloud is a popular storage location for sensitive data. Check out our blog on how to protect data in the cloud to learn how you can improve the security of your data and your privacy in the cloud
Back up data on a network storage device
With network storage, all your data is stored in a central location within the network. This is a physical server to which all authorized persons within the network have access.
Pros:
- Access: You can set up the network server for access by multiple users. That said, you also run the risk that your data can also be accessed remotely.
- Disk space: NAS devices usually offer huge amounts of storage space, which you can also expand whenever you want.
Cons:
- Costs: Even though there are no monthly fees, NAS devices are comparatively expensive to buy.
- Administration: You need to be technically savvy to manage and operate these systems.
- Unauthorized access: As with any device connected to the internet, unauthorized people can gain unwanted access to network storage locations. The risk is particularly high if the security settings aren’t strong enough.
How to create a Windows backup
You now know what a backup is, what the benefits are, and how to get going. Now we’ll give you some simple tips that anyone can follow to back up Windows — even if you don’t have any experience.
By the way: The process is the same for Windows 10 and Windows 11, so it doesn’t matter which operating system you have. Are you interested in how to back up your data on a smartphone? If so, check out our other article on how to back up your iPhone.
- Start your computer: Turn on your computer and allow it to start normally.
- Log in: Now log in with a Microsoft account (if you haven’t already done so). To do this, go to Start – Settings – Accounts – Your info – Sign in with a Microsoft account instead. If you’re already signed in with a Microsoft account, you will be given the option Sign in with a local account instead.
- Back up your folders: Via Start, go to Windows Backup to back up your data. Click Folders and then select all the folders you want to save in the cloud (OneDrive). To back them up, simply click Back up..
- Back up settings: You can also back up settings for themes, languages, apps, and Wi-Fi configurations.
Note: This option allows you to back up important data and settings to the cloud via the internet. Alternatively, you can save all your files locally on a USB stick or hard drive.
How to restore backups on Windows
Are you setting up a new computer or have you completely reset your old one? To access your backed up data and settings, all you need to do is log in to your Microsoft account when installing Windows 10 or 11. As soon as you’re prompted when setting up your device for the first time, log in with your details. In the next step, select the PC whose data you want to restore. As soon as the computer is connected to the internet, it will download all your data and settings from the cloud and set up your PC.
How to create a system restore point in Windows
If you want to create a system restore point, meaning an image of your entire system, here’s how:
- Open Windows Search and enter Create a restore point.
- Under the System Protection tab, select the drive from which you want to create a system image. By default, this is drive C:.
- You now have the choice to create a manual backup straight away or set up a regular schedule.
- Using the button System Restore…, you can also revert to old backups at any time.
Important: If this option is grayed out for you, there are currently no previous restore points. This means that you haven’t created a manual backup or backup schedule in the past.
Back up your passwords too — with Avira Password Manager
Do you want to surf the internet as securely as possible and always use unique, complex passwords for all your user accounts? Then Avira Password Manager will help you manage all your login information. It gives you peace of mind that your login information is stored in a secure location and you can access it whenever you need.
The tool also helps you create and save a strong password for each of your user accounts so you don’t have to worry about which of your passwords is really secure — or whether you’ll forget it. You only need to remember a single master password for the app, and Avira Password Manager will auto-fill your usernames and passwords when you log in to websites or apps.