How to Back Up Your Laptop Before It Fails (Beginner’s Guide)
Data loss is painful, especially when it’s preventable. Whether it’s family photos, work documents, or your school assignments, one hardware failure can wipe everything out. In our line of work at Volta PC Upgrade & Repair, we’ve seen countless cases where customers lost all their files because they didn’t back up.
In this beginner’s guide, we’ll show you exactly how to back up your laptop step by step before it’s too late. No tech jargon, just practical steps you can follow right now.
Why You Should Back Up Your Laptop
Data Loss Happens More Than You Think
Most laptop users only think about backing up after disaster strikes. Here are some common reasons your laptop can fail:
- Sudden hard drive crash
- Spilled water or coffee
- Power surge
- Accidental deletion
- Ransomware or malware attack
According to Statista, over 30% of global computer users have experienced data loss due to unexpected hardware failure or software corruption.
Peace of Mind
When your files are backed up, you’re protected. Even if your laptop dies, your photos, projects, and documents are still safe and retrievable.
Types of Laptop Backup (Choose the Right One)
There are two main methods: Local Backup and Cloud Backup. Let’s explore both.
1. Local Backup (External Hard Drive)
This method stores your files on a physical device like:
- External hard drives (HDD/SSD)
- USB thumb drives (for smaller files)
- NAS (Network Attached Storage)
| Pros of Local Backup (External Hard Drive) | Cons of Local Backup (External Hard Drive) |
|---|---|
| Fast transfer speeds | Prone to physical damage |
| No monthly fees | Easy to misplace |
| Good for large files (videos, design projects) | Doesn’t sync automatically |
Recommended for: Designers, photographers, and users who need full system backups.
Tip from Volta PC: Use a high quality SSD over HDD for better durability and speed.
2. Cloud Backup (Online Storage)
Cloud backup saves your data on secure online servers. Popular options include:
- Google Drive (15GB free)
- Dropbox
- Microsoft OneDrive
- iCloud
- Backblaze or Carbonite (for full PC backups)
| Pros | Cons |
|---|---|
| Accessible from anywhere | Requires stable internet |
| Automatic syncing | Monthly subscription costs for more storage |
| Safe from physical damage |
Recommended for: Students, professionals, and frequent travelers.
Step by Step Guide to Backing Up Your Laptop
Now that you understand the options, let’s walk through how to do it properly.
Step 1: Identify What to Back Up
Don’t waste space on junk files. Focus on:
- Documents (Word, Excel, PDFs)
- Photos & videos
- Music
- Downloads
- Desktop folder
- Email archives
- Application data (e.g., Chrome bookmarks, Outlook files)
Pro tip from Volta PC: Always back up your entire user profile folder if unsure. This includes everything in Documents, Pictures, Music, Desktop, etc.
Step 2: Choose Your Backup Method
Depending on your lifestyle and budget:
- For budget conscious users: External HDD + Google Drive free plan
- For businesses or power users: Use a hybrid setup (NAS + Backblaze)
We recommend investing in a 2TB external SSD for fast, reliable, and portable backup.
Step 3: Use Reliable Backup Software
Here are top tools for 2025:
| Platform | Free/Paid | Type | Notes |
|---|---|---|---|
| Macrium Reflect | Free | Full system | Great for cloning |
| Acronis Cyber Protect | Paid | Full system + cloud | Enterprise level |
| Time Machine (Mac) | Free | Local | Easy for Mac users |
| Windows Backup | Free | Local | Built in for Windows |
| EaseUS Todo Backup | Free/Paid | Local/Cloud | User friendly |
Set a schedule: Daily or weekly, depending on how often you work.
Step 4: Automate Your Backup
Don’t rely on your memory. Let your software or cloud service back up automatically.
- Set up daily or weekly schedules
- Keep your external drive connected at home or office
- Use cloud sync folders (like Google Drive desktop client)
Tip: Make sure to test your backup occasionally by restoring a file to check that it works!
Step 5: Backup Checklist
Before you shut down today, make sure this is done:
- Backed up essential folders
- Used at least 1 local + 1 cloud backup
- Backup is scheduled (not manual)
- Your backup device is working
- File version history is enabled (e.g. in Dropbox, Google Drive)
What Happens If You Don’t Back Up?
At Volta PC Upgrade & Repair, we see many customers come in with laptop failures and no backup. Here’s what that means:
- Data recovery can cost $390–$2,990 depending on the issue.
- If the storage chip is physically damaged, recovery may not be possible.
- Your business, studies, or memories may be permanently lost.
- “It’s not a matter of if your hard drive will fail, it’s when.”
- Prevention is always cheaper than recovery.
Bonus: How Volta PC Can Help You Back Up Safely
We understand that not everyone is tech savvy. That’s why we offer:
Professional Data Backup Service
- Full system image backup
- Secure external storage setup
- Cloud integration & automation
- Virus check before backup
Emergency Data Recovery in Singapore
- Failed hard drive or SSD recovery
- Water damage & motherboard repair
- Data retrieval from non booting laptops
- No data, no charge policy*
- We’ve helped hundreds of customers save irreplaceable data and we want to help you too.
Call us today or visit our service centre for a free consultation.
Final Words: Don’t Wait for a Wake Up Call
Your laptop won’t warn you before it fails. And when it does, it might be too late.
Take 20 minutes today to back up your data. Whether it’s personal memories or critical work files, you’ll sleep better knowing you’re protected.
For reliable laptop backup, recovery, or repairs, Volta PC Upgrade & Repair is your trusted expert in Singapore.