Key takeaways
- Use the 3-2-1 rule: three copies of your data, on two types of storage, with one off-site (cloud).
- On Mac, use Time Machine to an external drive; on Windows, use Windows Backup plus File History or a full system image.
- Verify the backup before wiping or replacing your laptop.
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Knowing how to back up your laptop before upgrading protects your photos, documents, projects and settings when you move to a new machine or reinstall your operating system. A good backup takes an hour or two to set up and can save years of work. Here is a step-by-step guide for Windows and Mac.
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The 3-2-1 backup rule
Keep three copies of your data, on two different types of storage (for example, your laptop and an external drive), with one copy off-site (cloud storage). This protects against hardware failure, theft and accidents.
Step 1: Decide what to back up
- Documents, photos, videos and music
- Desktop and Downloads folders
- Project files and app data
- Email archives and contacts
- Browser bookmarks and passwords
- Software license keys
Step 2: Back up to the cloud
- Mac: iCloud Drive and iCloud Photos.
- Windows: OneDrive with folder backup for Desktop, Documents and Pictures.
- Google: Google Drive for files and Google Photos for images.
Cloud backups make moving to a new laptop easier because files sync automatically after you sign in.
Step 3: Back up to an external drive
On a Mac: Time Machine
Connect an external drive, open System Settings > General > Time Machine, add the drive and start a backup. Time Machine keeps hourly, daily and weekly versions.
On Windows: File History and system image
Use Windows Backup for settings and OneDrive files. For local copies, enable File History to back up folders to an external drive, or create a full system image with built-in or third-party tools.
Step 4: Export browser and app data
Sync browser accounts or export bookmarks and passwords. Save license keys and sign out of apps that limit activations, such as Adobe and some audio software.
Step 5: Verify your backup
Open a few files from the backup drive and confirm photos and documents are there. Do not wipe your old laptop until you have checked.
Step 6: Move to your new laptop
On Mac, use Migration Assistant from Time Machine or directly from the old Mac. On Windows, sign in with your Microsoft account, restore OneDrive files and copy local backups.
Recommended backup drives
Recommended backup drives
Samsung T7 Shield Portable SSD
Best backup SSD · Verdict: Buy · Score: 9.0/10 · Typical price: $80 – $150
Key specs: Up to 1,050MB/s, 1TB–4TB, IP65 dust and water resistance
Why we picked it: Fast backups and restores in a rugged package.
Pros: Rugged and drop resistant · Fast on most laptops · Compact · Great value
Cons: Not the fastest available · Rubber attracts dust · Pricier than plain T7
Buy it if you want a tough, reliable SSD for backups and travel.
Skip it if you need maximum speed.
WD My Passport Portable Hard Drive
Best large backup drive · Verdict: Buy · Score: 8.2/10 · Typical price: $70 – $160
Key specs: 2TB–6TB portable HDD, USB 3.2, hardware encryption
Why we picked it: Lots of space for full backups at a low price.
Pros: Lots of storage for little money · Hardware encryption · Backup software · Compact
Cons: Much slower than SSDs · Moving parts can fail if dropped · Bulkier than SSDs
Buy it if you want cheap, large backup storage.
Skip it if you want speed or durability.
Crucial X10 Portable SSD
Best high-capacity SSD · Verdict: Buy · Score: 8.7/10 · Typical price: $100 – $220
Key specs: Up to 2,100MB/s with USB 3.2 Gen 2×2, 1TB–8TB, compact
Why we picked it: Up to 8TB for large libraries.
Pros: Very fast on supported ports · Tiny size · Up to 8TB · Good value
Cons: Full speed needs Gen 2×2 · Plastic shell · Gets warm
Buy it if you want high capacity and speed in a pocket-size drive.
Skip it if your ports are only USB 3.2 Gen 2.
SanDisk Extreme Portable SSD
Best travel backup SSD · Verdict: Buy · Score: 8.8/10 · Typical price: $90 – $180
Key specs: Up to 1,050MB/s, 1TB–4TB, IP65, carabiner loop
Why we picked it: Rugged backup on the go.
Pros: Rugged with carabiner loop · Fast · Widely available · Good capacities
Cons: Some past firmware concerns · Not the fastest · Price fluctuates
Buy it if you want a rugged SSD that clips to a bag.
Skip it if you need maximum speed.
Anker 555 USB-C Hub (8-in-1)
Best hub for connecting drives · Verdict: Consider · Score: 8.6/10 · Typical price: $45 – $60
Key specs: HDMI 4K 60Hz, 100W pass-through, Ethernet, USB-A, SD and microSD
Why we picked it: Adds USB ports for drives on thin laptops.
Pros: 4K 60Hz HDMI · Ethernet port · Solid build · Good value
Cons: Larger than travel hubs · Gets warm · Short cable
Buy it if you want a do-everything hub with 4K 60Hz and Ethernet.
Skip it if you want the smallest hub.
Crucial X9 Pro Portable SSD
Best compact backup SSD · Verdict: Consider · Score: 8.7/10 · Typical price: $80 – $150
Key specs: Up to 1,050MB/s, 1TB–4TB, IP55, works with Mac and Windows
Why we picked it: Pocket-size and affordable.
Pros: Small and light · Fast · Good value · Water and dust resistant
Cons: Not the fastest · Lanyard loop is small · No cable for USB-A
Buy it if you want a small, fast SSD for everyday transfers.
Skip it if you need 2,000MB/s speeds.
Samsung T9 Portable SSD
Fastest backup SSD for compatible PCs · Verdict: Consider · Score: 9.0/10 · Typical price: $120 – $250
Key specs: Up to 2,000MB/s with USB 3.2 Gen 2×2, 1TB–4TB, rugged
Why we picked it: Up to 2,000MB/s on USB 3.2 Gen 2×2 ports for faster full backups.
Pros: Very fast on compatible ports · Rugged build · Compact · Up to 4TB
Cons: Full speed needs USB 3.2 Gen 2×2 · Pricier than T7 · Warm under long transfers
Buy it if you edit video directly from external storage on a compatible Windows laptop.
Skip it if your laptop only has standard USB-C.
Common mistakes
- Relying on a single copy of important files.
- Never testing a restore.
- Forgetting to deauthorize software licenses.
- Wiping the old laptop before confirming the new one has everything.
- Keeping the only backup drive in the same bag as the laptop, where both can be lost or stolen together.
Before you sell or recycle your old laptop
After backing up, sign out of accounts, disable Find My (Mac) or remove the device from your Microsoft account, then use the built-in reset option to erase it securely. See when should you replace your laptop.
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Frequently asked questions
How do I back up my laptop before getting a new one?
Back up files to cloud storage and an external drive, export browser data and passwords, deauthorize apps and verify the backup before wiping.
What is the best way to back up a Mac?
Time Machine to an external SSD or hard drive, plus iCloud for important files.
What is the best way to back up a Windows laptop?
Use Windows Backup and OneDrive for files and settings, plus File History or a system image on an external drive.
How big should my backup drive be?
At least as large as the data you need to keep, ideally twice your laptop's used storage for multiple backup versions.