The day the laptop died

File backups vs. system backups

A file backup copies chosen files and folders: documents, photos, the pick list. It's small and quick, and great for getting back one deleted folder. A system backup, often called an image, copies the whole computer: the operating system, apps, settings and files. It's bigger and slower, but it rebuilds a dead PC just as it was. Many offices use both: a system backup now and then, and file backups every day.

You: So a file backup alone can't bring back Windows?

Sam: Right. It brings back your stuff, not the computer.

Restoring data

Restoring means copying data back from a backup. A backup you've never restored is a hope, not a plan, so test restores regularly: restore a few files to a test folder and open them. When you restore, bring back only what you need. If you're not sure which copy is right, restore to a different folder first so you don't overwrite newer, good work.

Exam tip 'Backup completed' only proves the copy ran. A test restore proves you can get the data back.

Stored locally

Local backups sit on a device you can hold, and need no internet to make or restore:

• Flash drive: a small USB stick, handy for a few files and easy to lose
• External hard drive: lots of space, often terabytes, for big backups; unplug it and lock it away
• Secure Digital (SD) card: a small memory card used in cameras, tablets and some laptops

Exam tip A local backup sitting next to the PC can be lost in the same fire, flood or theft.

Cloud storage

Cloud storage keeps the backup on a provider's servers, reached over the internet. It's offsite, so it survives a disaster at the office, and it can run automatically. The trade-offs: it needs an internet connection, a big restore can take a while, and the data should be encrypted. A common rule of thumb is 3-2-1: three copies of your data, on two kinds of media, with one copy offsite.

Sam: Desk drawer plus cloud. Now one copy survives even if the warehouse floods.

Rosa: The warehouse has never flooded.

Priya: Yet.

File backups vs. system backups

A file backup copies the files and folders you choose, like Documents. A system backup captures the whole computer: operating system, apps, settings and files, so it can be rebuilt as it was. When a PC's drive dies, only a system backup brings back Windows and the apps. Restore that first, then restore newer documents from the file backups.

Restoring data

Restoring means copying data back from a backup. Restore only what you need: one deleted folder from last night's file backup is quick and leaves everything else alone. If today's file has good changes mixed with bad ones, restore the old copy to a different folder and compare, so you don't overwrite the good work. And test: a 'Backup completed' message only says the job ran. Restoring sample files to a test folder proves the backup works.

Exam tip A backup you've never test-restored is a guess, not a backup.

Where backups live

Backups live in one of two kinds of place. Stored locally means media you hold (no internet needed, can be locked in a safe). Cloud storage is the other kind:

• Flash drive: tiny, fits a key ring, for small backups.
• External hard drive: several terabytes on a cable; unplug it and lock it away.
• Secure Digital (SD) card: a small memory card for cameras, phones and card readers.
• Cloud storage (not local): a provider's servers over the internet. The copy is automatically offsite.

Exam tip A backup drive sitting next to the server can burn, flood or be stolen with it. Keep at least one copy offsite.