The best backup software depends on what you're backing up and where you want it to go

There is no single "best" backup software because different people need different things. Someone backing up a laptop to an external drive has different needs than someone backing up a small business server to the cloud. The software that works well for one situation may be slow, expensive, or overcomplicated for another.

Start by deciding two things: what you're backing up (your whole computer, just certain folders, or specific file types) and where it's going (an external hard drive you own, cloud storage you pay for, or both). Once you know those two things, you can narrow down which software actually fits your situation instead of paying for features you'll never use.

Key Takeaways

  • Built-in backup tools like Windows Backup and macOS Time Machine are free and work well if you're backing up to an external drive you own.
  • Cloud backup services like Backblaze and Carbonite charge a monthly fee but let you restore files from anywhere, even if your computer is stolen or damaged.
  • File sync services like Dropbox and OneDrive are not true backups — they sync your files across devices but don't protect against accidental deletion or ransomware.
  • Backup software for small businesses or servers costs more but includes features like scheduled backups, multiple restore points, and support for larger amounts of data.
  • The cheapest option that actually protects you is usually an external drive paired with your operating system's built-in backup tool, plus a cloud backup for critical files.

Built-in backup tools that come with your operating system

Windows Backup (called Backup and Restore on older Windows versions) lets you back up your entire computer or just specific folders to an external drive. It's free, it's already on your computer, and it creates a complete copy of your system so you can restore everything if your hard drive fails. The downside is that you have to plug in the external drive yourself — it won't back up automatically unless you set up a schedule.

macOS Time Machine works similarly but is simpler to use. Plug in an external drive, turn on Time Machine, and it backs up automatically every hour. You can restore individual files or your entire system. Like Windows Backup, it only works with a drive you physically own, so if your computer is stolen or the drive fails, you lose both the original and the backup.

Both tools are worth using if you have an external drive. They cost nothing and they work. The trade-off is that you're responsible for keeping the drive plugged in and in good condition.

Cloud backup services for files you need from anywhere

Backblaze charges about $7 per month and backs up everything on your computer to their servers. You can restore individual files through their website from any device, even if your computer is destroyed. They keep deleted files for 30 days, so if you accidentally delete something, you can get it back. The main limitation is speed — uploading your entire computer the first time can take weeks depending on your internet connection.

Carbonite works the same way and costs about $6 per month. It's slightly faster at uploading than Backblaze for most people, but both services are reliable. Both also let you restore files to a different computer if yours fails.

IDrive costs about $3 per month and backs up multiple computers under one account, which makes it cheaper for families or small offices. It's slower than Backblaze or Carbonite but includes more storage and more restore options.

Cloud backup is worth the monthly cost if you work with files you'd be in serious trouble to lose — client documents, financial records, photos — or if your computer is portable and could be stolen. It's not worth it if you already have a reliable external drive backup and you never work from different locations.

File sync services that are not the same as backup

Dropbox, OneDrive, and Google Drive sync your files across your devices so you can access them from your phone, tablet, or another computer. They are not backups. If you delete a file by accident, it deletes from all your devices. If your computer gets infected with ransomware that encrypts your files, the encrypted versions sync to the cloud too.

These services are useful for working on files from multiple places, but they should not be your only protection. If you use them, also use a real backup tool — either an external drive or a cloud backup service like Backblaze.

Some people use both: they keep their active work files in Dropbox or OneDrive for access across devices, and they back up their entire computer (including the Dropbox folder) to an external drive or cloud backup service for protection against deletion and malware.

Backup software for small businesses and servers

Veeam Backup & Replication and Acronis Cyber Protect are designed for businesses that need to back up servers, multiple computers, or large amounts of data. They cost more — usually $50 to $200 per month depending on how much you're backing up — but they include features like scheduled backups at specific times, multiple restore points so you can go back to different dates, and the ability to back up to multiple locations at once.

If you run a small business with more than a few computers, or if you have a server, these tools are worth the cost because they automate the backup process and let you restore quickly if something goes wrong. For a single home computer or laptop, they're overkill.

Synology NAS devices (network-attached storage) are physical boxes you buy once for $200 to $500 and connect to your home network. They back up multiple computers automatically and store the backups locally. You can also set them to back up to the cloud as a second layer of protection. They're more expensive upfront but have no monthly fees.

How to choose based on your situation

If you have a laptop or desktop and an external hard drive: use your operating system's built-in backup tool (Windows Backup or Time Machine). It's free and it works. Plug the drive in once a week or set up automatic backups if your drive is always connected.

If you work with sensitive files or travel frequently: add a cloud backup service like Backblaze. The monthly cost is low and it protects you if your computer is stolen or damaged. You can restore files from anywhere.

If you run a small business with multiple computers: use a business backup tool like Veeam or Acronis, or buy a Synology NAS device. The automation and multiple restore points are worth the cost when downtime costs you money.

If you mostly use cloud storage like Google Drive or OneDrive: those services are not backups. Add either an external drive backup or a cloud backup service like Backblaze to protect against accidental deletion and ransomware.

What to look for when comparing backup software

Backup speed matters most for your first backup. If you have 500 GB of files and your internet is slow, cloud backup will take a long time. External drive backup is faster because it doesn't depend on your internet connection.

Restore speed matters if you ever need to get your files back. Some services let you read files one at a time through a website. Others let you restore your entire computer at once. If your computer fails, restoring from an external drive is usually faster than downloading from the cloud.

How long deleted files are kept varies. Backblaze keeps them for 30 days. Some services keep them longer. If you accidentally delete something and don't notice for weeks, you want a service that keeps deleted files for at least 30 days.

Cost per month or per year adds up. A $7 per month service costs $84 per year. An external drive costs $50 to $100 once and lasts several years. For most people, an external drive plus a cloud backup for critical files is cheaper than cloud backup alone.

Frequently Asked Questions

Is cloud backup or an external drive better?

They protect against different problems. An external drive protects against hard drive failure. Cloud backup protects against theft, fire, and loss. The safest approach is both: back up to an external drive you keep at home, and back up critical files to the cloud. If your house burns down, the external drive is gone but the cloud backup survives. If your computer is stolen, the cloud backup survives.

Can I use my cloud storage like Google Drive or OneDrive as a backup?

No. Cloud storage syncs your files across devices, but it doesn't protect against accidental deletion or ransomware. If you delete a file, it deletes everywhere. If malware encrypts your files, the encrypted versions sync to the cloud. Use cloud storage for active work and a real backup tool for protection.

How often should I back up my files?

If you use an external drive, once a week is usually enough for most people. If you use cloud backup, set it to run automatically every night or every few hours. The more often you back up, the less work you lose if something goes wrong. The trade-off is that frequent backups use more internet bandwidth.

What happens if my backup drive fails?

That's why you should not rely on a single backup. If an external drive is your only backup and it fails, you've lost everything. Use an external drive plus cloud backup, or use two external drives and keep one somewhere else. Hard drives fail eventually, so assume yours will and plan for it.

Do I need to back up my operating system or just my files?

Backing up your entire computer (operating system, programs, and files) is faster than reinstalling Windows or macOS and then restoring just your files. Tools like Windows Backup and Time Machine back up everything. Cloud backup services usually back up everything too, but restoring the entire system takes longer because you have to read it all.