How to make a backup: step by step for Android, iPhone, PC and WhatsApp

A backup is basically a copy of your files – which you can access should your device fail or become damaged. To reduce the amount of data lost between backups, copies should be made consistently and regularly. After all, the longer the time between backup copies, the greater the potential for data loss during recovery. In addition, updating your data copies provides the security to restore your files, even when your device suffers data corruption or a malicious attack. In this guide, we’re going to teach you more about backup, how to do it (through native systems or specific software), as well as the advantages and disadvantages of each type. We’ll also show you how to make a backup for Android, iPhone, PC and WhatsApp – and how to proceed if the process fails.

If the backup failed or does not exist, the files may still be on the original device. In that case, see Bot’s lab data recovery, which starts with a free diagnosis.

01What is a backup?

A backup is a copy of important data kept in a different location, so that it can be restored if the originals are deleted or corrupted. How often you should back up depends on how often the data changes, how valuable it is and how long the backup takes. Backups can be stored on physical devices or in the cloud, made on operating systems such as Windows and on devices such as the iPhone, and they also matter for apps like WhatsApp and for files like photos and videos. A backup copy should always be kept separate from the original data, so that a hardware failure or a software problem on the main device doesn’t take both with it.

Backup to physical device

Physical devices such as external drives, CDs, DVDs and USB flash drives can store any type of file (documents, photos, videos, music, apps). If you keep your backup on a physical device, store it carefully to prevent unauthorized access. Ideally, use encryption to protect your files.

Cloud backup

Cloud backup is a strategy for sending a copy of a physical or virtual file or database to a secondary off-site location for preservation in the event of equipment failure or an accident. It involves the use of a backup application, which copies the data and stores it, ensuring easy access in the event of a recovery situation. Some cloud backup services are iCloud (Apple), Google Drive, Dropbox, OneDrive (Microsoft), among others.

WhatsApp backup

A WhatsApp backup keeps the history of your chats, including messages, photos and videos. This is especially important for people who run their business or close sales over WhatsApp. WhatsApp can back up your chats automatically on a schedule, as long as backups are turned on: on the iPhone they go to iCloud and on Android to Google Drive. You can also make a manual backup whenever you want.

Photo and video backup

Like your documents, your photos and videos can be very important, and if your phone or computer fails you could lose them for good. To keep them safe, save a copy of them, that is, a backup, either on an external device (such as a USB flash drive or an external drive) or in the cloud (Google Drive, iCloud, OneDrive, etc.).

Windows backup

Windows offers several backup options to keep your files safe. Some of them are:

1. Manual: where you select and transfer files, and even settings, to a removable device or network location
2. Windows Easy Transfer: a built-in tool in Windows 7 and 8.1 that moved data from an old PC to a new one (it is no longer available in Windows 10 and later)
3. Backup and Restore Center: another built-in feature, introduced in Windows Vista and Windows 7 (Windows 10 still includes it as “Backup and Restore (Windows 7)”)
4. Files and Settings Transfer Wizard: similar to Windows Easy Transfer, but for older versions of Windows, such as XP and Server 2003.

iPhone backup

Smartphones, just like laptops and desktop PCs, run an operating system, so they also need regular backups to keep your files, photos, videos and apps safe.
Backing up is especially important before you update or restore your device.
You can back up your iPhone with iCloud or with iTunes (Finder on newer Macs), as we’ll see below.

02What is the best way to make a backup?

There are several ways of backing up: storing on an external disk, USB flash drive, cloud, either through native systems or specific software. Let’s look at the advantages and disadvantages of each alternative:

Backup to external disk or flash drive

If you keep an external drive or USB flash drive up to date with copies of your files, your data stays safe away from your computer and is protected if your PC is damaged or fails.

Advantages

It’s one of the most practical ways of keeping your backups, as disks and USB sticks are easy to transport (thanks to their small size and weight) and are compatible with various devices.

Disadvantages

External drives and USB flash drives can also fail or become corrupted, leaving your files inaccessible until they are recovered by a professional external drive recovery service. If the device is badly damaged, some files may be impossible to recover. USB flash drives also tend to have less capacity than external drives, and higher-capacity, more rugged models of both are more expensive.

Cloud backup

For cloud backups, it’s best to use Wi-Fi: over mobile data, the backup can use up a lot of your data allowance. Here are the advantages and disadvantages of cloud backup:

Advantages

• It’s usually cheaper – as some providers offer free backup
• The cloud is scalable, so even if your data grows, you can still back it up easily
• Managing cloud backups is simpler
• Less exposure to physical risks, such as a damaged, lost or stolen backup drive
• Cloud backup data can be accessed from anywhere, as long as you have an internet connection.

Disadvantages

Despite its many benefits, there are some disadvantages and challenges to using a cloud backup service, for example:

• Its speed depends on the speed and stability of your connection. For example, when many people are using the same Wi-Fi network, the backup may be slower
• Costs can increase when backing up large amounts of data.

With backup software

Whether it’s for Windows or macOS, there’s plenty of software to help with backup – in addition to the programs that are already installed on these operating systems.

Advantages

They generally offer encryption, scheduling, automation and synchronization – both with the cloud and with different devices.

Disadvantages

Most backup programs keep their best features for the paid versions; the free versions usually offer only the basics.

03How to back up step by step?

Do you need to back up your phone or PC? Depending on the device and operating system, the steps in the process may vary slightly.
Check it out:

How do I back up my Android phone?

1. Go to Settings > System > Backup
2. Activate “Backup to Google Drive”
3. Just below the toggle button, you’ll see the account to which your phone will automatically back up. If you have several Google accounts and more free storage space in one of them, you can switch.
4. You can check how long it’s been since the last backup. If you think it’s been too long, you can tap on “Back up now” to manually start a new one.

Once your apps and settings are backed up with the Android “Backup to Google Drive” feature, you’re protected if you need to move to a new phone or reset your current one.
Remember: when you sign in to the new or reset phone with the same Google account, you can restore everything.
If you also want Google to back up your photos and videos, you can set this up too:

1. Open the Google Photos app (under “Photos and videos”), tap your profile picture and go to the backup settings
2. Turn on “Backup” (called “Back up & sync” in older versions).

By default, this can use what Google called “High quality” (now “Storage saver”).
This means your files are slightly compressed rather than kept at their original resolution.
If you want to back up your photos at their original resolution, choose “Original quality”; it counts toward your Google storage, which you can expand with Google One.

How do I back up my iPhone?

You can back up your iPhone in 2 ways: via iCloud or with iTunes.

With iCloud

With iCloud, your iPhone can back up automatically to the cloud over Wi-Fi. An iCloud backup includes:

• Purchase history for music, movies, TV shows, apps and books bought from the iTunes Store, App Store or Apple Books
• Photos and videos, settings, application data, home screen, iMessage, SMS text, MMS messages and ringtones.

You can turn on iCloud Backup in the settings of the iPhone itself, or in iTunes when the device is connected to your computer.
Backups can run automatically or manually. iCloud doesn’t store copies of the apps, music, movies and books you bought, but when you restore from an iCloud backup they are downloaded again from the App Store, iTunes Store and Apple Books.
To back up with iCloud, follow these steps:

1. Connect your device to a Wi-Fi network
2. Tap Settings > [your name] and then iCloud. If you’re using iOS 10.2 or earlier, go to Settings, scroll down and tap iCloud
3. Scroll down and tap iCloud Backup. If you’re using iOS 10.2 or earlier, tap Backup. Make sure iCloud Backup is enabled
4. Tap Back Up Now and stay connected to your Wi-Fi network until the process is complete
5. Check that the backup has finished: tap Settings > [your name] > iCloud > iCloud Storage > Manage Storage and select your device; the backup should appear with its date, time and size. If you’re using iOS 10.2 or earlier, the path is Settings > iCloud > Storage > Manage Storage.

With iTunes

To back up with iTunes, connect your iPhone to your PC or Mac and open iTunes (on macOS Catalina and later, use Finder instead). Unlike iCloud, an iTunes backup is stored on your computer, not in the cloud. It includes your messages, call history, app data, settings, calendars, bookmarks and the photos stored on the device (unless iCloud Photos is turned on, in which case they are already in iCloud). How to back up with iTunes:

1. Open iTunes and connect your device to your computer
2. If a message asks for your device passcode or asks “Trust This Computer?”, follow the steps on screen (if you’ve forgotten your passcode, ask for help)
3. Select your iPhone, iPad or iPod when it appears in iTunes, then click “Back Up Now” in the Summary section.

Please note that the first backup can take quite a while, depending on how much data is on the device.

How do I back up WhatsApp?

On Android, WhatsApp has traditionally created a local backup on the phone every night, and it also has a built-in function to back up all your messages and media to Google Drive. You can schedule it to run daily, weekly or monthly, or back up manually whenever you want. Keep in mind that WhatsApp doesn’t keep your chat history on its servers, so your backups are the only copy outside the phone. By default, backups stored on Google Drive or iCloud are not protected by WhatsApp’s end-to-end encryption, although you can turn on end-to-end encrypted backups in the settings. And if a message was deleted and no backup contains it, WhatsApp cannot get it back for you. To back up WhatsApp on Android, follow these steps:

1. Tap the three dots > Settings > Chats > Chat backup
2. For a one-off backup, tap “Back up”. To schedule backups, tap “Back up to Google Drive” and choose the frequency (daily, weekly or monthly).
3. Under “Drive account”, select or add the account where you want to save your backup
4. Choose the network you want to use (Wi-Fi or mobile data). Remember that backing up over mobile data uses your data plan.
5. Choose whether or not to include videos in your backup.

To back up WhatsApp on iPhone via iCloud:
It is possible to back up and restore the WhatsApp conversation history on your iPhone via iCloud.
There are some requirements for this backup to be possible:

• Sign in with the same Apple ID you use to access iCloud
• Use an iOS version supported by WhatsApp and have iCloud Drive turned on
• Have at least 2.05 times as much free space in your iCloud account as the size of the backup. The iPhone itself also needs enough free space.

You can choose whether to include videos in your WhatsApp backup on iCloud, and you can back up in two ways: manually or automatically.

Manually:

You can back up at any time in Settings > Chats > Chat Backup > Back Up Now.

Automatically:

Turn on “Auto Backup” and choose how often you want your chats to be backed up. Backing up to iCloud can take a while, depending on the speed of your internet connection and the size of the backup. WhatsApp stopped supporting Windows Phone at the end of 2019, so the following steps only apply to older phones still running the app:

1. Open WhatsApp and tap the three dots in the bottom right corner
2. Select “Settings” and then “Chats and calls”
3. Tap “Backup”
4. WhatsApp creates a backup of your data and stores it on the memory card or in the phone memory.

When you reinstall WhatsApp, you can restore the backup the first time you open the app.
If you want to reset your Windows Phone, you can only restore the backup afterwards if it was saved on the memory card.
If your phone has no memory card, the backup stays in the phone memory, so copy it to your computer before resetting the phone; otherwise it will be erased.

How do I make a backup on my PC?

Below, we show you step by step how to back up a Windows PC or a Mac:

Windows 10 System Image

To create a full backup of Windows 10 with the system image tool, use these steps:

1. Open “Settings”
2. Click on “Update and Security”
3. Click on “Backup”
4. Under “Looking for an older backup?”, click “Go to Backup and Restore (Windows 7)”
5. Click on the “Create a system image” option in the left panel
6. Select the option “On a hard disk”
7. Use the “On a hard disk” drop-down menu to choose where to save the full Windows 10 backup (ideally an external drive)
8. Click on the “Next” button
9. (Optional) Select any additional hard disks to include them in the backup
10. Click on the “Next” button
11. Select “Start backup”
12. You may be asked to create a system repair disc. Since most computers no longer have an optical drive, you can skip it: if you ever need to restore the machine, you can use a Windows installation USB drive to open the recovery environment
13. Click on the “Close” button.

Once you’ve completed these steps, the tool creates an image of the entire system, which includes everything on the main drive, plus any other drives you selected.
You can keep working while the backup runs, because Windows uses the Volume Shadow Copy service to copy files even when they are open and apps are running.
When the process is complete, disconnect the external drive and keep it in a safe place.

How do I make a backup on macOS?

macOS (10.5 and later) includes a built-in backup tool called Time Machine. Once you’ve connected a drive and set up Time Machine, it runs automatically in the background and keeps copies of all your data, apps and system files (almost everything except what you don’t need to copy, such as the Trash, caches and log files). When the backup drive runs out of space, Time Machine automatically deletes the oldest backups to make room for new ones. To set it up:

1 – Connect an external drive to your Mac

The drive should be at least as large as your Mac’s internal drive; ideally, use one that is 2 to 4 times larger than the drive you are backing up. Connect the external drive via USB, Thunderbolt or, on older Macs, FireWire.

2 – Turn on Time Machine and select the backup destination

Once the external drive is connected, go to System Preferences (System Settings on newer versions) > Time Machine and turn it on. Then click “Select Disk” and choose the drive or volume you want to use for Time Machine. The system will ask whether you want to use it as a backup disk and offer to encrypt your backups with a password. The drive must use a format Time Machine supports (APFS or Mac OS Extended (Journaled)); if it doesn’t, Time Machine will offer to erase and reformat it, which deletes everything on that drive, so copy any files you need from it first.

3 – (Optional) Exclude items or get notified when old backups are deleted

The “Options” button in Time Machine lets you exclude items from your backups or get a notification when old backups are deleted.

4 – Let Time Machine run

With these settings, backups run automatically every hour. Time Machine keeps:

• hourly backups for the past 24 hours
• daily backups for the past month
• weekly backups for all previous months.

How do I back up Google Drive?

There are several ways to do this, but the most reliable is to use Google’s desktop app (formerly “Backup and Sync”, now Google Drive for desktop). It lets you back up the folders you choose on your computer to Drive. The app offers several options during installation, which you can change at any time. One of them is choosing which computer folders to back up to Drive. This creates a continuous link between your computer and the cloud, so you don’t have to copy each file by hand. The app suggests folders to back up, such as “Desktop”, “Documents” and “Pictures”, and you can click “Choose folder” to add any other folder. The best part of this method is that you can even back up an entire partition: if you keep your important files on a separate partition (one of the drives listed on your computer, such as D:), simply select it with “Choose folder” and Google Drive will keep your folder structure as it is.
Google Drive automatic backup settings
If you use Google Drive to back up your computer, you may need to adjust some network settings. Remember that backing up a lot of files means a lot of data is constantly being uploaded to the cloud, which can slow down your connection. By default, Google Drive doesn’t limit bandwidth, which is the best option if you have an unlimited data plan and only care about speed.
However, there may be situations where you need to limit the bandwidth Google Drive uses.
To do this, click the app icon in the system tray, open the menu and select “Preferences”. Then go to “Settings” and open the network settings.
There you’ll find options for proxy detection and bandwidth.
Use the “Limit to” option to set an upload limit in KB per second. Syncing will be slower, but it will use less of your bandwidth.
If you back up photos to Google Drive, you can also choose the quality they are uploaded in.
In the photo settings, you’ll find the option to upload photos in “High quality” (now “Storage saver”) or “Original quality”.
“Original quality” uploads your photos exactly as they are, while “High quality” uploads them as compressed files.

04What to do if the backup didn’t work

Although backing up may seem simple and many people do it themselves, it takes some technical care to get it right. If something goes wrong, the result is not only a missing copy: you may also lose your data if your device fails. If your backup didn’t work and you need to recover your data, the best option is a specialized data recovery service, with the knowledge and experience to recover your files without making things worse. That’s what we at Bot are here for: to help you recover your files safely and efficiently. We work in a Class 100 (ISO 5) cleanroom, under ISO 14644-1, where your device is handled in an environment with strict control of airborne particles. And it’s convenient: pickup is free (islands not included), the standard diagnosis is free and identifies the fault and whether recovery is technically feasible, and you get a quote within 48 hours (or within 24 or 12 hours if it’s urgent). You only pay the full amount, or most of it, once you’ve checked your recovered data.

05Conclusion

Whether on your phone or your PC, backups are essential to keep your files and data safe. Back up regularly (with built-in tools or dedicated software) to reduce the risk of losing data. Never keep your backup in the same place as the original data: for your data to be truly safe, the copy must be stored somewhere else, either in the cloud or on an external device (external drive, DVD, CD, etc.). Apps like WhatsApp, which hold valuable information, also need regular backups, even though the app can back up automatically.
The big problem is that a backup that is set up incorrectly can fail without anyone noticing, and the data is then lost when the device fails.
If this has happened to you with a hard drive, SSD, USB flash drive or memory card, you can count on a professional service to recover your data and files safely.
We at Bot can help: we have more than two decades of experience, more than 200,000 cases and a 96% success rate. Fill in this form to start your recovery with us: it takes less than a minute and you’ll get your quote within 48 hours.