Free Backup Procedure Checklist

Use this step‑by‑step guide to back up important files safely before upgrades or repairs. Simple, reliable, and print‑ready. If you’d like help, I’m local and available 24/7.

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Backup Procedure Checklist

Last updated: October 2025

Use these steps to safely back up important files before upgrades or repairs. If any step is unclear, I’m happy to help.

  1. Identify what to back up

    Confirm scope with the user: Desktop, Documents, Pictures, Downloads, and any business data (e.g., QuickBooks, Outlook .pst, project folders).

  2. Choose a destination

    • External USB drive (fastest, simplest)
    • Cloud (OneDrive/Google Drive/Dropbox) — verify full sync
    • Network/NAS (for offices)

    Ensure capacity is sufficient (ideally ≥ 2× the data size).

  3. Perform the backup

    Option A — File History (Windows): Settings → Update & Security → Backup → Add a drive → Back up now.

    Option B — Manual copy: Create a folder on the external drive (e.g., Backup_Invalid DateTime) and copy the target folders.

    Tip: Also include Documents/Outlook Files if Outlook is used.

  4. Verify the backup

    • Open a few files from the backup (doc, photo, PDF) to confirm readability.
    • Compare total size and item count vs. source folders.

  5. Pause cloud sync (if applicable)

    Pause OneDrive/Google Drive/Dropbox during OS upgrades to avoid conflicts, then resume after completion.

    Planning a Windows upgrade next? See the Windows 11 Upgrade Checklist.

  6. Document the details

    • Record backup date, destination, total size, and verification results.
    • If this is for a client visit, attach notes or a signed acknowledgment.

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Also see: PC Service Intake Form for visit details and notes.

FAQ

  • What folders should I back up?

    At a minimum: Desktop, Documents, Pictures, Downloads, and any business data such as QuickBooks or Outlook PST files.

  • Where should the backup go?

    An external USB drive is fastest and simplest. Cloud services like OneDrive or Google Drive are fine if they are fully synced before the upgrade.

  • How do I verify the backup?

    Open a few files from the backup drive to ensure they load, and compare folder sizes between source and backup.