- You have photos or documents you'd hate to lose
- You've never backed up, or can't remember when you last did
- You're about to replace a computer or phone
- For a computer backup you'll need a USB memory stick or external hard drive with enough space. For most people, 128GB to 1TB is plenty.
- The first backup can take a while if you have lots of photos. Later ones are quicker.
The Windows key is the key with the four-squares logo, usually bottom left between Ctrl and Alt. When a step says Windows key + I, hold the Windows key down, tap I once, then let go of both.
Computer: copy to a USB drive
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Plug in the USB drive
Plug it into a USB port. If a box pops up asking what to do, you can close it.
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Open File Explorer
Press Windows key + E. On the left you'll see Documents, Pictures and Desktop, and your USB drive (often called "USB Drive" or a brand name like "SanDisk").
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Copy your Pictures folder
Right-click Pictures on the left → Copy (on Windows 11 this is the two-sheets icon at the top of the menu).
Click your USB drive on the left. Right-click an empty white area on the right → Paste (the clipboard icon on Windows 11).
A progress box showing files copying. Leave it until it finishes. -
Repeat for Documents and Desktop
Do the same with Documents and Desktop. If you keep things anywhere else (such as a "Family" folder), copy those too.
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Check it worked
Open the folders on the USB drive and open a few photos and documents. If they open, your backup is good.
A backup you haven't checked is only a hope. Always open a few files. -
Remove the drive safely
Click the ^ arrow at the bottom right of the screen → the USB drive icon → Eject. When it says it's safe, unplug it.
Store the drive somewhere other than next to the computer. If there's a fire or burglary, you don't want to lose both.
iPhone photos
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Option A: iCloud Photos (automatic)
Settings → tap your name at the top → iCloud → Photos → turn on Sync this iPhone (called iCloud Photos on older versions).
The free iCloud allowance is 5GB, which fills up fast with photos. You may need a paid plan. Storage full guide -
Option B: copy to a Windows computer
Plug the iPhone into the computer with its cable. Unlock the iPhone and tap Trust (and enter your passcode). On the computer, open the Photos app → Import → choose the iPhone → follow the steps.
Android photos
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Turn on Google Photos backup
Open the Google Photos app → tap your profile picture (top right) → Photos settings → Backup → turn it on.
Google gives 15GB free, shared with Gmail. What to do when it's full -
Or copy to a computer
Plug the phone into the computer. On the phone, tap the USB notification and choose File transfer. On the computer, open File Explorer, click the phone, open the DCIM folder and copy the Camera folder to your computer or USB drive.
How often?
- Photos from phones: automatic cloud backup is best, as it's always up to date.
- Computer: copy to your USB drive every month, and before any repair, upgrade or replacement.
- Set a reminder in your phone's calendar.
- The computer or drive is making clicking noises (don't keep trying, as it can make recovery harder)
- Files won't open or copying keeps failing
- You've lost files and have no backup: stop using the device and ask for help quickly
Still stuck? I'm happy to help.
If this didn't sort it, or you'd rather not do it yourself, get in touch. I cover Sheffield S20 and the surrounding areas.
Did this guide help? These guides are free for everyone. If it saved you a call-out, you can say thanks with a coffee.
Buy me a coffeeThese guides are general advice for home users, checked in September 2026. Menus can differ slightly between versions of Windows and between phone makers. If something looks different or you're unsure, stop and ask rather than guessing. Parmar Tech Solutions can't accept responsibility for problems caused by following these steps, so please back up anything important first.