What is an External Hard Drive?
An external hard drive is a portable storage device located outside of a computer that stores digital data. It is connected to a computer through a USB cable or wireless connection (Techopedia, https://www.techopedia.com/definition/2940/external-hard-drive). External hard drives typically have high storage capacities and are often used as a network drive or to back up files from a computer’s internal drive (Illinois Wesleyan, https://www.iwu.edu/information-technology-services/basic-services/tutorials/externalhdd.html).
External hard drives are available in different storage capacities, ranging from 500GB to 10TB or more. The large capacity makes them useful for storing large files or full system backups. Their portability allows users to transfer data between computers by simply unplugging the drive and plugging it into a different computer.
Key features of an external hard drive include:
- High storage capacity
- Portability and easy connection via USB cable
- Durability and shock resistance
- Compatibility with many devices and operating systems
- Plug-and-play functionality for easy setup
Benefits of Using an External Drive
External hard drives offer several benefits that make them useful for both personal and professional needs:
Extra storage
One of the main benefits of an external hard drive is providing extra storage space for your files (https://www.hp.com/us-en/shop/tech-takes/top-5-uses-for-external-hard-drives). If your computer’s internal drive is getting full, you can add an external drive to increase your overall capacity. External HDDs come in a wide range of sizes to suit different storage needs.
Portability
External hard drives are small enough to be portable so you can take your files anywhere (https://accushred.net/blog/pros-and-cons-of-using-external-hard-drives/). This makes them great for on-the-go access to your data, whether for work, school, or personal projects.
Share files
The portability also makes sharing files easy. You can connect the external drive to another computer to access files, collaborate on projects, or give presentations.
Connecting an External Hard Drive via USB
Connecting an external hard drive via USB is very simple. Modern operating systems like Windows and Mac OS have plug-and-play functionality that allow you to connect external drives seamlessly. As long as your computer has an available USB port, you can easily connect your external hard drive.
The most common USB versions used for external hard drives are USB 3.0, USB 3.1, and USB-C. USB 3.0 and USB 3.1 provide faster data transfer speeds compared to older USB 2.0, with USB 3.1 being the fastest. USB-C is the newest USB version and uses a reversible connector that can be plugged in either direction. All three USB versions provide enough power to run an external hard drive without the need for a separate power cable.
To connect your external hard drive via USB, start by plugging the USB cable from the hard drive into an available USB port on your computer. Most hard drives today use a USB type-A to type-B cable, with type-A going into the computer and type-B going into the drive. For USB-C drives, both ends of the cable will have USB-C connectors.
Once connected, your computer should automatically detect the new external drive. All modern operating systems have plug-and-play capabilities, so the external drive will show up and be accessible without the need to configure any settings. The drive may take a few seconds to fully mount and show up on your system. At this point, your external USB drive is ready to use.
Compatibility Factors
External hard drives are generally compatible across different operating systems like Windows, Mac OS, and Linux. Most external hard drives today use the exFAT or FAT32 file system which allows them to work seamlessly between OSes. However, drives formatted with NTFS may have limited compatibility on Mac or Linux systems.
Newer external hard drives use USB 3.0/3.1/3.2 connectors and ports. These external drives will still work when connected to older USB 2.0 ports, but drive performance will be limited to USB 2.0 speeds. So for optimal performance, connect your external drive to a USB 3.0 or higher port. Some newer laptops are transitioning to USB-C ports using the USB 3.1 standard – USB-C is compatible with USB 3.0/3.1 drives using a simple adapter.
When purchasing an external hard drive, check the compatibility specifications to ensure it will work seamlessly with your operating system and port/connector types. Most vendors provide compatibility charts on their product pages. But in general, a USB 3.0+ drive formatted with exFAT or FAT32 will have nearly universal plug-and-play compatibility (source1).
Setting Up and Formatting
Before using a new external hard drive, it needs to be properly formatted. This prepares the drive to store files and organizes it so your computer can read and write data. The steps for formatting depend on your operating system.
On Windows, go to Disk Management, right-click on the drive, and select Initialize Disk. This will allow you to create a partition on the disk. Choose GPT or MBR partition style, depending on your needs. GPT supports larger drives over 2TB and allows more than 4 partitions, while MBR is compatible with older operating systems.1
Next, right-click on the partition and choose New Simple Volume. This will launch the format wizard. Select file system – NTFS is recommended for Windows. Give the drive a label if desired. Check Perform a quick format to format faster. Click Next and Finish.
On Mac, open Disk Utility. Select the external drive and click Erase. Choose a name, format (APFS or exFAT for cross-platform use), and scheme. Click Erase to format the drive.
It’s also a good idea to create a backup of important files on the new drive. Backup software like Apple Time Machine or Windows Backup can automate regular file backups.
Transferring Files
One of the easiest ways to transfer files from your computer to an external hard drive is by drag and drop. Simply open File Explorer or Finder, locate the files you want to move, select them, and drag them over to the external drive’s icon. The files will automatically start copying over. This method allows you to quickly transfer multiple files at once without having to copy paste each one individually.
Another option is to use backup software like Apple Time Machine on Mac or File History on Windows. These programs allow you to select folders or drives you want to regularly back up. The software will then automatically copy new changes over to the designated external drive on a schedule. This ensures your files stay protected and synced between devices. Backup software provides more automation if you need to frequently transfer the same files.
When transferring lots of large files like photos, videos, or project archives, it’s faster to directly connect the external HDD using USB 3.0 or USB-C. The newer USB standards provide quicker transfer speeds compared to older USB 2.0. For maximum throughput, connect the external drive directly to a USB port on the computer rather than through a USB hub which may bottleneck speeds.
Safely Removing External Drive
It’s important to safely eject and disconnect your external hard drive when not in use to avoid potential data loss or corruption. Here are the proper steps for Windows:
To eject, click on the Safely Remove Hardware icon in the system tray. This is located in the bottom right corner of your screen. Select the external drive you wish to eject. A confirmation message will appear when it is safe to physically disconnect the drive (source: https://support.microsoft.com/en-us/windows/safely-remove-hardware-in-windows-1ee6677d-4e6c-4359-efca-fd44b9cec369).
Alternatively, you can right-click on the external drive icon on your desktop and select ‘Eject’. Wait for the confirmation message before disconnecting. On Macs, go to Finder > File > Eject (source: https://www.sweetwater.com/sweetcare/articles/how-to-safely-eject-an-external-hard-drive/).
Always disconnect your external HDD when not in active use to prevent data corruption or drive failures. Never unplug when files are being accessed or transferred.
Security Considerations
When using an external hard drive, it’s important to take steps to keep your data secure, especially if storing sensitive information. Some key security considerations include:
Encryption – Encrypting your external hard drive is crucial for security. Encryption scrambles your data so that it can only be accessed with a password or key. Some drives have built-in hardware encryption like the Apricorn Aegis Secure Key 3NXC (https://apricorn.com/portable-hdd/). You can also encrypt drives in Windows using BitLocker or a third party tool.
Passwords – Using a strong password is important when encrypting your drive. This prevents unauthorized access even if the drive is lost or stolen. Some drives allow you to set a password directly on the device hardware.
Physical Security – Since external drives are portable, it’s important to keep them physically secure when not in use. Store them in a safe, locked drawer or cabinet. Also avoid keeping your drive and password together in the same place.
Backups – Maintaining backups of your external drive provides an additional layer of protection against data loss from theft or hardware failure. Consider using cloud backups or a second external drive.
By taking appropriate security measures, you can feel confident storing sensitive data on an external hard drive connected via USB.
Troubleshooting Issues
There are a few common issues that can occur when connecting an external hard drive via USB:
Drive Not Recognized
If your computer is not detecting the external hard drive, try the following steps:
- Try connecting the drive to a different USB port on your computer. The port may be malfunctioning.
- Check that the USB cable is securely connected at both ends and is not damaged. Try using a different high-quality cable if possible.
- Restart your computer and try reconnecting the drive after booting back up.
- Check if the external drive shows up in Disk Management on Windows or Disk Utility on Mac. If it shows up there, you may just need to initialize and format it.
If the drive still isn’t recognized, the USB controller on your computer may be having issues. Try connecting the drive to a different computer if available.
Drive Not Mounting
If your external drive appears in your computer’s file manager but you get errors when trying to access it, the drive may be having mounting issues. Try the following:
- Unplug the drive, restart your computer, and reconnect the drive after booting back up.
- Run a disk check from within Disk Management or Disk Utility to check for and repair errors.
- On Windows, update or reinstall the drivers for the USB controller and external hard drive.
Damaged files on the drive can also prevent proper mounting. You may need to reformat the drive after backing up its data elsewhere.
Slow Transfer Speeds
If your external drive is connecting but performing slowly, there are a few things to check:
- Try using a different USB port, preferably USB 3.0 if available.
- Use a direct USB connection rather than through a USB hub.
- Consider updating USB and motherboard drivers.
- Check for poor cable connections or damage to the cable.
- Defragment the drive and cleanup unnecessary files.
- The drive may be failing if speeds continue to degrade over time.
External HDD vs Cloud Storage
There are advantages and disadvantages of using external hard drives versus cloud storage solutions. Some key considerations are cost, reliability, and access.
External hard drives often have a lower upfront cost compared to paid cloud storage subscriptions. For example, you can get a 1TB external drive for around $50 while 1TB of cloud storage starts around $60 per year. However, cloud storage offers more flexibility to scale up storage as needed without buying new hardware.
Regarding reliability, external drives are susceptible to failure or physical damage since they are physical devices. Cloud storage offers redundancy across servers and data centers, protecting files if hardware fails. However, you need an internet connection to access cloud storage.
In terms of access, external drives allow you to quickly access files offline, while cloud storage relies on an internet connection. However, cloud storage allows access from anywhere while external drives require the physical drive. Also, sharing and collaboration can be easier with cloud storage services.
Overall, external hard drives work well for local backups and file storage. But for automatic backups, expanding capacity, ubiquitous access, and collaboration, cloud storage solutions like Dropbox tend to provide more versatility.
