Moving files from your computer’s internal hard drive to an external hard drive is a great way to free up space and create backups of important data. An external hard drive provides expanded storage and makes files portable so you can access them from multiple devices. The process of saving files to an external hard drive is straightforward once you know the necessary steps.
Quick Answers
Here are quick answers to common questions about saving files to an external hard drive:
What is an external hard drive?
An external hard drive is a portable data storage device that can be attached to a computer via USB, Firewire, Thunderbolt, eSATA, or wirelessly. It provides additional storage space and serves as a backup destination for personal files.
Why should I use an external hard drive?
Reasons to use an external hard drive include:
- Free up space on your computer’s internal hard drive
- Back up important files as a precaution against data loss
- Store large media files like photos, videos, and games
- Transfer files easily between multiple computers
How do I move files to the external hard drive?
To move files to an external hard drive, connect the drive to your computer via the appropriate cable or wireless connection. Then drag and drop the files you want to move into the external hard drive’s folder on your computer.
How do I save new files directly to the external hard drive?
To save new files directly to the external hard drive, open the program you are using to create the files, select the external drive location when saving, and the files will be stored there automatically.
How do I backup my entire computer system?
To backup your entire computer system, use the backup utility provided by your operating system or third party software. This will copy all of your important files, applications, and system settings to the external drive.
Choosing an External Hard Drive
The first step in saving files to an external hard drive is actually purchasing and selecting the right drive for your needs. Here are some factors to consider when choosing an external hard drive:
- Storage capacity – How much data do you need to store? Choose a drive with ample room for all your files.
- Data transfer speed – Faster USB/Thunderbolt connections allow quicker data transfers.
- Portability – Smaller, lighter drives are easy to transport physically.
- Durability – Some drives are more shock and dust resistant for travel.
- Security – Password protection and encryption can secure sensitive data.
- Price – Larger capacity and faster drives usually come with a higher price tag.
- Compatibility – Make sure the drive works with your operating system.
External hard drives come in a wide variety of storage sizes, connections, security options, and designs to fit any budget and need.
Connecting the External Hard Drive
After selecting and purchasing an external hard drive, the next step is to physically connect it to your computer system. This allows your computer to detect, access, and transfer files to the drive.
Connection Types
There are several possible ways to connect an external hard drive, including:
- USB – Nearly all modern drives use a USB interface. USB 2.0 and 3.0 are the most common versions, with USB 3.0 supporting faster transfer speeds.
- Thunderbolt – Thunderbolt ports are found on newer Apple computers and can transmit both data and video signals. Thunderbolt provides very fast transfer speeds.
- FireWire – FireWire ports are common on older external hard drives. This standard provides fast data transfers but has been gradually replaced by USB and Thunderbolt.
- eSATA – An eSATA interface is faster than USB 2.0 and can be handy for quick backups, but the port is not found on most consumer laptops.
- Wireless – Some external drives use WiFi to connect wirelessly to your network and devices.
Connecting Steps
Follow these general steps to connect your external hard drive:
- Examine the ports on your computer to determine which kind of connection your drive uses.
- Plug the cable from the external drive into the matching port on the computer.
- Attach the other end of the cable to the external drive.
- Turn on the external drive if it has a separate power cord.
- Allow some time for the computer to automatically detect the connected drive.
Refer to the drive’s documentation for any specific connection instructions. Some hard drives with wireless capabilities may require initial setup via USB before going wireless.
Saving Files to the External Drive
Once you have your external hard drive physically connected, you can move files to it from your computer’s built-in hard drive. Depending on your needs, you may want to move select individual files, migrate folders, or create a system image backup.
Moving Individual Files
To move individual files to the external hard drive:
- Open your computer’s file manager program (Windows Explorer on Windows, Finder on Mac).
- Browse to the location of the file you want to move.
- Click and drag the file to the external hard drive folder shown in your file manager.
- The copy process will begin automatically. Wait for it to complete.
- Verify the file exists in the new location on the external drive.
Moving files this way does not delete the originals from your built-in system drive. To delete those, right-click each one and select Move to Trash/Recycle Bin.
Moving Folders
You can also move entire folders full of files or other folders to your external hard drive:
- Navigate to the folder you want to move in your file manager program.
- Click and drag the folder to your external hard drive’s window.
- Wait for the copy process to finish.
- Check that the folder exists in the new external drive location.
- Optionally, delete the original folder from your system drive.
Creating a System Image Backup
For a full backup of your entire hard drive’s contents including your operating system and installed programs, use your computer’s built-in system image utility:
- Open Start > Control Panel > Backup and Restore on Windows.
- Click Create a system image and select your external drive as the backup destination.
- Confirm your settings and wait for the imaging process to fully complete.
This will create a restorable system image you can use to recover your entire system state in case of drive failure or corruption. You can also use third party backup software for enhanced functionality.
Automating Backups
Manually moving files and folders to an external drive gives you a great way to expand storage and create backups. However, it can be tedious to continually remember to do this process.
Luckily, your operating system includes tools to automatically backup your data to an external drive on a schedule. This approach is highly recommended to protect your most important files.
Windows File History
The File History tool included in Windows allows you to schedule automatic, continuous backups to an external drive. To set it up:
- Connect your external hard drive to the computer.
- Open Start > Control Panel > File History > Advanced settings.
- Select your external drive under Save files to.
- Click Turn on to enable continuous backups.
File History will now automatically backup your files each hour while the drive remains connected. The initial backup may take hours for a large data set.
Mac Time Machine
Mac users can utilize the built-in Time Machine feature to backup to an external drive. To enable it:
- Connect your external hard drive to your Mac.
- Open System Preferences > Time Machine.
- Click Select Disk and choose your external drive.
- Toggle the switch On to start automatic hourly backups.
Time Machine makes it easy to restore lost files or recover your entire system from the external drive backup.
Third Party Backup Tools
There are also many excellent third party backup programs that offer functionality beyond what is included in your operating system. Popular options include:
| Software | Features |
|---|---|
| Acronis True Image | Full system backups, mobile backups, cloud integration |
| EaseUS Todo Backup | Schedule custom backups, email notifications |
| AOMEI Backupper | Backup partitioning, extensive file type support |
| Carbonite | Remote access to backups, file syncing |
These tools provide options like entire system cloning, versioning, scheduling, remote access, and file sharing capabilities.
Maintaining Your External Hard Drive
Once you are regularly backing up your internal hard drive to an external device, you need to keep the drive functioning properly for continued reliability.
Disconnect Safely
Never unplug or disconnect your external drive while files are still being transferred. This risks corrupting data. Always safely eject the external drive first:
- Windows – Click the Safely Remove Hardware icon in the system tray and select Eject.
- Mac – Click the eject icon next to the drive name on the desktop.
Create Shortcuts
To avoid disconnecting before a backup finishes, create a desktop shortcut to the external hard drive. Use this to quickly access files rather than the physical drive icon which requires safe ejection when disconnecting.
Scan for Errors
Periodically scan your external hard drive for errors to proactively catch potential issues:
- Windows – Open Start > Command Prompt, type “CHKDSK Y: /F” where Y is your drive letter.
- Mac – Go to Applications > Utilities > Disk Utility. Select your drive and click First Aid.
Watch for Signs of Failure
Be alert for warning signs of external hard drive failure like slow performance, file corruption, unusual noises, and read/write errors. If you notice any issues, consider replacing the drive to avoid potential data loss.
Replacing Your External Hard Drive
Over several years of use, an external hard drive can start to fail or its storage capacity may become insufficient for your needs. When this happens, it is time to replace your drive.
Buy a New Drive
Shop for a new drive that meets your expanded storage requirements. Look for improved transfer speeds, larger capacity, and durability. Be sure it is compatible with your system.
Copy Files From Old Drive
After connecting both the old and new drives to your computer, transfer all files from the old drive to its replacement. This includes any applications, system images, and documents you want to retain.
Reconfigure Backup Settings
Update your backup software settings and schedules to reflect the new drive. Run initial backups to ensure everything is captured.
Retire Old Drive
Once your data has been migrated to the new external hard drive and confirmed in backups, you can safely retire the older drive by disconnecting it and storing it away from the computer.
Conclusion
Saving files to an external hard drive expands your storage capabilities, allows transportation of data, and serves as a backup destination. Connect the drive via USB, Thunderbolt, FireWire, eSATA, or wirelessly. Manually move individual files, folders, or system images. For hands-free continuous backup, use the built-in tools in Windows and Mac or third party software.
Maintain your external hard drive properly through safe ejection, periodic error scanning, and monitoring for failure signs. When the drive becomes insufficient due to age or capacity limits, replace it with a newer model and transfer your stored data.
Following these steps makes using an external hard drive for backups fast, easy, and automated. Just connect it occasionally and let it work in the background to give you essential peace of mind through reliable data protection.
