Transferring files from your computer to an external hard drive is a great way to create backups and free up space on your main hard drive. With so many options for file transfer, how do you know which method is the fastest and most reliable? Here are some quick answers to common questions about the best way to move files to an external drive:
What are the main options for transferring files to an external hard drive?
The main ways to transfer files are: drag and drop file copying, copy and paste, cloud-based transfer, file synchronization software, and command line copy utilities.
Which option is the fastest for large transfers?
USB 3.0 drag and drop file copying provides the fastest transfer speeds for large file operations like photos, videos, and other media files. USB 3.0 allows transfer rates up to 5 Gigabits per second.
How can I ensure a reliable, error-free transfer?
Using the native drag and drop or copy/paste file transfer built into your operating system provides the most reliable transfers. This interfaces directly with the external drive and handles file verification automatically.
Comparing Main File Transfer Options
There are a few main options to consider when transferring files from computer to external hard drive:
Drag and Drop File Copying
This is the standard copy function built into operating systems like Windows, Mac OS, and Linux. To use it:
- Connect the external hard drive to your computer via USB port.
- Open one window showing files on your computer.
- Open a second window showing external hard drive storage.
- Select the files you want to transfer from the computer.
- Drag and drop them into the external hard drive window.
Pros:
- Simple point and click interface
- Fast transfer speeds, especially with USB 3.0
- File verification done automatically
- Works for any files and file types
Cons:
- Need to manually select all files to transfer
- No settings to control transfer speed or size
Copy and Paste
This uses the copy/paste function in your operating system:
- Select the files you want to transfer on the computer
- Use Ctrl + C to copy them
- Open the external hard drive window
- Ctrl + V to paste the files there
Pros:
- Easy clipboard operation familiar to all users
- Verification done automatically like drag and drop
Cons:
- Can be slow for large transfers with huge files
- Easy to accidentally overwrite/replace files
Cloud-Based Transfers
You can transfer files through cloud storage providers:
- Upload files from computer to cloud service
- Download files from cloud to external drive
Pros:
- Access files from anywhere with internet connection
- Sync across devices like phone, tablets, computer
Cons:
- Slow transfer speeds limited by internet bandwidth
- Files must be downloaded again to access externally
- Privacy concerns with 3rd party cloud services
File Synchronization Software
Specialized sync software like FreeFileSync can transfer files:
- Create paired sync folders on computer and external drive
- Software automatically matches and transfers files
- Can enable one-way sync for backup
Pros:
- Automates transfer process once configured
- File verification and error checking
- Can schedule regular automatic syncs
Cons:
- Initial setup can be complex
- May not support all file types
- Automated syncing can have unintended consequences
Command Line Copy Utilities
Advanced users can use command line tools like Robocopy or rsync:
- Run in Command Prompt or terminal windows
- Fine-grained control over transfer with options
- Powerful mirroring and verification capabilities
Pros:
- Fastest speeds with tuned settings
- Most flexibility for advanced users
- Can create incremental syncs and backups
Cons:
- Requires command line knowledge
- No visual feedback during transfers
- Easy to make catastrophic mistakes on commands
Recommended Best Practices
With the main options compared, what are the recommended best practices for file transfers?
- Use the native drag and drop or copy/paste file operations built into your OS for one-time manual transfers. This provides the simplest option with good speeds and built-in verification.
- For regular large data transfers, utilize a dedicated sync program like FreeFileSync. The automation will save time once configured correctly.
- Command line tools like Robocopy offer advanced flexibility for power users but require care to avoid data loss.
- Cloud-based transfers should only be used for backup, not primary file storage due to speed limitations.
- Always verify transferred files on the external drive match the originals on your computer.
- Eject and disconnect the external drive safely after transfers to avoid corruption.
- Encrypt external hard drive if transferring sensitive files for security.
Comparing USB 2.0 vs. USB 3.0 Speed
The version of the USB technology used by your computer and external drive has a major impact on transfer performance. Let’s compare USB 2.0 vs 3.0 speeds.
USB 2.0 Speeds
- Maximum theoretical speed is 480 Megabits per second (60 Megabytes per second)
- Real-world sustained transfer ~25-30 Megabytes per second
USB 3.0 Speeds
- Maximum theoretical speed is 5 Gigabits per second (625 Megabytes per second)
- Real-world sustained transfer ~100-250 Megabytes per second
So USB 3.0 offers nearly 10X faster performance versus USB 2.0. Always use USB 3.0 drives and ports when available. The chart below compares transfer times for a 1GB file:
| Interface | 1GB File Transfer Time |
|---|---|
| USB 2.0 | 40 seconds |
| USB 3.0 | 4 seconds |
As you can see, USB 3.0 is dramatically faster than USB 2.0.
Choosing Between Hard Drives vs. Flash Drives
Hard disk drives (HDDs) or solid-state flash drives can both be used for external storage. Which is better for file transfer?
External Hard Disk Drives
HDDs use spinning platters accessed by a magnetic head:
- Less expensive per gigabyte than flash
- Available in larger multi-terabyte capacities
- Slower access speeds than flash, especially for small files
- Moving parts more prone to failure from damage
Ideal for:
- Backing up large media files and disk images
- External storage needing high capacity
External Solid-State Flash Drives
Flash drives use integrated circuit chips to store data:
- Faster access speeds, up to 550MB/s for premium models
- No moving parts make them more durable and shock-resistant
- Higher cost per gigabyte than HDDs
- Smaller maximum capacities, typically up to 2TB
Ideal for:
- Transferring small files like documents and photos
- External storage needing top transfer speeds
In summary, HDDs are better for high capacity storage at lower cost. Flash drives excel at fast small file transfers and rugged portability.
Protecting Your Data During Transfer
When moving important files to an external drive, it’s crucial to avoid data corruption or loss. Follow these best practices:
- Always eject external drive safely before unplugging to avoid corruption
- Verify copied files match source files byte-for-byte after transfer
- Use surge protectors and UPS battery backups during transfers
- Avoid moving drive during read/write operations
- Handle drive carefully to prevent physical damage
- Use file sync tools with data checks and versioning
- Encrypt sensitive data transfers and external drive
- Maintain at least 2 copies of important data (3-2-1 rule)
Following these precautions will help ensure your irreplaceable data remains intact through the file transfer process.
Troubleshooting File Transfers
Despite best efforts, sometimes file transfers can fail due to technical issues. Try these troubleshooting steps:
- Try a different USB port, cable, or computer if transfer seems slow
- Scan source and destination with antivirus and anti-malware tools
- Use Task Manager to check for other high CPU or disk usage
- Restart computer and external drive to clear any stalled processes
- Format external drive with native utility to fix filesystem errors
- Disable USB power saving in power options to prevent disconnects
- Update USB, chipset, and storage drivers to latest versions
Also refer to your external hard drive’s manual for device-specific troubleshooting tips.
If drive diagnostics find bad sectors, consider replacing the external hard drive.
Conclusion
Transferring files to an external hard drive for backup, sharing, or expanded storage can be simple and fast with the right approach. Use the native copy tools built into your operating system for one-time manual transfers, or dedicated sync software for frequent large copy jobs.
Follow best practices like verifying copies, ejecting properly, and handling drives carefully to avoid data loss. USB 3.0 offers much faster transfer speeds over USB 2.0 when available. And if you run into issues, try troubleshooting steps like changing cables, ports, and running diagnostics before replacing any faulty hardware.
With some basic precautions, external hard drives are extremely convenient for transferring all types of files while expanding your computer’s limited internal storage. Just be sure to pick the transfer method that best meets your needs for speed, convenience, and reliability.