Digital Storage and Backup Class 3.5.2026

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Digital Storage and Backup Class 3.5.2026



Storage vs. Backup: Understanding the Difference

  • Storage: Moving files from one place to another, typically one copy only
    • Example: Moving photos to external hard drive to free up computer space
    • Risk: If something happens to that single copy, files are lost
  • Backup: Having multiple copies of files in case of emergency
    • Essential for important files
    • Real example: Resident's desktop files disappeared but were recovered from backup
  • Modern devices have larger storage capacity, making backup more important than just storage

Local Backup: Time Machine (Mac) and Windows Backup

  • Time Machine (Mac) and Windows Backup (PC) are built-in backup solutions
  • Both require an external hard drive
  • Versioning feature: Keeps multiple versions of files over time
    • Can recover files deleted months or even a year ago
    • Can restore previous versions of documents that were accidentally modified
  • Backs up entire computer including system files, applications, settings, and preferences

Setting Up External Hard Drive Backup

  • Choosing the right size:
    • Check your computer's storage capacity (Finder → Go → Computer → select drive → File → Get Info)
    • Purchase external drive at least double your computer's capacity (e.g., 1TB computer needs 2TB external drive)
    • Drives available at Best Buy, Amazon, etc. for around $95 for 2TB
  • Setup process:
    • Plug drive into computer via USB-A or USB-C
    • Computer will typically ask if you want to use it for Time Machine/backup
    • Or manually open Time Machine in System Settings and click plus (+) to add drive
    • Once set up, it backs up automatically
  • For laptop users:
    • Can disconnect drive when traveling
    • Create routine to reconnect regularly (weekly or monthly depending on file creation frequency)
    • Leave plugged in for at least an hour to complete backup
  • For desktop users: Leave external drive connected at all times

Cloud Storage Services

  • What is cloud storage: Remote storage accessed through the internet on large server farms
  • Common services: iCloud, OneDrive, Google Drive, Dropbox, Box, pCloud, iDrive
  • Key advantage: Files accessible across all your devices
    • Photos taken on phone appear automatically on computer
    • Can access files from iPad, laptop, desktop, etc.

What Cloud Services Back Up

  • iCloud specifically backs up:
    • Photos (only from Photos app)
    • Documents folder contents
    • Desktop folder contents
    • Important limitation: Only backs up these specific locations
    • Files in Downloads or other folders will NOT be backed up
    • Aliases on desktop save, but not the folders they point to
  • Additional items synced:
    • Contacts
    • Calendar
    • Notes (if using Notes app)
    • Reminders
    • Messages/texts (can send texts from Mac computer)
    • Device backup (phone backup when plugged in with Wi-Fi)

Managing Cloud Storage Space

  • Free tiers available but limited
  • Paid tiers: $0.99/month, $2.99/month, $19.99/month for more storage
  • To reduce cloud storage usage:
    • Move files you don't need backed up out of Documents and Desktop folders
    • Use File → Get Info to check folder sizes before moving
    • Create folders outside Documents/Desktop for items you want local-only

Cloud Storage Limitations

  • Limited versioning compared to Time Machine
    • Only versions certain file types (Apple products like Pages, Numbers)
    • Microsoft products need OneDrive for versioning
    • Typically stores deleted items for only 30 days
  • Extra costs: Versioning on services like Dropbox requires additional monthly fee
  • One-time cost vs. monthly fees: Time Machine is one-time purchase ($95), cloud services require ongoing subscription

Checking If Devices Are Syncing

  • On Mac:
    • Go to System Settings → Apple ID → iCloud
    • Click "See All" to view all apps that can sync
    • Toggle on/off for each app (Contacts, Calendar, etc.)
    • Both devices need syncing turned on for the same apps
    • Changes on one device (including deletions) will reflect on all devices
  • Find My Mac: Turn on to locate lost devices or make them beep
  • If unsure what an app does, leaving it on is generally fine

Choosing the Right Cloud Service

  • Depends on your ecosystem:
    • Apple devices only → iCloud works well
    • Working with teams → Use what they use (Dropbox, Google Drive)
    • Google/Android devices → Google Drive
    • Windows → OneDrive (but doesn't back up contacts/calendar)

Action Items & Next Steps

  • [ ] Visit sfct.net to review class notes and schedule
  • [ ] Check your computer's storage capacity if considering external backup drive
  • [ ] If you have important files, consider purchasing external drive for Time Machine/Windows Backup
  • [ ] Create a backup routine if using laptop with external drive
  • [ ] Check sync settings on all your devices (Settings → Apple ID → iCloud)
  • [ ] Move files you don't want in cloud storage out of Documents and Desktop folders
  • [ ] Contact instructor if you need help selecting an external drive

Preview of Next Week

  • Next class will cover consolidating multiple accounts (Google, Yahoo, etc.)
  • Focus on avoiding duplicate calendars and contact lists
  • Will cover slightly technical but manageable content

Additional Tools Mentioned

  • WhatsApp: Free messaging app owned by Facebook, useful for international communication to avoid text/call charges
  • Gemini AI: Tool instructor uses to create class summary graphics

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