Cloud backup keeps a copy of your files on a provider’s servers so a dead drive, a stolen laptop or a ransomware infection does not take your photos and documents with it. The key decision is between true backup services, which quietly copy everything and keep old versions, and sync services such as Google Drive, iCloud and Dropbox, which mirror a folder and will happily mirror a deletion too. For most people the right setup is one of each: a sync service for the files you use daily and a backup service or backup-capable cloud storage for everything else. This guide explains the difference, the features that separate good backup from bad, what the main services offer, and how to set up a backup that you can actually restore from.
Key takeaways
- Sync is not backup. If you delete or corrupt a file, sync copies that change everywhere. Backup keeps versions you can go back to.
- Look for version history of at least 30 days, unlimited file size, and a restore method that does not require re-downloading everything one file at a time.
- Follow the 3-2-1 rule: three copies, on two kinds of media, one off-site. Cloud is the off-site copy, not the only copy.
- Upload speed decides your first backup time. A 500 GB library on a 20 Mbps upload takes about two and a half days of continuous uploading.
- Prices at the time of writing range from a few dollars a month for a couple of terabytes of storage to a similar amount for unlimited backup of one computer.
Backup versus sync: the distinction that matters
| Backup service | Sync service | |
|---|---|---|
| Examples | Backblaze, IDrive, Carbonite, Arq with any storage | Google Drive, iCloud Drive, OneDrive, Dropbox |
| What it copies | Everything you select, including system folders | One designated folder |
| Deleted files | Kept for the retention period | Deleted everywhere, recoverable only within a short trash window |
| Old versions | Kept for 30 days to forever, depending on plan | Usually 30 days, sometimes less on free tiers |
| Ransomware | Older clean versions survive | Encrypted files sync and overwrite the cloud copy |
| Access from other devices | Restore only | Full editing everywhere |
Sync services can be part of a backup strategy if you turn on their version history and understand the limits. They should not be the only copy of anything you cannot replace.
Features to check before paying
Version history and retention
This is what saves you from ransomware and from your own mistakes. Some services keep 30 days by default and charge for a year or unlimited; others keep versions indefinitely. Longer is better, and a year is a sensible target for family photos.
File size and type limits
Some plans skip files over a certain size or exclude video and virtual machine images by default. Photographers and video editors need to check this.
Restore options
A backup you cannot restore is a subscription, not a safety net. Look for: a restore that rebuilds folder structure, the option to download a large ZIP, and, for big restores, a physical drive shipped to you. Test a restore of a few folders in the first week.
Encryption and private keys
All reputable services encrypt in transit and at rest. The extra option is a private encryption key that only you hold. It means the provider cannot read your files, but it also means a forgotten key is unrecoverable. The US National Institute of Standards and Technology’s glossary is a plain reference for what zero-knowledge means in this context.
External drives and network storage
Not every service backs up USB drives or a NAS. If your photo library lives on an external drive, confirm it is included and what happens if the drive is unplugged for a while; some services delete the cloud copy after 30 days without seeing the drive.
Bandwidth control
The first upload will saturate your connection for days. A throttle setting and scheduling keep video calls usable in the meantime.
The main services and what they are for
Details below reflect each provider’s published plans; check the current page, as limits and prices change.
Backblaze Computer Backup
Unlimited backup of one computer and its attached drives for a flat fee, with 30 days of version history included and longer retention as a paid add-on. Restore by download or by a shipped drive. Simple and hard to misconfigure. It does not back up NAS devices or network shares. Plan details are on Backblaze’s pricing page.
IDrive
A storage pool shared across unlimited computers, phones and NAS devices. Keeps many versions and offers a physical drive for the first upload as well as for restores. More settings to learn than Backblaze, and the pool size, not the device count, is the limit.
Carbonite
Long-running consumer service with automatic file selection. Some plans exclude large video files by default, so check the settings if you shoot video.
iCloud, Google One, OneDrive and Dropbox
These are sync services with backup features bolted on. iCloud backs up iPhones and iPads fully and syncs a Mac’s desktop and documents. Google One backs up Android phones and stores Photos. OneDrive can sync desktop, documents and pictures on Windows and keeps 30 days of versions and a recycle bin. Dropbox keeps 30 days of history on personal plans and longer on paid tiers. They are excellent for phones and daily files, and weak as the sole backup of a computer.
Roll-your-own: Arq, Duplicati or restic with cloud storage
Backup software that writes encrypted, versioned archives to any storage you choose, such as Backblaze B2, Wasabi or a big provider’s object storage. Cheapest per terabyte and most flexible, including NAS support. Requires setup and occasional maintenance. This pairs well with a home NAS; our NAS guide for home offices covers the local half of that setup.
Choosing quickly
| Situation | Sensible pick |
|---|---|
| One laptop, want to stop thinking about it | Backblaze or Carbonite |
| Several computers plus a NAS | IDrive or backup software with object storage |
| Phone photos are the main concern | iCloud or Google One, with version history checked |
| Technical, cost-sensitive, large library | Arq, Duplicati or restic to B2 or Wasabi |
Setting up a backup you can restore from
- Decide what is irreplaceable. Photos, documents, tax records, project files. Applications and the operating system can be reinstalled and do not need cloud space.
- Keep a local copy too. An external drive with your operating system’s built-in tool (Time Machine on Mac, File History on Windows) gives fast restores. The cloud copy is for the day the drive and the laptop are both gone.
- Install the backup client and select folders. Include external drives if the service supports them. Exclude downloads, caches and virtual machine images unless you need them.
- Set the bandwidth limit to about half your upload speed during the day and unlimited overnight.
- Turn on the longest version history you can afford.
- Let the first upload finish. Check the client daily until it reports complete. Laptops that sleep at night may take weeks.
- Test a restore. Delete a test folder locally, restore it from the cloud, and open a file. Put a reminder to repeat this every six months.
- Protect the account. Use a unique password and the steps in our two-factor authentication guide. A backup account with a weak password is a way in for attackers, not a safety net.
Common mistakes
- Relying on a sync folder. It mirrors mistakes and ransomware just as faithfully as it mirrors edits.
- Never testing a restore. Corrupt archives and excluded folders only show up when you need them.
- Losing the private encryption key. Store it in your password manager, which our password manager comparison can help you choose.
- Unplugging an external drive for months. Some services purge its backup after 30 days unseen.
- Backing up the photo library twice through both a sync service and a backup service, doubling storage costs. Pick one home for each folder.
Who this is not for
If your files fit in a few gigabytes and live in a sync folder with version history on, you may not need a separate backup service at all; just confirm the version window and add an occasional copy to an external drive. If your upload speed is very slow, a cloud backup of several terabytes may never finish; a rotating pair of external drives kept at a relative’s house is the realistic off-site option. And if you handle regulated data for a business, the consumer plans discussed here are the wrong category; look at business tiers with retention controls and audit logs.
Frequently asked questions
Is Google Photos a backup?
It is a sync service with a trash window. Deleting a photo in the app removes it from every device and, after the trash period, from Google. Treat it as one copy, not the only one.
How much cloud storage do I need?
Add up your photos, documents and project folders, then allow for two years of growth. Most households land between 200 GB and 2 TB.
Does cloud backup protect against ransomware?
Yes, if the service keeps old versions and the retention period is longer than the time between infection and discovery. Thirty days is a minimum; a year is safer.
Can I back up my phone to these services?
iCloud and Google One handle phones natively. IDrive has phone apps. Backblaze and Carbonite are computer-only, though phone photos that sync to your computer get picked up from there.
What happens if the provider shuts down?
You would get notice to download your data. This is another reason to keep a local copy as well; the cloud is one leg of the 3-2-1 rule, not the whole plan.