Quick answer- Follow 3-2-1: three copies, two kinds of storage, one copy off-site, as CISA's backup guidance describes.
- WIRED's top pick for cheap bulk backups is a desktop hard drive, the WD Elements, while portable and SSD options suit travel and speed.
- Buy a drive at least twice the size of your computer's storage, set backups to run automatically, and test a restore before you need it.
Hard drives can fail without warning, and one copy of your photos and documents on one drive is not a backup plan. This guide explains the 3-2-1 backup rule in plain terms, how large an external drive should be, which desktop and portable drives reviewers recommended in 2026, how to automate backups on a Mac or Windows PC, and why an off-site copy and a test restore matter. Prices are unusually volatile right now, so treat the figures here as a starting point.
1. The 3-2-1 backup rule in plain terms
CISA's backup guidance, written for businesses but easy to apply at home, calls 3-2-1 a trusted guideline. Keep 3 copies of important files, on 2 different types of storage media (for example a hard drive and the cloud), with 1 copy stored off-site, away from your location. CISA also advises choosing a backup solution that runs automatically and regularly, and says regular backups protect against ransomware and malware attacks.
For a typical household, one way to map that rule is:
- Copy 1: the files on your computer.
- Copy 2: an external hard drive that backs up automatically.
- Copy 3: a cloud backup service, or a second drive kept somewhere else.
PCWorld notes that the off-site copy can also be handled with multiple external drives stored in different locations. CISA further recommends encrypting backups, keeping offline copies, and testing that you can restore, including rolling back at least seven days.
WIRED's March 2026 backup guide offers a lighter minimum for most people: at least two backups, one local and one remote, both set to run automatically.
My take (20 years in IT): A backup is only real if you have more than one copy and have restored from it at least once. Treat the 3-2-1 rule as the plan and the drive as one part of it.
2. Desktop hard drives and how big to buy
WIRED's September 2026 guide names the Western Digital Elements Desktop as its best pick for people with a lot of data who do not want to spend a fortune. The reviewer says he has used a version of it for more than a decade, that it needs external power, and that it uses USB-C 3.2 and worked with Windows, macOS and Linux.
Capacities in the guide range from 1 TB to 26 TB. Speed is modest, 120 MB/s sequential write in his Windows test, so WIRED suggests running backups overnight.
WIRED also names a Seagate desktop drive as a reliable alternative, and suggests using drives from different brands when you keep more than one backup, since that reduces the chance that both fail together. Its backup guide adds that Backblaze's published data shows longevity varies more by model than by manufacturer.
How much capacity?
Apple recommends a Time Machine disk with at least twice the storage capacity of your Mac. WIRED suggests a backup drive two or even three times the size of the drive in your computer. PCWorld also gives rough tiers, shown in the graphic.
3. Portable and rugged drives: hard drive or SSD?
If you back up a laptop on the go, WIRED's reviewer likes the Western Digital My Passport Ultra, a portable hard drive that uses USB-C, is available in sizes up to 6 TB and includes 256-bit AES encryption. For a tougher option, WIRED lists the G-Drive ArmorATD, which ships in a format ready for Apple's Time Machine, is rated for drops of up to 3.3 feet and has an IP54 rating, meaning it resists splashes but cannot be submerged.
| Drive | Type | Size range | WIRED reviewer note |
|---|
| WD Elements Desktop | Desktop HDD | 1 TB to 26 TB | 120 MB/s sequential write on Windows |
| WD My Passport Ultra | Portable HDD | Up to 6 TB | Averaged 121 MB/s read, 115 MB/s write |
| G-Drive ArmorATD | Semi-rugged HDD | 1 TB to 6 TB | 133 MB/s read |
On SSDs, WIRED says to choose one when you can afford it because they are fast and durable, while hard drives are cheaper for backing up everything. PCWorld's October 2026 roundup names the SanDisk Desk Drive 10Gbps as its best external SSD for backups, in 4 TB and 8 TB sizes, though it costs more per gigabyte than a backup hard drive.
4. Setting up automatic backups on Mac and Windows
A backup you have to remember to make is a backup you will skip, so automate it.
Mac: Time Machine
Apple says Time Machine can back up to a USB or Thunderbolt drive. In macOS Ventura 13 or later, open System Settings, choose General, then Time Machine, click Add Backup Disk and pick your drive.
Apple suggests using the disk only for Time Machine backups, and offers an Encrypt Backup option that requires a password you must keep for restores. Time Machine backs up only files that changed, so later backups are faster.
Windows
WIRED says Windows 11's Windows Backup copies most of your data to your Microsoft account but is not intended to fully restore your system if a drive fails. File History can make incremental backups of folders you choose, but WIRED calls it a hassle to set up and more confusing in Windows 11. For Time Machine-style simplicity on Windows, WIRED suggests third-party backup software.
Eject a backup drive before unplugging it, and check the status menu or app now and then to confirm backups are completing.
5. Off-site copies, restore tests and price cautions
WIRED is blunt that file sync is not a backup. Services such as Dropbox and Google Drive sync changes, so a corrupted file can spread to every copy.
For a true off-site backup, its March 2026 guide recommends a dedicated cloud backup service and listed Backblaze at $100 a year for unlimited storage on one machine, with file versions kept for 30 days. Prices change, so confirm them on the provider's site.
WIRED also stresses that you cannot trust a backup system until you have restored from it, and that drives can fail with no warning even when SMART health checks look fine. CISA likewise advises testing backups so you can restore both fully and partially.
Finally, watch prices. In September 2026, WIRED warned that drives in its guide had quadrupled in price over six months and that memory prices could change after publication. Check current prices on retailer pages, and consider whether a bigger hard drive or a second smaller one fits your budget better.
My take (20 years in IT): Automate the backup and test a restore after you set it up. Drive prices are unusual right now, so do not rush into a purchase because of a deal.
Frequently Asked Questions
How big should my backup drive be?
Apple suggests a Time Machine disk with at least twice your Mac's storage. WIRED suggests two or even three times the size of your computer's drive.
Is Dropbox or Google Drive a backup?
WIRED says no. Sync services copy changes, including corruption, so they are not a true backup. A dedicated backup service or a separate drive is a better fit.
Should I buy a hard drive or an SSD for backups?
WIRED says hard drives are cheaper for bulk backups and speed matters little for overnight jobs, while SSDs are faster and more durable. WIRED's reviewer keeps one of each.
Do I need cloud storage if I own two drives?
CISA's rule asks for one off-site copy. PCWorld notes that drives stored in different locations can also meet that goal if you prefer to avoid the cloud.
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Last updated: October 22, 2026.
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