Step 5: Choose your software.
I use the free edition of SyncBack by 2BrightSparks (at http://2brightsparks.com/). I've been using it for years, on a variety of computers (both Windows XP and Vista) and it's never caused me a hint of trouble. It allows me to choose the exact files and directories I want backed up and can run scheduled backups without my involvement. I will illustrate the process of creating a backup task with SyncBack, but any decent backup software will work in a similar manner.

Step 6: Create and schedule your backups.
In Figure A, you see the basics of defining a backup. 'Source' refers to where the files are coming from, and 'destination' is where they will be backed up. There are a lot of options, of course, but for the most part you can stick with the standard choices. In my newly created backup, all subdirectories of my Documents directory will be copied to my external hard drive, and any deleted files will be kept in the backup.

FIGURE A


SyncBack makes it easy to create a simple backup structure. Roll over picture for a larger image.

Once your backup is created, run it and see what happens. Check the backup to see if it looks like what you expected. Did you miss any key files? Are there things in there that aren't necessary? I once manually zipped up all my music files and then began using SyncBack, which resulted in my accidentally having both this manual backup and all the actual files being included in the SyncBack backup. Deleting the now unnecessary zip file made the backup faster and much smaller.

If your schedule from Step 3 requires, create another backup as needed, then run it and check it. Repeat until you've got everything you need.

Then decide when you want them to run. I like to have my backups run around two in the morning since I'm never on the computer then, but choose a time that won't disturb you. If you don't leave your computer on overnight, you can have the backups run at lunch or during your typical coffee break time.

Step 7: Test the restore function.
So vital. All the carefully scheduled backups in the world are useless if you can't get into the stored files. SyncBack keeps the files exactly as they were in the source, unlike some backup programs which convert them to their own format, which is nice, but still, go in and check.

Can you open the files? Do they look right? If you've password-protected them, are you positive you won't forget that password if, in two years, you need to access the backup? And you didn't use a password like 'backup' or 'files', right?

Step 8: Schedule regular assessments.
If you've created your backup directories well, you shouldn't end up having files being missed. But it's good to check. I check my backup reports at least monthly to make sure that everything I'd expect to find backed up is indeed being included.

From time to time, I do change my backups to erase deleted files, but even though I do it I don't recommend it. I do it only when I'm certain I won't regret it, but it's always possible I'll make a mistake. Better, if you have the storage space, to label it "old backup" and begin again with a fresh copy of the current files. You might only need something from the old backups once, but if you have it, you'll be thrilled.