The Microsoft Office suite offers programs that are used by millions of users daily, who enjoy a wide range of software that helps them to perform office automation tasks such as design, writing, databases, etc. Many users work with a myriad of documents, which need to be backed up, as the fact that, if accidentally lost or deleted, can result in a headache. Here you will see several alternatives on how to make a backup so that all your Office files are safe and without risk of being deleted, even if you format your hard drive.
Part 1: Backup Microsoft Office Before Reformatting Hard Drive
Q: My hard drive is not working correctly, and I need to back up a lot of Microsoft Office files. Which are the ways to make a backup?
Most users are not used to making a backup of their files because it is not a common practice for them and they place their trust in the disk where the information is stored, which is understandable because this type of device has a useful life of quite a few years. On the other hand, they forget that hard drives can fail at any time due to various factors, so it is highly recommended and almost protocol-based, to back up all your files, including Microsoft Office files.
Part 2: Why You Need to Backup Microsoft Office?
- Security: Having a backup of your Microsoft Office documents automatically allows you to not worry about what could happen to your original files, having a copy of them gives you a margin of error in case you delete them by mistake, or they get corrupted.
- Portability: In case you back up your Microsoft Office files in flash memory or even on a disk, it allows you to transport them to any other computer or keep them on your hard drive if you update your computer.
- Practicality: If you perform an online backup (commonly on "clouds" services), you will keep your documents updated and backed up without the need for an extra device, which prevents you from taking care of that gadget and without worrying that it may fail. The only detail is that this type of service has a storage limit, if you need more, a fixed monthly rent is usually charged.
Part 3: How to Backup Microsoft Office Before Reformatting Hard Drive?
If you need to format your hard drive, your Microsoft Office documents may be the main concern since they will be deleted after completing the process, therefore, you need to make a backup. Next, I will mention you about the different backups you can do so that your Word, Excel, Access, PowerPoint documents and the rest of Microsoft Office applications are safe:
- Back up to a storage device: You can back up to a flash drive, a solid-state drive, or any other storage device other than your hard drive. This turns out to be quite practical and all you have to do is to copy and paste all your files to the corresponding drive.
- Create a partition on your hard drive: If you format your hard drive, all your information will be lost; however, if you make a partition, in it you can send your documents so that they are stored in it. In this way, when formatting your device, only the information of the original partition (where the operating system is installed) will be lost, but data of the other partitions will be intact. It is worth mentioning that, if the hard disk is damaged, in this case, all the information, regardless of where it is, can be lost or affected.
- Use an online storage software or platform ("cloud"): There are quite a few online platforms and software that allow you to keep your files backed up. Microsoft Office has "One Drive", which gives you up to 5 GB of free storage. If you need more space, you will have to cover a monthly or annual fee so that your files are kept on the platform.
- Time Machine (only for Mac users): It is a device that makes automatic backup to external disks. The backup is made every hour, daily, or weekly, depending on the user's comfort and needs.
- NAS (Network-attached Storage): It is a server that makes backups of files on shared networks, which is extremely practical and reliable in places where you work with several computers and you need a database of what you work on. This device is common in companies and offices, although progressively it has become more popular in homes where the home office works.
- Specialized software: AOMEI is a tool that will help you to make backups efficiently and easily. Its user interface is extremely dynamic and intuitive, so you can back up any type of information with just a few clicks. Next, I will show you how to back up a folder using this software.
Step 1: Go to "File Backup"
Once the tool is open, go to the "Backup" section (Located in the left panel of the window). Now click on the option "File Backup."
Step 2: Assign a name to your task
Before going further. It's advisable to name each backup task to help you to distinguish each backup process from other ones. You can do this by clicking on the "Task name" edit icon.
Step 3: Select the folder to backup
At this point, you can select an entire folder or just a file to back up by choosing one of the options that are displayed in the middle of the window.
Step 4: Customize the filter settings
If you have a Pro license, you will be able to set filter preferences to make your experience much more efficient.
Step 5: Set a target location
Once you've edited the filter preferences, you must select a target location to store the backup of your files. To do this, you have to click on the "folder" icon in the highlighted section.
Step 6: Start the backup process
If all the preferences have been set up, you will have to click on the "Start Backup" button. As you have seen, the AOMEI Backupper tool it's pretty simple to use and allows you to make any kind of backup process with great ease.
Part 4: Tips of 3-2-1 Data Backup Strategy
Although they are reliable, no storage method turns out to be 100% safe, since technical or computer failures can arise, leaving your files at risk. Next, I will mention a strategy that will help you a lot to keep all your information safe, this is called "Tips 3-2-1 Data Backup Strategy" and I will tell you what it is about.
- Create three copies of your data so no single event can wipe out everything: Making three backups of your Microsoft Office documents sounds exaggerated, but suppose you lose your flash drive where you saved your information and your hard drive no longer works. You have to be forewarned so that three backups are indicated therefore, in the case of an unfortunate event, your information will be not affected.
- Save them to two different formats, like an internal drive and external media (disk, USB, cloud, etc.): It is important to use different and independent backup option, a practical example would be to save your files in flash memory, in an external hard disk and a "cloud". In this way, if something unexpected occurs, it is practically impossible for all your backups to be removed.
- Keep one copy off-site to protect against physical disasters like theft, fire, or flooding: It is important to note that accidents and disasters can occur. You don't need to imagine the worst-case scenario, many times, people lose their information when they spill a glass of water on their computers or use their computer while there is a storm. Voltage variations or sudden power cuts can irreversibly damage your Hard drive or other components of your computer. It is for these types of situations that it is advisable to have a plan B. Backing up your files sporadically on flash drives or in a cloud is an excellent way to prevent loss of information and is always advisable.
Formatting a drive is an excellent way to keep your computer in good health, but you must remember that this process will delete all the information that is stored in it and for this reason, you must back up your information before carrying out this process. Backing up your information is quite simple and you can do it in various ways, however, by using specialized software such as AOMEI Backupper you will be able to schedule automatic backup processes for the folders you want, minimizing the risk of information loss and data corruption, while keeping your information well organized.
Data Backup Services
- Computer Backup
- Hard Drive Backup
- Mac Backup
- Cloud Backup