How to Set Up Automated Backups to an External USB Drive on a Schedule to Protect Against Ransomware

Summary

This guide helps you troubleshoot and resolve: How to Set Up Automated Backups to an External USB Drive on a Schedule to Protect Against Ransomware. Follow the steps below to fix the issue.

Common Causes

Ransomware can encrypt not only your primary computer files but also any connected backup drive. To help protect your business data, this guide shows you how to set up scheduled backups to an external USB drive on Windows and macOS. For ransomware protection, connect the drive only during your chosen backup window and disconnect it immediately after the backup completes.

Before You Begin

• An external USB drive with enough free space for your data.
• Administrator access to your computer.
• A consistent backup schedule (daily or weekly is recommended for most small businesses).

Windows: Scheduled Backups with File History

Windows File History can automatically back up your personal folders to an external drive on a schedule.

Step 1: Connect your external USB drive

1. Plug your external USB drive into an available USB port.
2. Wait for Windows to recognise the drive and assign it a drive letter.

Step 2: Open Backup settings

1. Select the Start button, then select Settings.
2. Select Update & Security, then select Backup from the left-hand menu.
3. Under Back up using File History, select Add a drive.
4. Choose your external USB drive from the list.

Step 3: Configure backup schedule and folders

1. Select More options under Back up using File History.
2. Under Back up my files, choose your preferred frequency (for example, Every hour or Daily).
3. Under Keep my backups, choose how long to retain versions (for example, Forever or Until space is needed).
4. Review the folders listed under Back up these folders. Add or remove folders as needed using Add a folder.
5. Select Back up now to run the first backup immediately.

Step 4: Disconnect the drive after backup completes

1. Wait for the backup to finish.
2. Select the Safely Remove Hardware icon in the system tray.
3. Choose your external drive and wait for the confirmation message before unplugging it.

macOS: Scheduled Backups with Time Machine

Time Machine on macOS can back up your Mac to an external drive automatically.

Step 1: Connect your external USB drive

1. Plug your external USB drive into your Mac.
2. If prompted to use the drive for Time Machine, you can proceed, or configure it manually using the steps below.

Step 2: Open Time Machine settings

1. Select the Apple menu (), then select System Settings (macOS Ventura and later) or System Preferences (earlier versions).
2. Select General in the sidebar, then select Time Machine.

Step 3: Select backup disk

1. Select Add Backup Disk or Select Disk.
2. Choose your external USB drive from the list.
3. Select Set Up Disk.
4. If asked to erase the drive, confirm only if the drive does not contain data you need to keep.

Step 4: Enable automatic backups

1. Ensure Back Up Automatically is switched on.
2. Time Machine will now back up hourly by default when the drive is connected.

Step 5: Disconnect the drive after backup completes

1. Open Finder.
2. Select the eject icon next to your external drive in the sidebar, or drag the drive icon to the Trash.
3. Unplug the drive once it has disappeared from the desktop.

Troubleshooting

Backup drive not recognised

• Try a different USB port on your computer.
• Restart your computer with the drive connected.
• Check that the drive is formatted correctly (NTFS or exFAT for Windows; APFS or Mac OS Extended (Journaled) for macOS).

Backup fails or runs out of space

• Delete older backups or unnecessary files from the external drive.
• Reduce the number of folders included in the backup.
• Use a larger capacity external drive.

Scheduled backup did not run

• Ensure the computer was powered on and not in sleep mode at the scheduled time.
• Confirm the external drive was connected during the backup window.
• Check backup logs in File History (Windows) or Time Machine (macOS) for error details.

Still Having Issues?