Where files live, and backups that actually work
Find a file that seems lost, understand the difference between syncing and a backup, and set up a backup you have tested.
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Where did it go?
- Look in Downloads: files from email and the web usually land there.
- Search for part of the name in File Explorer (Windows) or Finder (Mac).
- Check the Recycle Bin (Windows) or Trash (Mac). Deleted files usually wait there until it is emptied.
- If you use a cloud folder such as OneDrive, iCloud Drive or Google Drive, check its website: many keep deleted files and older versions for a while.
Syncing is not a backup
A synced folder keeps the same files on several devices. If a file is deleted or damaged on one, the change copies to the others. A backup is a separate copy from an earlier point in time that a mistake on your computer cannot reach.
A backup that works
- A common rule of thumb is 3-2-1: three copies of what matters, on two different kinds of storage, with one kept somewhere else (another building or a cloud backup service).
- Use the backup tool built into your system, or your cloud service's backup feature, so it runs on its own.
- Unplug an external backup drive when it is not backing up, so a problem on the computer cannot reach it.
- Test it: every few months, restore one file to make sure the backup really contains what you think.
When a file is really lost
If a deleted file is not in the bin or a backup, stop saving new files to that drive, because new data can overwrite what is left. If the drive clicks, grinds or is not recognised, switch it off; that is a job for a data recovery service, not repeated retries.