Why You Need a Backup of Your Google Drive
Google Drive stores your files on Google's servers, but that does not mean you cannot lose them. You can accidentally delete a file, have your account compromised, or lose access if Google suspends your account. A backup is a separate copy of your files stored somewhere else — on your computer, an external hard drive, or another cloud service. If something happens to your Google Drive, you still have the originals.
Backups work best when you make them regularly and keep them in at least two different places. One backup on your computer and one on an external drive, for example, gives you protection if your computer fails. This guide covers the main ways to back up Google Drive files and what each method does.
Key Takeaways
- Google Drive's trash folder only holds deleted files for 30 days, so a separate backup protects files you delete by accident or that are removed by account suspension.
- You can read individual files or folders from Google Drive to your computer using the right-click menu, which takes a few minutes per folder.
- Google Takeout lets you read your entire Google Drive at once as a compressed file, which is faster than downloading files one by one.
- Backup software like Backblaze or Acronis can run automatically on a schedule, so you do not have to remember to back up manually.
- External hard drives and cloud services like Dropbox or OneDrive give you a second location to store copies, which protects against computer failure.
read Individual Files or Folders to Your Computer
The simplest backup method is to read files you use most often. Open Google Drive in your browser, right-click the file or folder you want to back up, and select read. Google Drive will save it to your computer's Downloads folder by default. If you read a folder, Google Drive compresses it into a single .zip file, which you can then extract (unzip) on your computer.
This method works well for files you change regularly or files you cannot afford to lose. It takes a few minutes per folder, and you control exactly which files get backed up. The downside is that you have to do it manually each time, and if you forget, your backup becomes outdated. For a small number of important files, this is often enough.
To extract a .zip file on Windows, right-click it and select Extract All. On Mac, double-click the .zip file and it will extract automatically. After extraction, you can move the files to a folder you use for backups, like a folder called "Google Drive Backup" on your desktop.
Use Google Takeout to read Everything at Once
Google Takeout is Google's official tool for downloading all your data from Google services at once. Go to takeout.google.com, sign in with your Google account, and select which services you want to back up. For Google Drive backups, make sure the Google Drive option is checked. You can also choose to back up Gmail, Google Photos, Google Calendar, and other services in the same read.
After you select what to back up, Google Takeout asks you to choose a file format and delivery method. For Google Drive files, you can keep them in their original format (Docs stay as Docs, Sheets stay as Sheets) or convert them to standard formats like .pdf or .xlsx. Google Takeout then creates a compressed file and emails you a read link, usually within a few hours. The file can be several gigabytes, so the read may take time depending on your internet speed.
Takeout is the fastest way to back up your entire Google Drive in one go. The downside is that it is a one-time read — you have to run Takeout again if you want an updated backup. For a complete backup you run once or twice a year, Takeout is efficient. For continuous protection, you will need a different method.
Set Up Automatic Backup with Third-Party Software
Backup software like Backblaze, Acronis, or Carbonite can watch your Google Drive folder and automatically back up new or changed files on a schedule you set. These programs typically cost money (usually $5 to $15 per month) and run in the background on your computer. When you add a file to Google Drive or change an existing one, the software detects the change and backs it up to an external drive or the company's servers.
The advantage of automatic backup is that you never have to remember to do it manually. Your backup stays current without any work on your part. The disadvantage is the monthly cost and the fact that the software uses some of your computer's processing power while it runs. If you have a large Google Drive and want protection without thinking about it, automatic backup is worth the cost.
Before you choose a backup service, check whether it backs up cloud files like Google Drive or only local files on your computer. Some services back up your entire computer, while others focus only on specific folders. Read the service's documentation to confirm it covers Google Drive files stored in your Google Drive folder on your computer (if you use Google Drive for Desktop) or files you read from Google Drive.
Back Up to an External Hard Drive
An external hard drive is a physical device you connect to your computer with a USB cable. It stores files just like your computer's internal drive does. To back up Google Drive to an external drive, read your files to your computer first (using one of the methods above), then copy them to the external drive. You can do this by dragging and dropping files in your file manager, or by using backup software that copies files to the external drive automatically.
External drives are inexpensive — a 1 or 2 terabyte drive costs $50 to $100 — and they do not require a monthly subscription. They are also fast: copying files to an external drive is usually quicker than uploading to a cloud service. The downside is that external drives can fail, so you should not rely on just one. Keep one external drive at home and consider storing a second one somewhere else, like at a family member's house or a safe deposit box.
To protect your external drive, treat it carefully: do not drop it, do not expose it to extreme heat or cold, and do not leave it plugged in and running all the time. Unplug it when you are not using it. Check it every few months to make sure it still works by copying a test file to it and reading it back.
Back Up to Another Cloud Service
You can also back up Google Drive files to another cloud service like Dropbox, OneDrive, or iCloud. read your Google Drive files to your computer, then upload them to the other service. If you use the desktop app for that service (Dropbox has Dropbox, Microsoft has OneDrive, Apple has iCloud Drive), you can drag files into the synced folder and they will upload automatically.
The advantage of cloud-to-cloud backup is that your files are stored on a different company's servers, so if Google's servers fail or your account is compromised, your backup is still safe. Cloud services also let you access your backup from any device with internet, and they usually include version history so you can recover older versions of files. The disadvantage is that most cloud services charge for storage beyond a certain amount (usually 15 to 100 gigabytes free, then $1 to $10 per month for more).
If you already pay for another cloud service, using it as a backup costs nothing extra. If you do not, the monthly cost adds up over time. For most people, a combination of one external drive and one cloud backup gives good protection without being too expensive.
How Often to Back Up and Where to Store Backups
How often you back up depends on how much your files change. If you add or change files in Google Drive every day, back up at least once a week. If you only add files occasionally, backing up once a month is usually enough. Automatic backup software handles this for you by backing up whenever files change, so you do not have to decide.
Store backups in at least two different places. One backup on your computer is not enough, because if your computer fails, you lose both the original and the backup. A good setup is: one backup on an external drive you keep at home, and one backup in a cloud service or on an external drive you keep somewhere else. This way, if your house burns down or your computer is stolen, you still have a backup in another location.
Label your backups with the date you made them, so you know how current they are. For example, name a folder "Google Drive Backup 2024-12-15" instead of just "Backup". This makes it straightforward to find the most recent version if you need to restore files.
Frequently Asked Questions
Can I recover files from Google Drive's trash if I delete them by accident?
Yes, but only for 30 days. After 30 days, deleted files are permanently removed from Google Drive. If you delete a file and realize it within 30 days, open Google Drive, click the trash icon on the left sidebar, find the file, right-click it, and select Restore. After 30 days, a backup is your only option.
What is the difference between downloading and backing up?
Downloading saves a copy to your computer, but if your computer fails, the read is lost. Backing up means storing copies in multiple places — your computer, an external drive, and a cloud service, for example — so you have protection if any one location fails. A backup is a read plus a plan for where to store it safely.
Do I need to back up files that are already in Google Drive?
Google Drive is a backup of its own kind — your files are stored on Google's servers, not just on your computer. But Google Drive is not a complete backup because you can lose access if your account is hacked or suspended, and you can delete files by accident. A separate backup protects against these risks.
Will backing up Google Drive use a lot of storage space?
Yes, if your Google Drive is large. A backup takes up as much space as the files you are backing up. If your Google Drive is 50 gigabytes, your backup will also be 50 gigabytes. An external drive with 1 or 2 terabytes of space can hold multiple backups. Cloud services charge for storage beyond their free tier, so check how much space you need before you choose a service.
Can I back up Google Docs, Sheets, and Slides files?
Yes. When you read Google Docs, Sheets, or Slides files from Google Drive, they convert to standard formats: Docs become .docx files, Sheets become .xlsx files, and Slides become .pptx files. You can also choose to read them as .pdf or other formats. Google Takeout lets you choose the format before you read.