The fastest way: iCloud backup with Time Machine

Your MacBook has two built-in backup systems that work together. iCloud backs up your documents, photos, and settings to Apple's servers automatically. Time Machine backs up everything on your hard drive to an external disk, and you can restore any file from any date. Together, they mean you are protected against both a lost device and a failed hard drive.

Start with iCloud because it requires no extra hardware. Open System Settings, click your name at the top, then select iCloud. Turn on iCloud Drive — this backs up your Desktop, Documents folder, and any files you save to iCloud Drive. Turn on Photos if you want your photo library backed up. These backups happen automatically whenever your MacBook is plugged in and connected to Wi-Fi.

Then set up Time Machine with an external hard drive. Plug in a drive with at least as much storage as your MacBook's hard drive (check by clicking the Apple menu, then About This Mac, then Storage). Open System Settings, click General, then Time Machine. Click Add Backup Disk, select your external drive, and click Use as Backup Disk. Time Machine will back up automatically every hour when the drive is connected.

Key Takeaways

  • iCloud backs up documents and photos automatically to Apple's servers whenever your MacBook is plugged in and on Wi-Fi, and requires no extra hardware.
  • Time Machine backs up your entire hard drive to an external disk and lets you restore any file from any date, but requires an external drive with enough storage space.
  • An external drive should have at least as much storage as your MacBook's hard drive, which you can check in System Settings under About This Mac.
  • Time Machine backs up automatically every hour when the external drive is connected, so you do not need to remember to do it manually.
  • If your MacBook is lost or stolen, iCloud backups let you restore your files to a new device, while Time Machine backups stay on your external drive.

Setting up iCloud Drive for documents and photos

iCloud Drive is the easiest backup because it works in the background. Any file you save to your Desktop or Documents folder is automatically backed up to iCloud, and you can access it from any Apple device or from iCloud.com in a web browser. This means if your MacBook breaks, you can buy a new one, sign in with your Apple ID, and your files will be there waiting.

To turn on iCloud Drive, open System Settings by clicking the Apple menu and selecting System Settings. Click your name at the top left. Click iCloud. Toggle iCloud Drive on. A window will appear asking which folders to sync — select Desktop and Documents if you want those backed up. You can also choose to back up your entire home folder, but this uses more iCloud storage.

Check how much iCloud storage you have left by going back to System Settings, clicking your name, then iCloud, then Manage Storage. Apple gives you 5 gigabytes free. If you have more files than that, you can buy more storage — 50 gigabytes costs about $1 per month, 200 gigabytes costs about $3 per month, and 2 terabytes costs about $10 per month. The price varies by country.

Using Time Machine for a complete backup to an external drive

Time Machine is your insurance policy against a hard drive failure. It keeps hourly backups for the past 24 hours, daily backups for the past month, and weekly backups for everything older than that. If you accidentally delete a file, or your hard drive stops working, you can restore from any of those backups.

First, buy an external hard drive. Any USB drive will work — you do not need one made by Apple. A 1 or 2 terabyte drive costs between $50 and $100 and will hold many months of backups. Plug it into your MacBook. Open System Settings, click General on the left, then scroll down and click Time Machine. Click Add Backup Disk. Select your external drive from the list and click Use as Backup Disk.

Time Machine will start backing up when ready and will continue every hour as long as the drive is connected. The first backup takes a few hours depending on how much data you have. After that, each backup only backs up what changed since the last one, so they are much faster. You can leave the drive plugged in all the time, or plug it in once a week — either way, you will have recent backups.

Restoring files from a backup

If you need to get a file back, the method depends on which backup you used. For files in iCloud Drive, open Finder, click iCloud Drive in the sidebar, and look for your file. If it is not there, open iCloud.com in a web browser, sign in with your Apple ID, click the iCloud Drive app, and search for the file. You can read it directly to your MacBook.

For files backed up with Time Machine, open Finder and navigate to the folder where the file was. Click the Time Machine icon in the menu bar at the top right of the screen — it looks like a clock with an arrow. A timeline will appear on the right side. Click the dates to go back in time until you find the version you want. Click Restore to bring that file back to its original location.

If your entire MacBook stops working and you need to restore everything to a new one, sign in with your Apple ID on the new MacBook during setup. It will offer to restore from an iCloud backup or from a Time Machine backup. Select Time Machine, plug in your external drive, and select the backup you want to restore from. This copies everything back to your new MacBook — files, settings, applications, and all.

What to do if you do not have an external drive yet

If you cannot buy an external drive right now, start with iCloud backup when ready. It is free up to 5 gigabytes and protects your most important files. Turn on iCloud Drive and Photos backup today, and your documents and photos will be safe even if your MacBook is lost or stolen.

While you are saving up for an external drive, check your iCloud storage regularly. Open System Settings, click your name, then iCloud, then Manage Storage. If you are running out of space, delete old photos or videos you do not need, or buy more storage. Once you get an external drive, set up Time Machine so you have a complete backup of everything.

Backing up to a second external drive for extra safety

If your files are very important — business documents, family photos, irreplaceable videos — consider backing up to two external drives instead of one. Plug in the first drive, set it up with Time Machine as described above. Then plug in a second drive, open System Settings, click General, then Time Machine, then Add Backup Disk. Select the second drive and click Use as Backup Disk. Time Machine will alternate between the two drives, so you have backups on both.

Keep one drive at home and store the other somewhere else — at a friend's house, a safe deposit box, or your office. This protects you if your home is damaged by fire or theft. Every few months, swap the drives so the offsite one stays current. This method takes more effort but gives you the strongest protection against losing your files.

Frequently Asked Questions

Can I use the same external drive for Time Machine and to store other files?

Yes. Time Machine will use part of the drive for backups and leave the rest available for your other files. However, if the drive fills up, Time Machine will delete old backups to make room. For this reason, it is better to use a drive that is larger than your MacBook's hard drive so Time Machine has plenty of space.

What happens if I unplug my Time Machine drive?

Nothing bad happens. Time Machine will straightforward stop backing up until you plug the drive back in. When you plug it back in, it will resume backing up automatically. You can unplug and replug the drive as many times as you want without losing any backups.

Do I need both iCloud and Time Machine, or is one enough?

One is better than nothing, but both together give you the most protection. iCloud protects you if your MacBook is lost or stolen, because your files are on Apple's servers. Time Machine protects you if your hard drive fails, because you have a complete copy on an external drive. Together, you are covered against almost any disaster.

How long does a Time Machine backup take?

The first backup takes several hours depending on how much data you have — usually 2 to 8 hours. After that, each backup only backs up what changed, so they take 5 to 30 minutes. You can use your MacBook normally while a backup is happening in the background.

What if I run out of iCloud storage?

Your iCloud backups will pause until you make room. Delete old photos or videos you do not need, or buy more storage. You can buy storage in System Settings by clicking your name, then iCloud, then Manage Storage, then Buy More Storage. The purchase is tied to your Apple ID and works on all your Apple devices.