Backup vs Sync
Online storage services have been commonly used for at least 15 years. Most of us will have some kind of online storage drive, whether it’s Dropbox, OneDrive, Google Drive or some other service. These are commonly known as sync drives, allowing you to specify directories on your computer that are copied to the online drive. The application on your computer will keep all versions the same – if you delete or change a file in one drive, that change will be replicated in the other. You can also sync across many devices, so that you can have a copy of all your key files available on whatever device or platform you’re using; as well as share directories with other users so they can sync and modify them as well.
Traditionally there has been a distinction between sync drives and backup drives. An online backup service like Backblaze, Mozy, Carbonite or Acronis Cloud is generally a one-way system. It doesn’t sync folders; it copies them and updates the copies and changes are made and files are added. Changes made to the online backup are not replicated back down to the source PC. If you accidentally delete a file in the original folder, that is not replicated in the backup – a copy of the file will remain in the backup, usually for at least 30 days. Typically there are no or limited sharing features; these are not designed to create a shared workspace.
Over time, sync and backup services have become more alike. Many sync drives now have backup features where they offer a one-way copy of files and folders. They have added things like file version recovery (for when you want to go back and grab an older version of a file), although it’s often somewhat limited.
At the same time, backup services have added more sharing features, allowing files and directories to be accessed from the backup as if they were a sync drive and allowing sharing between users.
Because of their similarities, many people tend to think they are the same, and it’s common for people to rely on their sync drive as a backup. If their computer or phone dies, is stolen or ransomwared, they can always just resync with a new or formatted computer or phone, right? Maybe. Most of the time. If they synced all the right folders. If the sync system didn’t sync the ransomware-encrypted files over the top of the real ones, which can happen. If the thief didn’t use the stolen device to also clear, modify or copy the synced folder, since they will have access.
Because of the dangers of using sync as backup, as a rule, we still recommend using a proper dedicated online backup service. These are far less vulnerable to ransomware replication; they offer more storage capacity and several other advantages besides.
However, if you don’t want the expense of paying for a second online drive for backup, there are ways to use your existing sync service better for backups. Below we’ll look at ways you can use Google Drive and OneDrive’s inherent backup systems to better protect your system.
Using Google Drive backup
Google Drive now gives you the option of specifying directories for backup, allowing quick and easy use of the service for security.
To do this, you need to have
Google Backup and Sync installed on your computer – which you should already if you’re using Google Drive as a sync drive. Click on the Taskbar icon for the app (it looks like a little cloud with an arrow in it) then click on the vertical ellipsis in the top right and select Preferences from the drop down menu.
In the top panel of the preferences page, you’ll find the backup options. Under My Computer you’ll be shown a list of directories, by default Desktop, Documents and Pictures, with none of them checked. In order to have Google Drive back them up, just click on the check box next to them. If you want to add a new directory, click on Choose Folder, where you can add additional folders to be backed up by Google Drive and Sync.
Unfortunately, you cannot choose non-writable folders, such as the User directory. Instead you have to select individual folders, like Videos, to back up. There’s also no mechanism in this app to restore files. Instead, you have to go to drive.google.com and click on Computers > My Computer. Find the folder and right click on it, then select Download. Google will put the folder in a zip file which you can then download through your browser and unzip manually.
Using OneDrive backup
Just as with Google, Microsoft’s OneDrive has a well-hidden backup option that will allow you to select individual folders to get backed up to online storage.
To access this, right click on the Taskbar icon for OneDrive, or on the OneDrive folder in File Explorer, and select Settings.
Go to the Backup tab in the settings window, then click on ‘Manage backup’.
You’ll then be taken to the Back up your folders window. You only have three options: Desktop, Documents, and Pictures, which you can select or deselect as you please (all three are selected by default). You can’t add additional folders – OneDrive will only backup these three.
As with Google Drive, restoration is performed using the web interface. You have to log on, browse to your backed up files by clicking on PCs on the left, selecting your computer, then right click to download files.
As you can see, both Google Drive and OneDrive’s backup options are limited, and a far cry from the capabilities offered by dedicated backup services. However, if you’re not using a dedicated online backup service, we still highly recommend turning these on – it will cost you nothing other than some space on your cloud drive and it’s an easy way to get at least some protection against the worst.