To back up Windows PC files before an upgrade, use two methods together: the built-in Windows Backup app, which saves your main folders, settings, Wi-Fi passwords and app list to your Microsoft account, plus a copy of your files on an external drive using File History or a plain copy.
Neither method saves installed desktop programs, so write down your software and license keys too.
Upgrading from Windows 10 to Windows 11 is designed to keep your files, and it usually does. But a power cut, a failing drive or a bad driver mid-upgrade can still leave you stuck, and a backup is the only thing that gets your photos and documents back if that happens.
This guide covers three free methods built into Windows, what each one actually saves, and how to check your backup before you rely on it. We use a Windows 11 PC; the Windows 10 steps follow Microsoft’s support pages, and the apps work the same way on both. When you’re done, the next step is our guide to upgrading Windows 10 to 11 without losing files.
Best way to back up Windows PC files before upgrading
The safest setup is two copies in two places: one in the cloud and one on a drive you can unplug. Cloud backup survives a stolen or broken PC. An external drive works without internet, isn’t limited by your OneDrive storage, and gets you files back fast.
Each method covers different things, which is why we recommend combining them. Here’s what each one saves, based on Microsoft’s documentation.
| What gets saved | Windows Backup | File History | Manual copy |
|---|---|---|---|
| Desktop, Documents, Pictures, Videos, Music | Yes, up to your OneDrive space | Yes | Whatever you copy |
| Other folders (Downloads, project folders) | No | If added to a library | Whatever you copy |
| Windows settings, theme, language | Yes | No | No |
| Wi-Fi networks and passwords | Yes | No | No |
| List of installed apps | Yes (Store apps reinstall from pins) | No | No |
| Installed desktop programs themselves | No | No | No |
| Works without internet | No | Yes | Yes |
| Keeps older versions of files | Limited (OneDrive version history) | Yes | No |
For most people, that means Windows Backup plus File History. If you don’t want File History running all the time, Windows Backup plus a one-off manual copy is fine before an upgrade.
What you need before you start
- An external USB drive with more free space than your files take up. Check how much you’re using in Settings → System → Storage.
- Your Microsoft account email and password for Windows Backup.
- A list of your paid programs and their license keys (Office, Photoshop, games, VPN). Backups don’t reinstall them.
- Browser sync turned on in Edge or Chrome, or your bookmarks and saved passwords exported.
- Your BitLocker recovery key, if your drive is encrypted. Write it down or check it’s saved to your Microsoft account.
- An hour or two for the first backup. The first run copies everything, so it’s the slowest.
Method 1: Windows Backup (to OneDrive)
Windows Backup is a built-in app on both Windows 10 and Windows 11. It saves to your Microsoft account and OneDrive, not to an external drive. Its big advantage is that it brings back settings, Wi-Fi passwords and your app list when you sign in on a new or reset PC.
- Select Start, type backup and open Windows Backup. On Windows 11 you can also go to Settings → Accounts → Windows backup.
- Sign in with your Microsoft account if asked.
- Expand Folders and turn on the ones you want: Desktop, Documents, Pictures, Videos and Music.
- Check that Apps, Settings and Credentials (Wi-Fi networks and passwords) are on.
- Select Back up and leave the PC on and connected until it finishes.
A free Microsoft account includes 5 GB of OneDrive storage, which fills up quickly if you have a photo library. Microsoft notes that personalization settings won’t be backed up if you run out of space. You can buy more storage, or leave big folders like Videos out and put them on the external drive instead.
Folder backup works by syncing those folders with OneDrive. That means deleting a file on your PC also deletes it from OneDrive (it goes to the OneDrive recycle bin first). It protects you from a dead PC, but not from your own mistakes, which is another reason to keep an external copy.
To restore, sign in with the same Microsoft account while setting up a new PC or a fresh copy of Windows. Windows spots the backup and asks if you want to use it.
Method 2: Back up Windows PC files to an external drive with File History
File History copies your personal folders to an external drive and keeps older versions of each file, so you can go back to yesterday’s copy of a document. It doesn’t back up settings or apps. It’s the best way to back up a Windows PC to an external drive without paying for anything.
- Plug in the external drive and make sure it shows up in File Explorer.
- Open Control Panel → System and Security → Save backup copies of your files with File History. On Windows 10 you can also use Settings → Update & Security → Backup → Add a drive.
- If your drive isn’t already selected, choose Select drive and pick it.
- Select Turn on.
- Select Run now to start the first backup straight away.
File History backs up your Documents, Pictures, Videos and Desktop folders, plus your libraries. To add another folder on Windows 11, right-click it in File Explorer, choose Show more options → Include in library, and File History picks it up. After the first run it backs up every hour by default while the drive is connected. You can change that under Advanced settings.
To get a file back, open the folder it was in, right-click it and choose Restore previous versions. Pick a version and select Restore, or Restore to if you don’t want to overwrite the current file.
Method 3: Copy your files to an external drive manually
A plain copy is the simplest backup and the easiest to check. It doesn’t keep older versions or update itself, but for a one-off safety copy before an upgrade, it’s often all you need.
- Plug in the external drive and open File Explorer.
- Go to your user folder:
C:\Users\YourName(type%userprofile%in the address bar to jump there). - Select Desktop, Documents, Pictures, Videos, Music and Downloads.
- Press Ctrl + C, open a new folder on the external drive (name it with today’s date) and press Ctrl + V.
- Wait for the copy to finish, then compare the folder sizes on both drives (right-click → Properties).
Also look for files that live outside your user folders. Common ones are folders created directly on C:\, game save files, and Outlook data files in older Outlook setups.
What about a full system image?
A system image copies the whole drive, programs included. Windows still has the old Backup and Restore (Windows 7) tool in Control Panel, but Microsoft deprecated it back in Windows 10 version 1709 and points people to third-party tools for full-disk backups. For an upgrade, you usually don’t need one: Windows 11 gives you 10 days to roll back to Windows 10, and your file backup covers the rest.
Check that your backup actually works
A backup you haven’t checked is a guess. Spend five minutes on this before you start the upgrade.
- Open the external drive and open a few files from different folders: a photo, a document, a video.
- Sign in to OneDrive in your browser and confirm your Desktop and Documents folders are there.
- Open Windows Backup and check it shows your folders, apps and settings as backed up.
- In File History, check the Files last copied date.
- Eject the external drive safely and unplug it before you upgrade, so nothing can touch it.
If the backup doesn’t work
- OneDrive is full: turn off big folders like Videos in Windows Backup and copy them to the external drive instead, or delete old files from OneDrive’s recycle bin.
- File History doesn’t see your drive: try another USB port or cable, and check the drive opens in File Explorer.
- The first File History run seems stuck: the first backup copies everything, so it can take a long time on a big photo library. Leave it connected and let it finish.
- Windows Backup options are greyed out: check you’re signed in with a Microsoft account, not a local account.
- Copying fails partway: check the external drive has enough free space and isn’t formatted as FAT32, which can’t hold files over 4 GB.
Once your backup is done and checked, you’re ready for the Windows 10 to 11 upgrade. Still deciding whether to upgrade at all? Our Windows 10 end of support guide explains your options, and if you’re buying a new PC instead, see how to move everything to a new Windows 11 PC. More guides are in our Windows section.
FAQ
Should I back up before upgrading to Windows 11?
Yes. The upgrade is designed to keep your files, apps and settings, and usually does. A backup is what saves you if it fails partway, the drive dies, or you need to reinstall Windows 10 after the 10-day rollback window.
Does Windows Backup save my programs?
It saves a list of your installed apps. Microsoft Store apps can be reinstalled from their pins, and for other apps Windows points you to the web to download the installer. The programs themselves, and their license keys, aren’t backed up.
How big should my backup drive be?
Bigger than the space your files use, which you can check in Settings → System → Storage. If you use File History, give it extra room (around double) so it can keep older versions.
Is 5 GB of free OneDrive storage enough?
For documents and settings, often yes. For photos and videos, usually not. Leave large folders out of Windows Backup and copy them to an external drive instead, or buy more OneDrive storage.
Can I back up a Windows PC without an external drive?
Yes, with Windows Backup and OneDrive alone, as long as your files fit in your OneDrive storage. It’s still worth having a second copy somewhere else, because OneDrive sync mirrors deletions.
