Microsoft Office · Beginner level

Beginner level · Module 1: Computer Files, Folders and Cloud Basics · Lesson 3 of 3

Backups and Cloud Storage

Protect work against loss with simple backup routines and cloud storage, including offline sync.

In this lesson you will

  • Back up a folder to USB and to cloud storage
  • Share a cloud file with view-only access

Key concepts

backupsyncsharing permissionsoffline availability

The lesson

Computers break, get stolen or catch viruses. A backup is a second copy kept somewhere else. A simple rule is 3-2-1: three copies of important files, on two kinds of storage, with one away from the office.

Cloud storage such as OneDrive or Google Drive keeps a copy online and syncs it across devices. It needs internet to sync but lets you recover files if your laptop is lost. A USB drive works offline but can be lost too, so use both.

When sharing, choose permissions carefully: 'can view' for people who only need to read, 'can edit' only for collaborators. Remove access when someone no longer needs it.

Step by step

  1. Copy your course folder to a USB drive.
  2. Upload the same folder to OneDrive or Google Drive.
  3. Share one file with view-only access.
  4. Delete a test file and restore it from the cloud's recycle bin.

Practice activity

Back up your course folder to a USB drive and to OneDrive or Google Drive, then share one file view-only with the instructor.

Expected result: Two backup copies exist and your instructor has received a view-only link.

Check your understanding

  1. Why give 'view only' access unless editing is needed?

    Show answer

    It prevents accidental or unwanted changes and protects the original.

Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.