Spills, drops, theft and failed drives happen without warning. A backup is the only thing that guarantees your photos, documents and projects survive. The easiest way to protect everything on your Mac is to back up your MacBook with Time Machine, Apple's built-in backup tool. Here's how to set it up, how iCloud fits in, and how to get files back.
What you need
- An external drive (USB-C SSD or hard drive) with more space than the data on your Mac. Ideally, choose one at least twice the size of your Mac's storage so it can hold more history.
- Or a compatible network storage device that supports Time Machine.
Time Machine may need to erase and format the drive, so don't use one that already has files you want to keep.
Set up Time Machine step by step
macOS Ventura and later
- Connect the external drive to your MacBook.
- If macOS asks whether you want to use the drive for Time Machine, click Use as Backup Disk. Otherwise, continue below.
- Open the Apple menu > System Settings > General > Time Machine.
- Click Add Backup Disk (or the add button), select your drive and click Set Up Disk.
- Turn on Encrypt Backup if you want the backup protected with a password. Store that password somewhere safe.
macOS Monterey and earlier
- Connect the drive, then open Apple menu > System Preferences > Time Machine.
- Click Select Backup Disk, choose the drive, and tick Encrypt backups if you want.
- Make sure Back Up Automatically is selected.
The first backup can take a while. Keep the Mac plugged in and let it finish.
How Time Machine keeps your files
When the drive is connected, Time Machine automatically keeps hourly backups for the past 24 hours, daily backups for the past month, and weekly backups for all previous months. When the drive fills up, the oldest backups are deleted. For best protection, connect the drive regularly, not just once a year.
Where iCloud fits in
iCloud is great for keeping files available on all your devices, but it works differently from a backup.
- iCloud Drive with Desktop & Documents: go to System Settings > your name > iCloud (or System Preferences > Apple ID > iCloud on older macOS) to sync these folders.
- iCloud Photos: keeps your library in sync across devices.
- The catch: sync means that if you delete or overwrite a file on one device, the change can follow to the others. That's why iCloud plus Time Machine is the safest combination.
How to restore files
- Connect your backup drive and open the folder where the file used to be in Finder.
- Click the Time Machine icon in the menu bar and choose Browse Time Machine Backups (or open Time Machine from Applications).
- Use the timeline to go back to the date you need, select the file and click Restore.
To move everything to a new or repaired Mac, use Migration Assistant and choose your Time Machine backup.
Back up before any repair or update
A fresh backup is the first step before installing a major macOS update and before handing your Mac to any repair shop. See our tips to update macOS safely and how to prepare your MacBook for repair. If you need help reinstalling macOS or getting your Mac running again in Ottawa or Gatineau, Fix Revolution offers macOS upgrade and reinstallation with pickup and drop-off. Get a free quote or call 613-265-4349.
Quick answers
How big should my Time Machine drive be?
At least larger than the data on your Mac, and ideally about twice your Mac's storage so it can keep more backup history.
Is iCloud a backup?
iCloud syncs files across devices, so deletions can sync too. Use it alongside Time Machine rather than instead of it.
Can I use my Time Machine drive for other files?
It's best to dedicate the drive to Time Machine so backups have space and aren't mixed with files that aren't backed up anywhere else.