How to Use a Flash Drive to Back Up Data

Flash dives are increasingly being used to back up data. Flash drives offer better security, portability and storage capacity than CDs or floppy discs. A flash drive’s storage capacity usually ranges between 32 MB to 2 GB. Here is how to use your flash drive to back up data.

Difficulty: Moderately Easy

Instructions

Creating Backup on a PC

1. Determine the exact amount of data you need for backup. This will determine the appropriate size of the flash drive you should use.

2. Note that a majority of flash drives are plug-'n-play on the latest PC operating systems.

3. Plug the flash drive into the USB port of your CPU. Wait until the system detects the drive.

4. Go to My Computer. Locate the flash drive icon and click on it. This will open the contents of the drive.

5. Open the location of the files or folders you wish to store on your flash drive.

6. Copy or drag the files you wish to store on the flash drive to its folder.

7. Look for the plus sign (+) on the flash drive icon if you are transferring files without opening the drive’s folder. Release the mouse as soon as the plus sign (+) appears. This signifies that the data is now copied to your flash drive.

8. Verify that the data/file is stored by double-clicking the file name in the flash drive explorer window.

9. Ensure that you do not disconnect the drive directly from the machine after you have finished storing the files, as it may distort the data.

10. Go to the “Safely Remove Hardware” icon situated at the bottom of the Window’s tray. Click “Eject” or the “Remove the Hardware Safely” option when finished.

11. Click on “Stop.” Wait until the “It is now safe to remove the hardware” message appears.

12. Unplug the flash drive from the USB port, as the files/folders have been properly stored.

Creating Backup on a Mac

13. Determine the amount of data you need to transfer. This will help you decide the appropriate size of the flash drive.

14. Plug the flash drive into the USB port of your CPU.

15. Locate the USB drive icon on the desktop.

16. Open the location of the files/folders you wish to share on your flash drive.

17. Copy or drag the files you wish to store on flash drive to its folder.

18. Look for the plus sign (+) on the flash drive icon if you are transferring files without opening the drive’s folder. Release the mouse as soon as the plus sign (+) appears. This signifies that the data is now copied to your flash drive.

19. Verify that the data/file is stored by double-clicking the file name in the flash drive explorer window.

20. Do not disconnect the drive immediately from the machine after you have finished storing the files, as this may distort the data.

21. Drag the flash drive icon to the "Trash Can" icon. The Trash Can icon will change to “Eject.”

22. Remove the flash drive after its icon disappears from the desktop.

Tips & Warnings

• Create a new folder in your flash drive and give it a name, such as “Stored Files” or “Backups.” This will prevent the files from being edited without notice.
• When in use, the flash drive shows a red/blue light. Before unplugging, make sure the light is off.
• Use a USB extension cable to plug in the flash drive if you are unable to access the USB port on the computer.