Changes to storage limits
On Dec 18, 2023, ITS announced changes to cloud storage account limits. USC Google Drive accounts will be limited to 100GB, and USC OneDrive accounts will be limited to 250GB for individuals (100GB for iVIPs and shared org accounts). The process and limit for shared Drives and SharePoint sites will also be changing, and we will update our documentation once we have more details.
For more information, see ITS's page on Google and Microsoft changes.
Overview
If you've ever lost a significant amount of work due to a computer crash, or a stolen laptop, or a spilled drink, you know that having your files backed up—that is, having a copy stored in an additional, separate location—can be a lifesaver. Even if your computer is physically irrecoverable, you can access your files from other devices as long as you set up file backup prior to the loss.
This guide provides step-by-step instructions for backing up your files to the cloud (online) with Microsoft OneDrive, as well as instructions for backing up your files locally (to an external storage device).
If you have more advanced storage needs, you can submit a ticket to our Help Desk or start a chat with us (red droplet-shaped icon 
in the bottom right corner of this page) for a consultation.
Backing up your files to the cloud with OneDrive
Microsoft OneDrive is fast, secure, and easy: you only have to set it up once on your computer and it'll automatically back up your files whenever your computer is connected to the Internet. Any files you add to OneDrive are backed up and available on other devices even if you lose access to your computer.
To install and set up OneDrive, please follow our guide:
Backing up your files locally to an external storage device
We don't recommend this as your sole method for backing up files, but in addition to backing up your files to OneDrive (or another USC-approved cloud storage option), you can back up your files to a physical device. The physical device must be encrypted in order to comply with USC's Endpoint Security Policy.
Some caveats:
- The device must be encrypted before you can use it to store USC data
- The device must be connected to your computer in order for backups to take place
- As a physical piece of equipment, the device can get lost, damaged, or stolen, just like your computer can
You can purchase an external storage device through DTS. For most staff, the 1TB storage option is sufficient.
Setting up Time Machine for Mac (requires external storage device)
Quick guide
- Before you begin, double-check that your external storage device is not being used to store other files/folders already. Time Machine will erase any existing files on the device in the process of backing up your Mac.
- Connect your external storage device to your Mac computer.
- If an alert message from Time Machine appears:
- Select the checkbox for Encrypt Backup Disk.
- Click on Use as Backup Disk.
- If no alert message from Time Machine appears:
- Go to the Apple menu > System Preferences… > Time Machine.
- Make sure the checkbox is selected for Show Time Machine in menu bar.
- By default Time Machine will back up your entire computer. If you want to exclude certain folders (for instance, OneDrive or Google Drive, as they are already saved to the cloud):
- Click on Options…
- Click on the + icon to add folders.
- Click on Save when done.
- Click on Select Backup Disk…
- Select your external storage device.
- Make sure the checkbox is selected for Encrypt Backups.
- Click on Use Disk.
- Type your backup password and password hint, and click on Encrypt Disk.
Make sure that you do not forget or lose this password, as Apple does not offer a way to recover it if lost.
- Time Machine will select the checkbox for Back Up Automatically. It will begin backing up your files, and will continue to do so as long as your external storage device is connected to your computer. You're all set!
Setting up File History for PC (requires an external hard drive)
Quick guide
File History is Windows 10's replacement for Backup and Restore (for Windows 7 and prior).
- Connect your external storage device to your PC computer.
- Type "settings" into your Windows Start menu searchbar, and click on Settings.
- Click on Update & Security (near the bottom).
- In the left-hand menu, click on Backup.
- Click + Add a drive.
- A dropdown appears. Select your external storage drive.
- If your Backup/Settings window abruptly closes, repeat steps 1–6. Windows should correctly recognize the drive when you do this a second time.
- The Backup window updates the "Automatically back up my files" toggle to On.
- Click on More options.
- The "Backup options" screen displays.
- By default, File History will backup your files every hour and will keep your backups forever. To save on storage space, you can change the "Keep my backups" field by clicking on Forever (default) and selecting Until space is needed from the dropdown.
- Under Back up these folders, you can set which folders you'd like to have backed up:
- To add a folder: Click on + Add a folder.
- To remove a folder: Select the folder, and click on Remove. For instance, you may want to remove OneDrive or Google Drive, as they are already saved to the cloud.
- Click on Back up now.
- File History will begin backing up your files, and will continue to do so as long as your external storage device is connected to your computer. You're all set!
Detailed guide (with screenshots)
File History is Windows 10's replacement for Backup and Restore (for Windows 7 and prior).
- Connect your external storage device to your PC computer.
- Type "settings" into your Windows Start menu searchbar, and click on Settings.
- Click on Update & Security (near the bottom).
- In the left-hand menu, click on Backup.
- Click + Add a drive.
- A dropdown appears. Select your external storage drive.
- If your Backup/Settings window abruptly closes, repeat steps 1–6. Windows should correctly recognize the drive when you do this a second time.
- The Backup window updates the "Automatically back up my files" toggle to On.
- Click on More options.
- The "Backup options" screen displays.
- By default, File History will backup your files every hour and will keep your backups forever. To save on storage space, you can change the "Keep my backups" field by clicking on Forever (default) and selecting Until space is needed from the dropdown.
- Under Back up these folders, you can set which folders you'd like to have backed up:
- To add a folder: Click on + Add a folder.
- To remove a folder: Select the folder, and click on Remove. For instance, you may want to remove OneDrive or Google Drive, as they are already saved to the cloud.
- Click on Back up now.
- File History will begin backing up your files, and will continue to do so as long as your external storage device is connected to your computer. You're all set!
Contributor(s): Richard Herrera, Joshua Paulsen.