Gannon Nordberg shares simple tutorials to help you become a smarter Apple user in 3 minutes or less. Every 2 weeks, you'll get 1 actionable tutorial on how to use your Apple tech to be more organized, productive, and stress-free. Former Apple Certified Consultant and Mac Technician of 7 years.
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🔒 The fastest way to protect all your Mac’s photos and documents
Published 16 days ago • 4 min read
Hey Reader! 👋
For this tutorial, I’m going to show you how to set up and use Time Machine on a Mac. It keeps your family photos and other important documents safe by backing them up automatically. It also provides a simple way to recover files. Best of all, it’s a reliable way to protect what matters most without much time or effort.
Let's dive in!
😖 The issue
Why Time Machine?
Time Machine is Apple’s built-in backup tool for Macs, and it’s designed to be easy for anyone to use. It automatically backs up your entire system, including apps, music, photos, and documents. If your Mac crashes or you delete something accidentally, you can recover it easily.
A common mistake is thinking, “I don’t need a backup until something goes wrong.” But by then, it’s too late.
Trust me.
As a former Apple Certified Mac Technician who has repaired hundreds of Macs, you need a backup!
The truth is, your family photos and important files are irreplaceable. Time Machine runs in the background. It keeps hourly, daily, and weekly backups, so you don’t have to remember to do it yourself.
Pro Tip: Time Machine is free to use and is already installed on your Mac. Don’t wait for a disaster to set it up.
👇 Give it a try
Step 1: Get an external drive
Before you start backing up, you’ll need an external drive. Choose one that’s at least double the size of your Mac’s storage. For example, if you have a 500GB Mac, aim for a 1TB external drive. This gives you enough room for multiple backups.
My favorite choice is the reliable Samsung T7 SSD—it’s portable and fast. Plug it into your Mac’s USB port to get started. A dedicated external drive stores your files in a second place. It provides redundancy and keeps your files safe.
Pro Tip: For MacBooks that move around a lot, create a recurring Reminder to connect your backup drive every week and let Time Machine run a backup.
Click to view a larger image
Step 2: Set up Time Machine
Now that you have your external drive ready, let’s set up Time Machine. Here’s what to do:
First, plug in your external drive to your Mac. When prompted, select Use as Backup Disk.
Then, click Options, then choose Set Up to use this disk as a backup disk with Time Machine.
If you want extra security, choose the option to encrypt your backup with a password. Time Machine will now automatically back up your files without you having to do a thing.
As a busy parent, I really appreciate this feature because it’s one less thing for me to worry about.
Pro Tip: Once you set it up, Time Machine works in the background, backing up your entire Mac.
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Step 3: Test your backup
It’s not enough to set up Time Machine—you need to make sure it’s working. Here’s how:
Click on the Time Machine icon in the menu bar. It's the one that looks like an analog clock with an arrow circling counterclockwise.
Choose Browse Time Machine Backups.
Use the timeline on the right to pick a date in the past.
Select a file from the Finder and click Restore.
Time Machine will bring the file back to its original location. It’s a simple way to fix mistakes and retrieve lost items.
Testing your backup once a month is a good habit. It ensures your files are backed up and lets you fix any issues before they become serious.
Pro Tip: Regularly testing your backup gives you peace of mind and confidence that your data is secure.
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BONUS: Using multiple backup drives
For families with a lot of digital files, consider using more than one external drive. Here’s why: If one drive fails, you’ll have a second backup ready. For bonus points, you can also keep one drive off-site for extra security in case of fire or theft.
To set up multiple drives, go to System Settings > General > Time Machine and click the + (plus) to add a new backup disk. Choose your second drive, and Time Machine will alternate between the two.
Pro Tip: Rotating your drives every week or two keeps your backups safe and up to date.
If you’re looking for a more automatic option for an offsite backup, I recommend using Backblaze. It’s affordable, secure, and provides me the peace of mind knowing my valuable data is protected offsite, automatically.
✨ One more thing
Now you have a solid plan to protect your family’s memories and important documents. You’ve learned why Time Machine is valuable, how to set it up, and how to maintain it over time.
Don’t put off backing up your Mac!
Time Machine is easy to set up, runs in the background, and keeps your data safe without any extra work. Protect your files today, and you’ll be ready for whatever happens tomorrow.
Until next time, see ya! 👋
Gannon
🗳️ Quick Poll
When was the last time you tested your backup? Be honest! 😉
P.S. If you ever want to revisit one of my past Apple tutorials, you can find them all here. (Feel free to share them with a friend, too!)
P.P.S. As you read this, I’m currently in Australia visiting my brother for 2 weeks. Have you ever been to Australia? 🇦🇺 If so, what was your favorite place to visit or thing to do? Hit reply and let me know!
Gannon Nordberg shares simple tutorials to help you become a smarter Apple user in 3 minutes or less. Every 2 weeks, you'll get 1 actionable tutorial on how to use your Apple tech to be more organized, productive, and stress-free. Former Apple Certified Consultant and Mac Technician of 7 years.
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