Backup vs Sync: Differences Between Them & When to Use?

What is Backup or Sync?

Backup and sync are different approaches to protecting and managing files that have become popular with the rise of cloud storage. But in daily use, most users often confuse or cannot correctly distinguish between the two. So, backup vs. sync, what’s the difference between them? Which should you choose? Without wasting your time, let's get into it!

• Backup refers to the process of copying data from one area to another, typically from one hard drive to another, and it could also be to an online location. It can be done manually or automatically. Backup is useful to ensure file availability in case the original data is lost, damaged, or corrupted.
• Sync involves having a collection of files in two or more locations where changes made in one copy are reflected across all others. It aims to keep data in different locations on a system or across several systems up-to-date. It is noteworthy that popular cloud storage services like Google Drive, OneDrive, and Dropbox are cloud sync tools.

In the following, we will cover the differences between backup and sync, when to use backup or sync, and the best free backup and sync software for Windows for you.

Backup vs Sync: Differences & When to Use

Now, you know what are backup and synchronization, but what are the differences between backup and sync? How to choose between them? The following table highlights the major differences between them and some common cases for using them are followed as well.

Comparison Items	Backup	Sync
Data Status	A backup is a one-way copy of files. Due to the lag nature of backup operations, the data may not be identical.	Synchronization is bidirectional in nature, with all locations sharing the same version of files.
Purpose	Make copies of files for quick restoration in the event that the system fails and other accidents.	Easy for file access use an internet-connection device, and simple to work together on a project with partners.
Types	Full Backup Incremental Backup Differential Backup	One-way sync Two-way sync
Advantages	High security for data, as deleting a file from one location or address won't delete it from another.	File synchronization is quick, and makes sure accessibility and collaboration of files from anywhere.
Disadvantages	Backup needs more time and it requires restoration for a preview.	Files can easily be accidentally modified or deleted.

When to Use Sync or Backup?

Though data backup and data sync may seem similar at first glance, they have huge differences. To choose file sync vs backup, there are some cases you can take into reference:

In what cases should you use backup:

• As a business user, you need to protect and maintain critical files, enabling version control and data recovery in case of emergencies.
• As an archivist, you need to preserve historical records and documents, for long-term archival storage.
• As a student or employee, you need to secure academic projects, papers, research, work documents, and other data.

In what cases should you choose sync:

• You need to collaborate seamlessly with colleagues on certain projects.
• You wish to enable instant updates for files across devices.
• You are working remotely and want to ensure team members have access to the latest versions in real time.

Best Free and Reliable Backup and Sync Software for Windows

Now you know sync vs. backup, the difference between them, and the different scenarios of use. Then, how to create a backup or sync on your computer? AOMEI Backupper Standard, free Windows backup and sync software, offers you both two capabilities.

Backup functions

√ It offers to create system backup, disk backup, partition backup, as well as folder/file backup.

√ It supports various storage devices, including local drive, external hard drive, USB flash drive, NAS, cloud storage, etc.

√ It is embedded scheduling functionality that can help you perform daily/weekly/monthly/event triggers/USB plug in backups.

√ It offers a variety of backup options, such as image compression, backup priority, backup split, and more.

Sync functions

√ It allows you to sync computer folders to NAS, local & external drives, clouds, or vice versa.

√ It supports syncing files between different locations, such as syncing laptop and desktop, syncing two external hard drives, and more.

√ If you set up a sync schedule, it can automatically synchronize changed files from the source directory to the target directory.

You can download and run this freeware on your computer, and follow the guide below to learn how to create backup vs. sync on your computer. (PS: It supports Windows 11, 10, 8, 8.1, 7, XP, and Vista. If you are a server user, please try AOMEI Backupper Server.)

How to Create Data Backup Easily

In the following content, we will show you how to do file backup in Windows 10 computer:

Step 1. Launch AOMEI Backupper Standard, select Backup, and then File Backup.

Step 2. Click Add File or Add Folder to add what you want to back up.

Note: If you want to exclude files with specific formats that you don't want to backup, upgrade to Professional edition, and click the funnel icon on the select box to configure Filter settings.

Step 3. Tap on the destination box and choose a storage path. To backup on a USB drive or other external devices, please connect it to your computer in advance.

Step 4. Customize the backup task as needed. Click Start Backup to begin the backup task.

Options: including settings like backup compression, backup split, comments, email notifications, etc.

Schedule Backup: setting up auto backup on the basis of Daily, Weekly, Monthly, and so on.

Backup Scheme: deleting old backups automatically according to the rule you created. Available in advanced editions.

How to Perform File Synchronization Easily

To set up a file sync, you can go on with the guidelines below:

Step 1. Head to the Sync tab and pick Basic Sync.

Notes:

Basic Sync performs one-way sync from the source location to the destination.

After upgrading to Professional or higher edition, you can enjoy other sync options, including Real-Time Sync, Mirror Sync (always keep the destination directory exactly the same as the source), and Two-Way Sync.

Step 2. Click Add Folder to choose the folder(s) you want to sync. You can hit the + button to add multiple folders.

Step 3. Choose your destination location according to your needs.

Step 4. Configure an auto sync under Schedule Sync if needed. Then, click Start Sync to sync files.

★Tips:

There cannot be an inclusion relationship between the source folder and the target folder.

After configuring the synchronizing task, please do not change the name of the source folder.

Conclusion

That's all about the difference between backup vs. sync. If you need free backup and synchronization software for Windows, AOMEI Backupper Standard is an excellent choice. This tool meets all your needs in backup and synchronization, and can also implement functions such as disk cloning, Windows bootable drive creation, and so forth.