How to Backup Website Files

Backing up your website files is one of the most critical yet often overlooked tasks in website maintenance. Whether you run a personal blog, an e-commerce store, or a corporate portal, losing your website files due to hacking, server failure, human error, or software corruption can result in hoursor even daysof downtime, lost revenue, and damaged reputation. A reliable backup strategy ensures that no matter what happens, you can restore your site to its last known good state with minimal disruption.

This comprehensive guide walks you through every aspect of backing up website filesfrom manual methods to automated solutions. Youll learn how to identify what needs to be backed up, how to execute backups correctly, which tools to use, and how to avoid common pitfalls. By the end of this tutorial, youll have a clear, actionable plan to safeguard your websites integrity and ensure business continuity.

Step-by-Step Guide

Understand What Constitutes Website Files

Before you begin backing up, its essential to know exactly what files make up your website. Website files typically include:

• HTML, CSS, JavaScript files The core structure and styling of your site.
• Media files Images, videos, audio, PDFs, and other assets uploaded via your CMS or manually.
• Configuration files Files like .htaccess, wp-config.php, nginx.conf, or web.config that control server behavior.
• Themes and plugins Especially important for CMS platforms like WordPress, Joomla, or Drupal.
• Custom scripts and applications Any PHP, Python, Node.js, or other server-side code youve written or installed.

Important: Website files are different from your database. While this guide focuses on files, you should always back up your database separately (e.g., MySQL, PostgreSQL, MongoDB). A complete backup includes both files and database.

Access Your Website Files

To back up your files, you need access to your web server. There are several ways to access them, depending on your hosting environment:

1. Using FTP/SFTP

File Transfer Protocol (FTP) and its secure version, SFTP (SSH File Transfer Protocol), are the most common methods for accessing website files. Most hosting providers offer FTP credentials in their control panel.

To connect via FTP/SFTP:

1. Download an FTP client like FileZilla, WinSCP, or Cyberduck.
2. Enter your server hostname (usually your domain or an IP address), username, and password provided by your host.
3. Select SFTP if available for encrypted transfer.
4. Connect and navigate to the root directory (often named public_html, www, or htdocs).

Once connected, youll see all your website files and folders. Avoid modifying or deleting files unless youre certain of their function.

2. Using cPanel File Manager

If your hosting provider uses cPanel, you can access files directly through the browser:

1. Log in to your cPanel dashboard.
2. Click on File Manager under the Files section.
3. Select the directory you want to browse (usually public_html).
4. Check Show Hidden Files to view configuration files like .htaccess.
5. Select files or folders, then click Download to save them to your local machine.

This method is ideal for users unfamiliar with FTP clients or those needing quick access without installing software.

3. Using SSH (Command Line)

For advanced users, Secure Shell (SSH) provides direct terminal access to your server. This method is faster and more powerful, especially for large sites.

To use SSH:

1. Open a terminal (macOS/Linux) or PuTTY (Windows).
2. Connect using: ssh username@yourdomain.com
3. Navigate to your website root: cd public_html
4. Create a compressed archive: tar -czf backup.tar.gz .
5. Download the archive using SCP: scp username@yourdomain.com:backup.tar.gz ~/Desktop/

Using SSH gives you full control and is ideal for scripting automated backups.

Choose What to Back Up

Not all files need equal attention. Prioritize:

• Custom content Any files youve uploaded or modified manually.
• Configuration files These are often unique to your setup and hard to recreate.
• Themes and plugins Especially if youve customized them.
• Media uploads Images and videos are frequently the largest files and hardest to replace.

Ignore temporary files like cache folders (/wp-content/cache/), logs (/logs/), or session files unless youre troubleshooting. These regenerate automatically and bloat your backup.

Create the Backup

Once youve accessed your files, create a backup using one of the following methods:

Method 1: Manual Download via FTP/SFTP

This is the simplest approach for small websites:

1. Open your FTP client and navigate to your website root.
2. Select all folders and files (Ctrl+A or Cmd+A).
3. Right-click and choose Download.
4. Save the files to a dedicated folder on your computer (e.g., ~/Backups/website-name/).
5. Verify the download completed without errors.

Tip: Rename the folder with the date: website-backup-2024-06-15.

Method 2: Compress Files into a Single Archive

For efficiency and easier storage, compress your files into a single archive before downloading:

• On Windows (via FileZilla): Right-click the folder ? Compress ? Save as .zip.
• On macOS/Linux (via terminal): Navigate to your site root and run: zip -r backup.zip .
• Using SSH (recommended for large sites): Run tar -czf backup-2024-06-15.tar.gz public_html/

Compression reduces file size and transfer time. A .tar.gz file is preferred on Linux servers due to better compression ratios and preservation of file permissions.

Method 3: Use Your Hosting Providers Backup Tool

Many shared hosting providers (e.g., SiteGround, Bluehost, HostGator) offer one-click backup tools in their dashboards.

To use these:

1. Log in to your hosting control panel.
2. Look for Backup, Website Backup, or Restore under the Security or Advanced section.
3. Select Full Website Backup or Files + Database.
4. Initiate the backup. Wait for completion (may take minutes to hours depending on size).
5. Download the backup file via email or direct link.

While convenient, these tools often have limitations: limited retention, no scheduling, or storage caps. Use them as a supplement, not a primary strategy.

Verify Your Backup

Creating a backup is only half the battle. You must verify it works.

To test your backup:

1. Locate the downloaded archive on your computer.
2. Extract it to a new folder.
3. Open a local server environment like XAMPP, MAMP, or Local by Flywheel.
4. Place the extracted files into the servers root directory (e.g., htdocs).
5. Start the server and visit http://localhost.
6. Check if your site loads correctly. Test key pages, forms, and media.

If the site doesnt load, the backup is incomplete or corrupted. Re-create it and try again.

Store Your Backup Securely

Never store backups only on your local machine or the same server as your live site. If your computer crashes or your server is compromised, you lose everything.

Use the 3-2-1 backup rule:

• 3 copies of your data (live site + 2 backups).
• 2 different storage types (e.g., external hard drive + cloud).
• 1 offsite copy (e.g., Google Drive, Dropbox, Backblaze).

Recommended storage locations:

• External hard drive (encrypted)
• Cloud storage: Google Drive, Dropbox, OneDrive, or Amazon S3
• Versioned backup services: Backblaze B2, Wasabi, or Arq

For maximum security, encrypt your backup files using tools like 7-Zip (with AES-256) or GPG before uploading.

Establish a Backup Schedule

Manual backups are error-prone and unsustainable. Set up a consistent schedule:

• Daily For high-traffic e-commerce or content sites with frequent updates.
• Weekly For blogs or small business sites with moderate updates.
• Monthly For static sites with rare changes (e.g., portfolios).

Always back up before major changes:

• Updating your CMS or plugins
• Changing themes
• Installing new software
• Modifying server configuration

Use calendar reminders or automation tools to never miss a backup.

Best Practices

Automate Where Possible

Manual backups are unreliable. Automation ensures consistency. Heres how:

• WordPress users: Use plugins like UpdraftPlus, BlogVault, or Duplicator to schedule automatic backups to cloud storage.
• Linux servers: Use cron jobs to run daily tar and scp commands to upload backups to an external server or cloud bucket.
• Windows servers: Use Task Scheduler with PowerShell scripts to zip and upload files.

Example cron job (runs daily at 2 AM):

0 2 * * * tar -czf /backups/site-$(date +\%Y-\%m-\%d).tar.gz /var/www/html && scp /backups/site-*.tar.gz user@backupserver:/backups/

Use Versioned Backups

Dont overwrite old backups. Keep multiple versions so you can roll back to a specific point in time. Name files with timestamps:

• site-backup-2024-06-15-0200.tar.gz
• site-backup-2024-06-08-0200.tar.gz
• site-backup-2024-06-01-0200.tar.gz

Retain at least 37 versions. Use tools like rclone or rsync to manage versioned backups efficiently.

Separate Files and Database Backups

Website files and databases are independent. Backing up one without the other is incomplete. Always:

• Backup files as described above.
• Export your database using phpMyAdmin, mysqldump, or your CMSs built-in tool.
• Store database backups separately from files.

Example MySQL dump command:

mysqldump -u username -p database_name > backup-2024-06-15.sql

Compress the SQL file: gzip backup-2024-06-15.sql

Test Restores Regularly

A backup is only as good as its restore. Schedule quarterly restore tests:

• Download your latest backup.
• Set up a staging environment (e.g., a subdomain like staging.yoursite.com).
• Restore files and database.
• Verify functionality: forms, logins, checkout, images, plugins.
• Document the process for future reference.

Never assume your backup worksprove it.

Encrypt Sensitive Backups

Backups may contain sensitive data: database credentials, API keys, user emails, or payment information. Encrypt them:

• Use 7-Zip or WinRAR with AES-256 encryption.
• Use GPG (GNU Privacy Guard): gpg --symmetric --cipher-algo AES256 backup.tar.gz
• Store passwords in a secure password manager (e.g., Bitwarden, 1Password), never in plain text.

Monitor Backup Success

Automated backups can fail silently. Set up notifications:

• Configure your backup tool to email you on success/failure.
• Use monitoring tools like UptimeRobot or Healthchecks.io to ping after each backup.
• Check logs regularly: /var/log/cron or your plugins backup history.

Keep Backups Offsite

If your server is hacked or suffers a hardware failure, your local backups are useless. Always store at least one copy offsite:

• Cloud storage (Google Drive, Dropbox, S3)
• External hard drive kept in a secure location (e.g., home safe, office)
• Remote VPS or dedicated server

Never store backups on the same server as your live site.

Document Your Process

Create a simple backup and restore guide for your team or future reference:

• Where files are stored
• How to access the server
• Where backups are saved
• How to restore files and database
• Who to contact if something fails

Store this document in a shared, accessible location (e.g., Notion, Google Docs).

Tools and Resources

Free Tools

• FileZilla Open-source FTP/SFTP client for Windows, macOS, and Linux.
• WinSCP Secure file transfer for Windows with scripting support.
• 7-Zip Free compression tool with AES-256 encryption.
• gpg (GnuPG) Command-line encryption for Linux/macOS.
• mysqldump Built-in MySQL utility for database backups.
• tar and zip Standard Unix/Linux compression utilities.
• rsync Efficient file synchronization tool for incremental backups.

WordPress Plugins

• UpdraftPlus Most popular; supports cloud storage (Google Drive, Dropbox, Amazon S3, OneDrive).
• BlogVault Real-time backups, one-click restores, malware scanning.
• Duplicator Excellent for migrating and backing up entire sites.
• BackWPup Free plugin with scheduling and cloud integration.
• All-in-One WP Migration Simple drag-and-drop backups and restores.

Cloud Storage Services

• Google Drive 15 GB free; easy integration with UpdraftPlus.
• Dropbox 2 GB free; reliable and user-friendly.
• Amazon S3 Scalable, low-cost storage; ideal for businesses.
• Backblaze B2 $0.005/GB/month; excellent for large backups.
• Wasabi No egress fees; great alternative to S3.
• Microsoft OneDrive Integrated with Windows; good for personal use.

Server-Level Tools

• cron Task scheduler on Linux/Unix systems.
• rsync Efficiently syncs only changed files.
• rclone Command-line tool to sync files to cloud storage (supports 40+ services).
• rsnapshot Uses rsync to create incremental backups with hard links.
• borgbackup Deduplicated, encrypted backups with compression.

Monitoring and Alerting

• Healthchecks.io Monitor cron jobs and scripts with email/SMS alerts.
• UptimeRobot Monitor site uptime and trigger alerts on failure.
• Logwatch Summarizes system logs for backup-related errors.

Learning Resources

• DigitalOcean: Website Backup Guide
• WordPress Official Backup Documentation
• Linux Backup Best Practices
• BleepingComputer: Complete Backup Guide

Real Examples

Example 1: Small Business Blog (WordPress)

A local bakery runs a WordPress site with 50 blog posts, 200 images, and a contact form. They update content weekly.

Backup Strategy:

• Install UpdraftPlus plugin.
• Configure backup to run every Sunday at 3 AM.
• Send backups to Google Drive.
• Retain 5 versions.
• Test restore every 3 months on a staging site.

Outcome: After a plugin conflict broke their site, they restored from the previous Sundays backup in under 10 minutes. No data lost. No downtime beyond the restore window.

Example 2: E-Commerce Store (Custom PHP)

An online clothing store uses a custom PHP/MySQL platform with 10,000 product images and 5,000 customer orders.

Backup Strategy:

• SSH into server daily at 1 AM.
• Run script: tar -czf /backups/site-$(date +\%Y-\%m-\%d).tar.gz /var/www/html/ && mysqldump -u user -p dbname > /backups/db-$(date +\%Y-\%m-\%d).sql
• Use rclone to sync /backups/ to Backblaze B2.
• Store encrypted copy on encrypted external drive kept offsite.
• Monitor backup success via Healthchecks.io.

Outcome: After a ransomware attack encrypted live files, the team restored the entire site from the previous days backup in 2 hours. Lost zero customer data. Server was reimaged and secured.

Example 3: Static Portfolio Site (HTML/CSS)

A freelance designer has a simple 10-page static site hosted on Netlify with no CMS.

Backup Strategy:

• Download entire site folder via FTP once a month.
• Compress into portfolio-backup-2024-06-01.zip.
• Upload to Dropbox.
• Keep last 3 versions.
• Before major design changes, manually trigger a backup.

Outcome: When a CSS update broke the mobile layout, they reverted to the previous version without needing to rebuild from scratch.

FAQs

How often should I backup my website files?

It depends on how frequently your site changes. For blogs or e-commerce sites with daily updates, daily backups are recommended. For static sites, weekly or monthly is sufficient. Always backup before making major changes.

Is backing up just the database enough?

No. The database stores content like posts and user data, but your website files (themes, plugins, images, scripts) are equally vital. Missing files can break your site even with a perfect database.

Can I rely on my hosting providers backup service?

Some providers offer backups, but they often retain only 714 days and may not include databases. Relying solely on them is risky. Always maintain your own independent backups.

Whats the difference between a full backup and an incremental backup?

A full backup copies all files every time. An incremental backup only copies files changed since the last backup. Incremental backups save space and time but require more complex restoration. Use full backups weekly and incremental daily.

How do I know if my backup is corrupted?

Try extracting it. If it fails or files are missing, the backup is corrupted. Always test restores periodically. If your backup file size is unusually small, it may be incomplete.

Should I backup my .htaccess file?

Yes. The .htaccess file controls URL rewriting, redirects, security rules, and caching. Losing it can break your sites functionality or SEO structure.

Can I backup a website from another server?

Yes. Use tools like wget, curl, or HTTrack to download a copy of your live site. This is useful for migration or archiving. However, this wont capture dynamic content or databasesuse server access for complete backups.

Whats the best cloud storage for website backups?

For individuals: Google Drive or Dropbox. For businesses: Amazon S3, Backblaze B2, or Wasabi. Choose based on cost, storage limits, and ease of integration with your backup tool.

Do I need to backup my website if I use a platform like Wix or Squarespace?

Even on drag-and-drop platforms, you should export your content. These platforms lock you in. If you ever switch hosts or need to recover data, having an export (HTML, images, text) is essential.

What happens if I dont backup my website?

You risk permanent data loss from hacking, server crashes, accidental deletion, or software errors. Recovery may be impossible, leading to lost revenue, SEO rankings, and customer trust.

Conclusion

Backing up your website files is not a one-time taskits an ongoing discipline essential to your digital survival. Whether you manage a personal blog or a mission-critical e-commerce platform, the cost of not having a reliable backup far outweighs the time and effort required to set one up.

In this guide, youve learned how to identify critical files, access your server, create and verify backups, choose the right tools, and establish a sustainable backup routine. Youve seen real-world examples of how backups saved businesses from disaster and understood why automation, encryption, and offsite storage are non-negotiable.

Remember: A backup you dont test is not a backup at all. Schedule your first restore test today. Document your process. Automate what you can. Store copies in multiple locations. And never, ever assume your site is safe just because its running right now.

By implementing the strategies outlined here, youre not just protecting your websiteyoure protecting your time, your reputation, and your livelihood. Start today. Backup now. Sleep better tonight.