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VMware backup and recovery overview
Backing up VMware virtual machines is the process of creating VM copies in a safe location to protect data and businesses running on VMware from data disasters. Sometimes, your organization want to create a VMware template so that you can quickly deploy identical VMware virtualized environments.
Just keep on reading; we will guide you through 3 ways to backup ESXi/vCenter/vSphere VMs. Also, we will give you some best practices & tips about VMware backup to help you establish a solid backup system.
How to backup VMware virtual machine in 3 Methods
Below are 3 ways of protecting VMware environment – Export VMDK files, export OVA template, and use centralized VMware backup solution. We will give the detailed steps, advantages, and disadvantages.
Method 1. Export and backup VMware VMDK
VMware VMDK is an open VM disk file format developed by VMware. The VMware data will be stored in ESXi datastore in VMDK format. So, you can export VMDK files from VMware ESXi web Client. When you need data recovery, import the VMDK files to the VM environment. You can use VMware vCenter or ESXi web client to export and backup VMware VMDK files. Here are the detailed steps.
Note: Before you get started, please turn off the VM to ensure data consistency. If you don’t want to turn them off, please use method 2. in this article.
♦ Using VMware vCenter:
Step 1. Login your vCenter and locate the target virtual machine in vCenter.
Step 2. Right-click on the virtual machine and choose “Power” > “Power Off” to turn off the VM. 
Step 3. In vCenter, choose the target VM storage. And choose “Files” tab on the menu.
Step 4. Click the target VM from the left side of the window.
Step 5. Now click files named with .vmdk extension. Click “Copy To” from the menu. 
Step 6. Then choose a storage location to save the file.
Tip: You can also check the VM location and copy and paste the .vmdk file to a storage like HDD, NAS. To check a .vmdk file, right-click on the VM > Choose “Edit Setting” > “Expand the Hard disk”
♦ Using VMware ESXi Web client
Step 1. Open VMware ESXi web client, right-click on the target VM. Choose “Power” > “Power off” to turn off the virtual machine.
Step 2. Choose “Storage” on the left side of the ESXi web client.
Step 3. Click “Datastore browser” from the storage page.
Step 4. Choose the virtual machine folder and choose the .vmdk file, click “Download”. 
Step 5. Choose a location as the download destination from the pop-up window. And click Save. Now you have export vmdk file. When you need a VM store from .vmdk file, you can create a new virtual machine from vCenter or vSphere client web. And choose the .vmdk file to configure the VM environment during the VM creation process.
Advantages:
- Easy-to-operate
- Complete raw data
Disadvantages:
- Manual only, no scheduling
- No incremental backups
- Not easily portable across platforms
Best Use Case:
- Simple or lab environment
- Cold local backup.
Method 2. Export VMware VM to OVF template
.ovf template will include your VM data and configuration. Besides data backup, this method is usually used for VMware VM migration and data archival. Below is how to make a copy of VMware virtual machine by exporting VMware to OVF.
Step 1. Power off the target VM.
Step 2. On the VMware vSphere Client, right-click on the VM you would like to export. Choose “Export”. 
Step 3. It will pop up a confirmation window and tell you the file size. Click “OK” to continue.
Step 4. Specify a storage to save the .ovf file. When you need to restore or migrate VM from OVF template, you can create a new virtual machine from vCenter or VMware web client. Then you will be asked if you would like to create a VM using OVF. And follow the VM creation instructions to choose the OVF and restore the VM environment.
Advantages:
- Highly portable
- Export and backup VMware VM data and configuration
Disadvantages:
- Slower speed
- No incremental backups
- Not ideal for frequent backups
Best Use Case:
- Backup for simple or lab environment
- Data archive
- Distributing VM templates
Method 3. Best way to backup VMware VMs while running (scheduled and hot backup)
Exporting VMware to vmdk or ovf file is a native backup method. It is usually used for simple or lab environments. However, for important or complex virtual environments, professional enterprise-grade backup solutions are essential. Information2 (Info2Soft) provides a robust backup solution – i2Backup.
It helps users to centrally and easily backup all critical VMware VMs to safe locations (supporting HDD, local disk, ZFS storage, NAS drive, etc.). This VMware backup solution is compatible with all mainstream VMware versions, including VMware 6.5, 6.7, 7.0, 8.0.
Advantages:
- Centrally backup all or multiple VMware virtual machines with low resource consumption.
- Set up a backup schedule and run the VM backup task automatically.
- Support incremental and differential backup to save time and storage space.
- Support hot VMware backup. So, you can backup VMware virtual machine while running.
- And it offers more advanced features (such as compression, encryption, granular recovery, point-in-time recovery, immutable backup) to deliver smooth and secure data protection.
You can see the live demo video to see how it works:
Disadvantages:
- Third-party software. You will need to install and deploy it.
Best Use Case:
- Enterprise production
- Data centers
- Have to keep the VMs running
- Disaster recovery and compliance requirements
VMware VM Backup Best Practices (2026 Guide)
Backing up VMware environments isn’t just about copying virtual machines. Data administrators need to establish reliable recovery, minimal downtime, and long-term data integrity. Whether you are protecting a small lab or large data center, you can follow the proven backup best practices below.
1. Implement a 3-2-1 backup strategy
3-2-1 strategy means:
- 3 copies of your data (1 production + 2 backups)
- 2 different storage types (e.g., local disk + NAS/cloud)
- 1 offsite copy (for disaster recovery)
This strategy effectively avoids single points of failure and recoverability. If one backup file, another is still available.
2. Set automated backup frequency based on PROs and RTOs
It is a good idea to create VM backup schedule and how they’re restored based on your business’ RPOs (recovery point object) and RTOs (Recovery Time Objective). This effectively ensures business continuity, compliance and cost optimization. You should focus on your business’s data loss tolerance and downtime tolerance. If your RPO is short, schedule more frequent backup. If your RTO is short, store backups on fast storage or VM instant recovery (like i2Backup’s instant recovery).
Here is an example. Suppose your
RPO: 2 hours (you can lose at most 2 hours of data)
RTO: 30 minutes (site must be back online in 30 mins)
Then your suggested backup plan:
- Schedule incremental backups every 2 hours.
- Use backup tools that support instant recovery features.
- Additionally, I recommend replicating the virtual machine to a standby host to achieve high availability.
In this backup plan, you never lose more than 2 hours of data. And you can restore operations in under 30 minutes.
3. Follow “Full + Incremental” schedule.
Follow a “full + Incremental” schedule, also called Grandfather-Father-Son (GFS) to balance speed, storage, and allow to recover data from previous point in time. Configure backup frequency based on your actual VMware environment and data security requirements. Typically, professionals schedule full backups weekly or monthly, with daily incremental backups. Backups are usually performed during periods of low usage, such as overnight or on weekends.
Note：
- Full backup: Copy all selected data entirely. It takes longer time.
- Incremental backup: Copy only the data that has changed since the previous backup. It saves time and storage.
- Differential backup: Copy data that has changed or been added since the last full backup.
4. Monitor and report on backup jobs
It is recommended to establish a task monitoring and reporting mechanism to enable administrators to promptly track backup task status and respond swiftly to any failures or anomalies. When using i2Backup to protect VMware environments, the tool provides detailed backup and recovery reports featuring multi-dimensional statistical charts and sends email alerts for any failed or missed backup tasks.
5. Implement periodic restore tests
Regularly testing and validating backups not only helps administrators ensure that backup data is recoverable, but also identifies potential issues and verifies data integrity. Here are some tips about backup tests.
- Schedule at least one recovery operation per month in sandbox environment.
- Simulate data disaster environment and initiate VMware recovery.
- Verify backup integrity and application function as expected after recovery.
- Perform test after major VMware changes, like environment or system update, reconfiguration.
6. Utilize data encryption and immutable backups.
Ransomware or cyberattacks can pose serious threats to data security. They may lock your devices, rendering data inaccessible, or steal confidential information, leading to severe business disruptions, data breaches, and financial losses (due to ransom payments).
Take effective ransomware protection way for your VMware ESXi VM and other important data. Some professional backup solutions (like i2Backup) encrypt data during the backup process to avoid leakage. And its immutable backup capability makes VM backups unable to be changed, deleted, or overwritten. So even if attackers gain access, they can’t tamper with those backups.
7. Role-based access control for backup systems
Manage backups with role-based control is strongly suggested for large or medium enterprises. Many data disasters are caused by human operations. When an organization has multiple data security personnel, granting identical permissions to everyone undoubtedly increases the likelihood of data loss due to human error.
Role-based access control assigns users access permission based on predefined roles to manage who can perform operations, view data, modify schedules, and so on. This mechanism enhances system security by restricting operational permissions to authorized personnel. Also, it streamlines management processes by grouping users with similar responsibilities.
Conclusion
This post discusses how to backup VMware virtual machines with 3 methods. Exporting VMware to VMDK or OVA templates is useful when your environment is simple. However, for higher data security, using professional VMware backup solution like i2Backup to create backup schedules is more recommended. This tool enables centralized backup of all critical virtual machines and offers numerous advanced features such as automated backups, rapid recovery, and immutable backups.
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