A new computer should make work easier, not create a week of “where did that file go?” Whether you’re replacing one machine or setting up a new hire, this is the checklist I follow so nothing slips through the cracks.
Before you unplug the old computer
- Back everything up. Documents, desktop files, downloads, and anything saved in odd places.
- List the programs you use, including license keys or account logins you’ll need to reinstall.
- Check your browser for saved bookmarks and make sure passwords are in a password manager, not just saved in the browser on that one machine.
- Note your email setup, especially if you use a desktop email program.
- Write down printers and shared drives the computer connects to.
Setting up the new computer
- Run all system updates before anything else. It may take a couple of restarts.
- Create the user account with a strong password, and turn on the screen lock.
- Sign in to your work accounts: email, cloud storage, and any business software.
- Install your programs from official sources only.
- Move your files over and spot-check that they open.
- Connect printers, scanners, and shared drives.
- Set up your backup so it runs automatically.
- Turn on the built-in security tools and make sure they’re active.
Security basics that are easy to skip
- Turn on disk encryption if it isn’t on by default
- Remove any trial software you don’t need
- Set updates to install automatically
- Use a separate admin account if several people share the machine
Test before you retire the old one
Use the new computer for a normal workday or two before wiping the old one. You’ll almost always discover one program, file, or setting you forgot. Once you’re sure everything moved, wipe the old computer properly before donating, recycling, or selling it.
A note on printers
Printers cause more new-computer headaches than anything else. Download the driver or app from the manufacturer’s website for your exact model. If it still won’t connect, my printer troubleshooting guide covers the usual fixes.
Questions I hear a lot
How long does a new computer setup take?
A single computer usually takes a few hours, most of it waiting on updates and file transfers.
Should I wipe my old computer myself?
You can use the built-in reset option, but make sure your backup is complete and tested first.
If you want a second set of eyes
If you’d rather not spend your afternoon on this, I set up new computers onsite around Stow and Summit County. Here’s more about tech help and installs.