How to Transfer Data to a New Computer
Four reliable ways to move files, photos and settings to a new Windows or Mac computer, what to check afterwards and which method suits your situation.
Moving to a new computer is exciting until you remember that your whole digital life is on the old one. The task is less daunting if you break it into what must move, how it will travel and how you will confirm it arrived.
Decide what to move
Make a quick inventory:
- Documents, desktop and downloads folders.
- Photos, music and videos, which are often the biggest.
- Browser bookmarks and saved passwords. Use your browser account sync or a password manager rather than copying files.
- Email and calendars, which are usually cloud-based but may have local archives.
- Application data and licences, such as accounting software or creative tools.
Programs themselves generally have to be reinstalled on the new machine, not copied. Note down licence keys or account logins now.
Four ways to transfer
1. Cloud storage
Upload to a cloud service from the old computer and download on the new one. It is simple and keeps an extra copy, but depends on your storage allowance and internet speed. See our comparison of cloud storage versus an external hard drive.
2. External drive
Copy files to a USB drive or external disk, then plug it into the new computer. It is fast, works offline and is easy to understand. This is often the best option for large photo collections.
3. Built-in migration tools
Windows and macOS both offer guided transfer assistants that move user accounts, files and some settings across, using a cable or your network. These suit people who want most things carried across with little fuss. Read the on-screen choices carefully so you do not carry over clutter.
4. Direct network or cable transfer
For very large amounts of data, connecting the computers directly or over a wired home network is fastest. This takes a little more know-how, and a technician can do it quickly.
A sensible order of work
- Back up the old computer first. See how to back up your computer.
- Set up the new computer and install updates. Our new laptop checklist covers that.
- Transfer in stages, starting with the most important folders.
- Check that files open and photos display.
- Reinstall programs and sign in to accounts.
- Keep the old computer for a few weeks before wiping.
Common pitfalls
- Hidden folders. Some programs keep data outside the usual folders. Check app settings for export options.
- Licence limits. Some software allows only a set number of installations, so deactivate on the old machine.
- Email stored locally. Export archives if needed before wiping.
- Missed files on a second drive or in cloud-only placeholders that are not downloaded.
- Wiping too soon. You will remember the one folder you forgot only after it is gone.
Safely retiring the old machine
Once everything is confirmed, sign out of accounts, deactivate licences and wipe or reset the device. If you plan to sell, recycle or give it away, follow the steps in disposing of old computers and phones safely.
When to get a technician
If you have a lot of data, an old failing drive or several accounts, paying for help can be cheaper than the risk. On Compito you can search by postcode, compare ID-verified local providers and send a request describing the old and new devices. You receive an offer, accept and pay online and message the provider to agree what will be transferred. See tech support services.
A worked example: 250GB in an evening
Someone moving to a new laptop has about 250GB, mostly photos, plus two years of documents and a mail archive. Over home broadband with a modest upload speed, putting that in the cloud and pulling it back down could take days. A 1TB external drive does it in an hour or two. They copy the photos and documents across in stages, check a handful of files from each folder, export the mail archive and note which programs need licence keys. The old machine stays on the shelf for a month, just in case.
Which method suits which situation
| Situation | Often the best route |
|---|---|
| Small amount of data, fast broadband | Cloud storage |
| Large photo and video library | External drive |
| Same operating system, want settings carried across | Built-in migration tool |
| Old computer will not boot | Remove the drive and read it on another machine |
| Many accounts and programs | Staged transfer, possibly with a technician |
A checklist before you wipe the old one
- Open a sample of files from every main folder on the new computer.
- Confirm photos are complete and not just thumbnails.
- Export or sync email and calendars and check they appear.
- Note licence keys, serial numbers and account logins.
- Make sure the browser's bookmarks and saved logins have gone across.
- Check printers, scanners and special devices have drivers for the new machine.
- Keep the old computer for a few weeks.
Edge cases
Old computers that are failing. Copy the most important files first, then the rest. Clicking noises or repeated freezes are signs to stop and ask for help.
Shared family computers. Each user account has its own folders, so check each one, plus any shared folders.
Work files. If a computer is used for work, do not move company data to personal storage without permission.
Very old files and formats. Some old documents or programs may not open on new software. Convert important ones while the old machine still works.
Frequently asked questions
Can I transfer programs as well as files?
Generally not by copying. You install them again on the new computer, then sign in or enter the licence. Migration tools may carry some settings.
Can I move from Windows to Mac, or the reverse?
Yes, for files, photos and documents. Programs will need versions for the new system, and some will not exist, so check compatibility.
How long does a transfer take?
From a few minutes to many hours, depending on data size and method. Large photo libraries are the usual cause of delay.