Returning a company computer
What to back up, what to sign out of, and what to leave alone before handover.
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Moving to a new computer
A computer swap is the moment local-only files, browser bookmarks, app settings, and "I always meant to back that up" content disappear. Spend 30 minutes confirming what is in the cloud and what is only on the old machine before IT wipes it.
What's Already Safe
Files in the cloud should appear automatically on the new computer
OneDrive, SharePoint, Box, Dropbox, Google Drive, and Egnyte
Anything saved in these apps is in the cloud. On the new computer, install the same app, sign in with the same work account, and let it sync. Pinned or "always available offline" settings are per-computer and need to be reset.
Email, calendar, contacts, and Teams chats
These live in your Microsoft 365 or Google account, not on the computer. Sign into Outlook or your mail app on the new computer with the same work email and they appear automatically.
Browser bookmarks and passwords (if you signed in to the browser)
Edge bookmarks and passwords sync to your work Microsoft account if Edge sign-in is enabled. Chrome syncs to a Google account, and Firefox syncs to a Firefox account. If you never signed in to your browser, bookmarks are local-only — export them now.
What Will Disappear
Find these on the old computer before it goes back to IT
Files saved to Desktop, Documents, or Downloads that aren't in OneDrive
Open File Explorer and check Desktop, Documents, and Downloads. Anything you want to keep needs to be moved to OneDrive, SharePoint, or another cloud-synced location before the swap.
Email signatures, Outlook rules, AutoText, custom dictionaries
Outlook web has signatures synced to your account, but classic Outlook desktop signatures are local. Take screenshots or copy them to OneNote so you can recreate them on the new computer.
App-specific local content
Bluebeam tool chests and profiles, AutoCAD CUI customizations, ArcGIS Pro custom favorites, Photoshop brushes and presets, Excel personal macro workbook, sticky notes, and saved searches all tend to be local. Export or screenshot them.
Saved Wi-Fi networks and printer connections
You will need to re-add home and office Wi-Fi credentials and reinstall printers on the new computer.
Day One on the New Computer
The order that gets you working fastest
Sign in with your work account first
On Windows, sign in with your work account if your company has set the computer up that way. On macOS, follow your company's setup steps and then sign in to your work apps with the account IT provides.
Let OneDrive (or your cloud sync app) start syncing right away
Open OneDrive and sign in immediately so files start syncing in the background while you set up other apps.
Install business apps in priority order
Email and Teams first, then your everyday production apps (Office, Bluebeam, AutoCAD, ArcGIS, Photoshop), then secondary apps. Test sign-in for each one before moving on.
Set up your authenticator app on the new computer's prompts
Many apps will trigger a fresh MFA prompt on the new computer. Have your phone nearby.
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The order that gets you working on a brand-new computer at a new job.
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