Moving to a new computer should feel like an upgrade. Too often it feels like a stressful guessing game — wondering whether the photos from 2015 are still on the old machine, whether the email is set up correctly, whether you’ve missed something important. The worry is understandable, but it’s almost always based on not knowing what needs to happen. This guide explains exactly what transfers, what doesn’t, and how to do it in a way that doesn’t leave anything behind.
One thing to clarify upfront: this page is about moving between two Windows computers (or two Macs). If you’re moving data from a phone to a new phone, see our iPhone data transfer guide. If you’ve already got the new computer but haven’t set it up yet, see our new computer setup for seniors guide or the general new computer setup service — the file transfer is part of that process.
What transfers to a new computer — and what never does
This is the most important thing to understand before doing anything else. Many people assume everything can be copied across like moving boxes from one house to another. It’s not quite that simple — because installed programs never transfer. Only your data does.
| What you want to keep | Transfers? | How / notes |
|---|---|---|
| 📷 Photos & videos | ✓ Yes | Files copy directly. Check Pictures folder and any external drives or camera cards. Also check Desktop and Downloads — many photos end up there. |
| 📄 Documents, PDFs, spreadsheets | ✓ Yes | Documents, Desktop, Downloads folders. Also check any custom folders you may have created — common ones are named after family members or projects. |
| 📧 Gmail / Outlook / iCloud email | ✓ Yes (sign in) | Sign into the same account on the new computer — emails are on the provider’s server and appear automatically. See our email setup guide for each provider. |
| 📧 Windows Live Mail / Thunderbird | ⚠️ Needs export | Emails stored locally on the old computer — they must be exported first. Do this before the old computer fails. We handle this during the visit. |
| 🌐 Browser bookmarks & favourites | ✓ Yes (export) | Export as HTML from old browser, import on new. Or sign into Chrome/Edge with a Google/Microsoft account — bookmarks sync automatically. |
| 🔑 Saved passwords | ⚠️ Some ways | Passwords saved in Chrome/Edge sync if you’re signed in with a Google/Microsoft account. Passwords saved in Windows itself don’t transfer — note important ones down before switching. |
| 📦 Installed programs (Word, Photoshop, etc.) | ✗ No | Programs must be reinstalled on the new computer. They cannot be copied across. You’ll need the original licence key or subscription login for each paid program. |
| 🖨️ Printer & scanner | ✗ Reinstall | Printer drivers must be reinstalled on the new computer. We handle this during setup — see our wireless printer setup guide for what’s involved. |
The most important rule: Don’t wipe, sell, or donate the old computer until you’ve confirmed everything has transferred to the new one and is working correctly. The old computer is your safety net. We’ve seen many situations where a family donated the old computer to charity on the same day as getting the new one set up — and only realised later that old emails, a specific folder of photos, or a document were left behind. Keep it for at least two weeks after the transfer.
Back up before you do anything else
Before moving any files, create a backup. This sounds obvious but it’s the step most people skip — and when something goes wrong mid-transfer (the old computer freezes, a USB drive disconnects at the wrong moment), a backup means you start over rather than lose data permanently.
Simplest backup: external hard drive
Plug in an external hard drive (1TB drives are around $60–$80 from JB Hi-Fi or Harvey Norman). On Windows: search “Backup settings” → Add a drive → select your external drive → “More options” → Back up now. This creates a complete backup of your Documents, Pictures, Desktop, Downloads, and Music folders.
Tip: leave the backup drive plugged in overnight to ensure it completes fully before you start any transfer.
Cloud backup option
If you have OneDrive, Google Drive, or iCloud set up on the old computer and it’s been syncing, your files may already be backed up online. Check by opening the cloud storage app and confirming your photos and documents are visible there. This is the fastest option if the sync has been running — and means files appear automatically on the new computer when you sign in.
Caution: don’t only rely on cloud backup if the old computer is showing signs of hardware failure — sync may not have completed.
The 4 transfer methods — which one suits your situation
The files most people accidentally leave behind
A manual file transfer from Documents, Pictures, and Desktop covers most things — but there are several locations that regularly get overlooked. We check all of these during a transfer visit:
The Downloads folder
Consistently the most-missed location. Years of statements, forms, receipts, photos from email attachments, and important documents accumulate in Downloads and are rarely backed up. Check C:\Users\[YourName]\Downloads — it’s often full of important files nobody expected to find there.
Music and Videos folders
People focus on Documents and Pictures and forget that Music and Videos are also user folders worth checking. Any music bought from iTunes or downloaded over the years lives in C:\Users\[YourName]\Music. Home videos are particularly easy to miss here.
Windows Live Mail or Thunderbird email stores
If the old computer uses Windows Live Mail or Thunderbird, emails are stored in hidden local folders — not in Documents. These must be exported before the old computer is decommissioned. See our email on a new computer guide for the POP3 email trap and what to do about it. We export these files specifically during our transfer visits.
Other drives and partitions
Some computers have a D: drive (a second partition or second physical drive) that stores documents separately from the C: drive. Open File Explorer and check whether there are drives listed beyond the C: drive. Also check any external hard drives, USB sticks, or SD cards that may be plugged into or associated with the old computer — photo libraries from older digital cameras often live on separate drives.
When the old computer is barely working — act now
If the old computer is running very slowly, making unusual noises, or showing signs of hard drive failure — transferring files becomes urgent. A failing hard drive can go from “working slowly” to “completely unreadable” without warning, and data recovery from a failed drive is expensive (often $300–$800+) and not always successful.
⚠️ Signs of imminent hard drive failure
- Clicking or grinding noises from the computer
- Very slow file opening — takes 30+ seconds
- Files that suddenly say “can’t be opened”
- Computer freezing frequently during normal use
- Windows showing a “check disk” error on startup
✅ What to do immediately
- Plug in an external drive and copy Pictures, Documents, Desktop, Downloads right now
- Don’t run disk cleanup or defrag on a failing drive — it can worsen damage
- Book a visit before the drive fails completely
- Tell us the computer is showing failure signs when you call — we’ll prioritise it
Even if the computer is only overheating or running slowly — not necessarily dying — the transfer is easier when the machine is still functional. Don’t wait for a crisis. If you’ve already decided it’s time to replace, book the transfer visit before the old computer gets any worse.
Frequently asked questions
Your data (photos, documents, emails) will transfer fine regardless of Windows version — files are files. The complication is programs: many older programs that ran on Windows 7 or 10 won’t run on Windows 11 without updates. We check which programs are installed on the old computer during the visit and advise on Windows 11 compatibility and alternatives where needed. If you’re unsure whether your old computer is still receiving security updates, see our Windows 10 end-of-life guide.
It depends on the amount of data and how the old computer is performing. For a typical home with 5–20GB of photos and documents — 45–75 minutes for the transfer itself. If the old computer is slow, the transfer takes longer. If it’s also a full new computer setup (email, printer, browser, walkthrough), expect 2–2.5 hours for the whole visit. We give an honest estimate when you call based on what you tell us.
Yes — data files (photos, documents, PDFs, videos) transfer fine between Mac and Windows. The complications are program-specific files: a Pages document from Mac needs to be saved as Word format to open on Windows, and vice versa. We handle the format conversion during the visit. Email is typically the trickiest part of a cross-platform transfer — see our email setup guide for details on each email provider.
Not a problem — just takes longer. 50,000 photos might be 100–200GB depending on how they were taken. Via USB external drive, 100GB transfers in about 30–40 minutes. Via the network it’s similar. The main thing is not to interrupt the transfer partway through — we let it complete fully and verify the file count matches before anything is removed from the old computer. For very large libraries we sometimes recommend setting up automatic backup via an external drive going forward, so you never have to do a large one-off transfer again.
Yes — file transfer is included in our new computer setup service. We set up the new computer, transfer all files, set up email, reconnect the printer, configure settings, and do a full walkthrough — all in one visit. For seniors, we take extra time to make sure the new computer looks familiar and feels comfortable before we leave. $89/hr, no call-out fee, all Melbourne suburbs. Call 0435 955 429.
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We come to your home, find every file that matters, transfer it all safely, and set up the new computer so it feels familiar from day one. $89/hr, no call-out fee, all Melbourne suburbs.
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