How to Transfer Files From One Computer to Another

How to Transfer Files From One Computer to Another

Every week we receive at least one email asking us how to move files and folders from one PC to another. The best way is to use OneDrive. But OneDrive (free) only gives you 5 GB of space – hardly enough space to back up one main user folder for most people.

My Documents folder is 16 + GB for example. You can buy more OneDrive space but your best option is to buy a subscription to MS 365 and get Microsoft Office (365) PLUS 1 TB of OneDrive space which should be plenty for enough space for most people. An MS 365 personal subscription is currently $6.99 a month or $69.99 per year (paid annually). You’ll not only get 1TB of OneDrive space, but you’ll also get the latest versions of Microsoft Word, PowerPoint, Excel, etc. If you’re interested see this Microsoft page.

The best part about OneDrive is that it integrates seamlessly with Windows. So your Documents, Pictures, Music, and Video folders are automatically backed up to OneDrive (Cloud). If you get a new computer all you have to do is to sign in to your OneDrive account and all your important files are immediately available on your new computer.

But we know not all of you like the idea of backing up files to the cloud and some of you don’t want to pay $70 a year (or more) for OneDrive.

Here is the way we recommend to transfer (copy) files/folders from one computer to another.

Before you do anything else, make it easy on yourself and add “Copy to” and “Move to” to your Windows 10 or Windows 11 Right-click menu. Follow the instructions on this page to learn how to add “Copy to” and “Move to” to your Windows 10 or Windows 11 right-click menu.

OK let’s get started…

1. You’ll Need an External Hard Drive. You can buy an inexpensive 1 terabyte external hard drive from Walmart, Best Buy, Amazon, etc. for around $50. Once you get it, take our advice and DO NOT install the software that comes with the drive – you don’t need it.

2. Plug the external drive into a USB port on your old computer and copy the entire C:\Users\Your Username folder to the external drive. If you are not sure of your account username, open a Command Prompt (type COMMAND in the taskbar search and press Enter). Type WHOAMI at the Prompt and press Enter.

3. Unplug the external drive from the old PC and plug it into the new one.

4. Open the username folder you copied to the external drive.

a. Open the C:\Users\Your Username\Documents folder on your external drive and select all the files inside it (CTRL+A to select all files). Once they are all selected, right-click on any of the selected files, choose “Copy to folder” and select the Documents folder on your new PC. Wait until all the files and folders from your C:\Users\Your Username\Documents folder have been copied to the Documents folder on the new PC.

b. Next open the C:\Users\Your Username\Pictures folder on your external drive and select all the files inside it (CTRL+A to select all files). Once they are all selected, right-click on any of the selected files, choose “Copy to folder” and select the Pictures folder on your new (or other) computer.

c. Do the same as above with your Documents and Pictures with your Music folder and your Video folder (if there is anything in it).

One essential thing to remember is that you should never copy the documents/pictures/music/etc. folders on the external drive directly to your new PC. If you do, you’ll have a mess where clicking “Documents” opens a folder with another folder called “Documents” inside. Always open the folder on the external drive, select all the files/folders inside it, and copy them to the corresponding folder on the new PC.

Now you know the best way to transfer files and folders from one computer to another.