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Faculty & Staff - New Computer

This article lays out the steps of computer requests, replacements, data backup, etc...

Request A Computer

New Employee

New Position

Funding should have been provided with the newly created position. Complete an order for a new computer on the Campus Technology Purchasing page

Re-Filling a Current Position and Research

The Department Chairs or ADA should submit a request computer by going to 

http://support.uwlax.edu/helpdesk/WebObjects/Helpdesk.woa/wa/TicketActions/new?rt=603

Campus Computer Replacement Program (CCRP)

This program takes place annually for computers that have or will reach the age due for replacement during the current Fiscal Year (July through June). For program guidelines and rules see https://kb.uwlax.edu/132566

A general timeline is below :

  • Early Fall Semester: ITS shares department computer inventory with Chairs and ADA's and requests they verify for accuracy.
  • Mid-to-Late Fall Semester:  ITS provides information on how to request replacement computers to Chairs and ADA's
  • Winter Break: ITS orders computer replacements.
  • Spring Semester: New computers arrive and ITS contacts clients to deliver and set them up. Note: During the appointment to setup the new computer, the old computer must be returned to ITS.

Non-CCRP

Departments utilizing computers that are not eligible for CCRP must replace them in a timely fashion. ITS may be in contact with each department regarding proper guidelines and procedure.

Prior to Delivery

So you are getting a new computer! As the steward of the data stored on your old computer you play the most important role in the computer replacement process, that of backing up your data.

IMPORTANT: You only have to backup the data you want to keep! During the appointment to setup the new computer, the old computer must be returned to ITS.

Below are some possible ways you can backup all your important files.

Step One: Save Bookmarks/Favorites

The following is a simple guide for exporting saved bookmarks from your browser of choice into a file that can be used for importing to the same or another browser type. This may be useful for backing up bookmarks or sharing bookmarks with a colleague. Similar steps as described for each can also be used to import bookmarks. Please see the guide below specific to your browser.

Microsoft Edge

Microsoft Edge Icon

  • As the built-in browser for Windows, Microsoft Edge will save bookmarks and directly associate them with your NetID that you use to log into your computer and various other Microsoft-related apps. Sync is on by default but you can check if your account is synced and what specifically is syncing from Edge by clicking the gear icon to manage your profile and then select the Sync category.
  • Press Ctrl+Shift+O to open the Favorites panel. Alternatively, you may select Favorites from the shooting star icon at the end of the address bar or from the drop down menu that appears after clicking on the three small dots in the upper right-hand corner of the browser window.

Edge drop down menu with Favorites outlined

  • Click the three dots again that appear at the top of the Favorites panel and select "Export favorites" to save as a HTML file.

Microsoft Edge Favorites Menu showing all menu options including Import and Export of bookmarks

  • You may also follow these same steps to import bookmarks by selecting "Import favorites". This will open the settings menu that will allow you to choose to import your bookmarks and settings from another browser you have installed or from a HTML file.

Google Chrome

Google Chrome Icon

  • First verify if you are logged into a Google account in Chrome by checking the profile icon in the upper right-hand corner of the browser window. If you are logged into an account, your bookmarks will be saved to that account and will appear again when logging into Chrome on another computer if you have Sync turned on. You can check this by clicking on the profile icon and looking for Sync above the link to manage your Google Account. If it is off or you want to adjust your sync settings, click on "Sync is..." to go that settings page.
  • Press Ctrl+Shift+O (⌘+Option+B on Mac) to open the Bookmark Manager page. Alternatively, you may select the Bookmarks manager from the drop down menu that appears after clicking the three dots in the upper right hand corner of the browser window and mousing over Bookmarks.

Google Chrome drop down menu with bookmarks highighted and Bookmark Manager shown on the left-hand side

  • On the Bookmark manager page there will be three dots in the upper right-hand corner of the page itself (on mouse over the word "Organize" appears). Clicking this will open another short drop down menu. Select "Export bookmarks" to save them as a HTML file.

The organize menu for Google Chrome in Bookmarks Manager

  • You may also follow these same steps to import bookmarks by selecting "Import bookmarks" and selecting an HTML file to import.

Mozilla Firefox

Mozilla Firefox Icon

  • As with the other browsers above, check if you're logged into Firefox by clicking the three horizontal lines in the upper right-hand corner of the browser window. If you are logged into an account, your bookmarks will be saved to that account and will appear again when logging into Firefox on another computer as long as you have Sync turned on. You can click "Sync Now" after clicking your profile icon. You can manage what is being synced by going to the Settings page from the menu and clicking on "Sync".
  • Press Ctrl+Shift+O (Shift+⌘+O on Mac) to open the bookmarks management window. Alternatively, you may select "Manage Bookmarks" from the bottom of the drop down menu after clicking the three horizontal lines in the upper right-hand corner of the browser window and clicking "Bookmarks" then "Manage bookmarks" at the bottom. Unlike other browsers, this will open a new, smaller window titled "Library".

The main drop down menu for Firefox with Bookmarks highlighted

The Bookmarks menu with Manage Bookmarks outlined at the bottom

  • Along the top bar of the window is an option for "Import and Backup". Select this option and then "Export Bookmarks to HTML" to save them as a HTML file.

The Bookmarks Manager Import and Backup Menu for Firefox

  • You may also follow these same steps to import bookmarks by selecting "Import bookmarks" and selecting an HTML file to import. When importing bookmarks, they will be saved under "Bookmarks Menu" and you can organize them as you wish from there.

Safari

The icon for Safari

  • Safari is similar to Microsoft Edge in that it is generally linked to your Apple ID or NetID associated with the logged in user.
  • Click the File drop down menu from the task bar along the top of the screen and mouse down to "Export", then select "Bookmarks..." to save as a HTML file.

The File menu for Safari with Export selected

  • To import bookmarks, simply choose "Import From" from the File drop down menu and then choose from the list of browsers there or the "Bookmarks HTML file..." option.

The File menu for Safari with Import selected

Step Two: Save Stickies and Notes

Stickies: Open Stickies and export them to a PDF or copy/paste them into an email or Word Document.

Notes: Open Notes, if the Notes say they are in iCloud then they are already backed up. Otherwise, click on the Note then choose File > Export as PDF

Notes

Step Three: Review Applications/Software You Installed

Look at the applications you have on your computer and if there are any you installed, take time to locate any installers and licensing information (possibly received via email) so you are ready to reinstall them on your new computer. 

Note: Applications must be reinstalled as they cannot be copied to the new computer from the old one (they will fail to work)

See also: 

Software - Standard Faculty & Staff Setup

Software - Standard PC Lab/Classroom Setup

Step Four: Backup Your Data (VERY IMPORTANT)

Backing up data can take a fair amount of time. Though it may take longer initially to backup your files using OneDrive, the time and effort pays off in the long run:

  • When you sign into OneDrive on the new computer your files start syncing automatically,
  • Your files are backed up in the cloud
  • Though you have to sign into the OneDrive app every two weeks, if anything ever happens to your computer your files are still safe.

With data/files being so important today having a backup of them is extremely important. Please keep in mind you are the steward of your files.

Choose one of the following methods to backup your files:

Store it in the Cloud - OneDrive (Recommended)

New to One Drive? 

Important Notes:

  • The OneDrive app will need to be signed into every two weeks for security purposes.
  • Files may take a while to upload/download and appear (or be available) on other devices.

You may also be interested in OneDrive - Accessing via the Web

Step 1: Open the OneDrive app.

PC: Click on the Start button then click OneDrive.

Mac: Open the Applications folder (or Launchpad) then click OneDrive.

Step 2: Enter your UWL email address then click Sign In.

Enter your credentials then click Sign In.

Sign In

Authenticate with Okta.

OktaPrompt

Step 3: Finish Setup

NOTE: If you are prompted to Backup your Desktop a Documents, it is recommended to do so.

Next

Next

Next

Next.

Later

Step 4: See Sync Progress and Notifications

Click the OneDrive icon by the clock, look at the notifications section and if all is good then click Open Folder.

PC

Mac

Step 5: See Your Files

Your files will appear (Note: there may be a slight delay when opening a file will download when you try to open it).

PC

Mac

Step 6: Set Desktop and Documents to automatically backup (If you did not already do this)

Click the OneDrive icon by the clock, Click the Gear, Click Preferences

Preferences

Click Backup, Click Manage Backup

Backup

Note: On Mac, You may need to approve permissions to be able to backup additional folders so follow on screen prompts.

Select Desktop and Documents then Start Backup. Once the backup begins, files on your Desktop and in your Documents folder may disappear for a few minutes, they will come back.

Manage Backup

 

If you are familiar with OneDrive and want to store all your files on it, make sure to see Step 6 of https://kb.uwlax.edu/page.php?id=121363 to backup your Desktop and Documents folders.

Other folders you may want to copy to OneDrive and how to do so:

PC: See https://kb.uwlax.edu/90604 and in Step 5 copy the files to the OneDrive folder

Mac: See https://kb.uwlax.edu/82693 and in Step 5 copy the files to the OneDrive folder.  

External/Flash Drive - PC

With data/files being so important today having a backup of them is extremely important. Please keep in mind you are the steward of your files.

 
 
Determine The Amount of Files to Be Backed Up 
 
Step 1: Click Widows Explorer icon on your taskbar.
 
 
Step 2: Locate your files 
 
1) Click This PC. 2) Double-click Windows (C:)
 

 
Double-click Users. 
 

 
Double-click the folder named the same as your NetID.
 

 
Step 3: Selecting Files for Backup
Note: If you are using the OneDrive app (recommended) on your computer it may already be backing up your Desktop, Documents and Pictures folders. To verify this, or turn this feature on 1) Click the OneDrive icon. 2) Click the Gear. 3) Click Settings. 4) Click Backup. 5) Click Manage.
For files not being backed up by OneDrive:
1) Select the files to be backed up (Press and hold the Control button on your keyboard then click each file you want to backup). 2) Once all are selected then right click on any of the selected files. 3) Choose Properties.
 
 
Step 4:  Wait for Windows to Calculate Total Files.
 
Note: File size/numbers will continue to change as Windows calculates how much/many there are. This may take a while if you have a lot of files.

 
 
Backup Your Files
 
Step 5: Connect An External Drive
 
Connect an external drive that is large enough to hold the amount shown in the previous step. Open the drive (Open File Explorer > Locate the external drive you connected to the computer then open it).  Alternatively, if you are planning to use OneDrive to backup your files, please see https://kb.uwlax.edu/121363  before continuing.
 

 
Step 6: Copy Files
 
1) Place the two windows by each other (From Step 3 and Step 5). 2) Make sure the files you want to copy are selected then click/hold/drag them to the external drive window (Step 5). 3) Release the mouse click. Alternatively, you may choose to drag one folder at a time.
 

 
Step 7: Wait for Files to Copy
 
A new window will appear and your files will begin to copy over. 
 
Note: Other then moving the mouse occassionaly to keep the computer from going to sleep, DO NOT perform any other action on the computer until the below window closes on its own.
 
 
Step 8: Verify Files Copied
 
On the external drive, select the files that were copied to it. (Press and hold the Control button on your keyboard then click each file) to verify the amount/size matches the files stored on your computer. 
 
Note: It may take a few minutes to show the correct amount/size since the computer needs to recount/recalculate the files on the external drive. The amount of GB and items should match what is stored on your computer (see steps 1-4). Size in bytes may NOT be an exact match.
 
 
 
Congratulations, you have successfully backed up your files!
 
For further assistance please contact the Eagle Help Desk at x8774.
 

External/Flash Drive - Mac

 
With data/files being so important today having a backup of them is extremely important. Please keep in mind you are the steward of your files.
 
 
Determine The Amount of Files to Be Backed Up 
 
Step 1: Click Finder on your Dock
 
Finder
 
Step 2: Choose Go > Home
 
Go To Home Folder
 
Step 3: Select the files to be backed up (Press and hold the Command button on your keyboard then click each file you want to backup). 
 
Note: Though the OneDrive folder is selected below, the green check by it means it is already backed up/synced with your OneDrive in the cloud (therefore backing it up manually may not be necessary).
 
Select Files
 
Step 4: Once all the files are selected then press Command + Option + I to display the total amount/size of the files you will be backing up. Note: This window may say calculating for a while if you have a lot of files.
 
Get Info
 
 
Backup Your Files
 
Step 5: Connect an external drive that is large enough to hold the amount shown in the previous step then open the drive. Alternatively, if you are planning to use OneDrive to backup your files, please see https://kb.uwlax.edu/121363  before continuing.
 
Connect Backup Drive
 
Step 6: Place the two windows by each other. Make sure the files you want to copy are selected then click/drag them to the external drives window.
 
Copy Your Files
 
Step 7: A new window will appear and your files will begin to copy over. 
 
Note: Other then moving the mouse occassionaly to keep the computer from going to sleep, DO NOT perform any other action on the computer until the below window closes on its own.
Copy Dialogue Box
 
Step 8: On the external drive, select all the files you copied then press Command + Option + I to verify the amount/size matches the files stored on your computer. 
 
Note: It may take a few minutes to show the correct amount/size since the computer needs to recount/recalculate the files on the external drive. The amount of GB and items should match what is stored on your computer (see steps 1-4). Size in bytes may NOT be an exact match.
 
Get Info of Copied Files 
 
Congratulations, you have successfully backed up your files!
 
For further assistance please contact the Eagle Help Desk at x8774.
 

During Delivery/Setup and After

During Setup:

After Setup:

  • Data/Files: Copy them back to the computer of if you used OneDrive, check the status of them appearing
  • Applications/Software: Reinstall
  • Bookmarks/Favorites: Import them, see Exporting/Importing Browser Bookmarks

ITS Responsibilities:

We will hold your old computer for two weeks from delivery in case there were any files that were missed in the switch to the new computer. After the two week hold is up then your computer will be eligible to have all files erased.

 



KeywordsNew Computer, CCRP, Computer Request   Doc ID135566
OwnerTravis S.GroupUW-La Crosse
Created2024-02-19 16:28:47Updated2024-02-28 17:45:09
SitesUW-La Crosse
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