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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

edge icon

Option 1: For Windows, sync is on by default. To check if your account is synced click the gear icon to manage your profile then select the Sync category.

Option 2: Press Ctrl+Shift+O to open the Favorites panel. Alternatively, click the three dots ... in the upper right-hand corner of the browser window and choose Favorites.

edge favorites

Click the three dots at the top of the Favorites,  Export favorites to save as an HTML file.

edge export favorites

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 an HTML file.

Google Chrome

chrome icon

Option 1: Verify you are logged into a Google account in Chrome (click the profile icon in the upper right corner). Once logged in, click the Profile icon again and  turn on Sync (your favorites will be available on any device you sign into Google Chrome).

Option 2: Press Ctrl+Shift+O (+Option+B on Mac) to open the Bookmark Manager page. Alternatively, click the three dots and choose Bookmarks manager.

chrome bookmarks manager

On the Bookmark manager page click the three dots in the upper right corner of the page. Select "Export bookmarks" to save them as a HTML file.

chrome export bookmakrs

Follow these same steps to import bookmarks by selecting Import bookmarks and selecting an HTML file to import.

Mozilla Firefox

firefox icon

Option 1: Verify you are logged into FireFox (click the three lines in the upper right corner and see if you are signed in). You can manage what is being synced by going to the Settings page from the menu and clicking on Sync.

Option 2: Press Ctrl+Shift+O (+Option+B on Mac) to open the Bookmark Manager page. Alternatively, click the three dots and choose Bookmarks manager.

firefox bookmarks

firefox manage bookmarks

Click Import and Backup then Export Bookmarks to HTML to save them as a HTML file.

firefox export bookmarks

You may 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

safari icon

Note: Safari is is generally linked to your Apple ID or NetID associated with the logged in user.

Click File then Export, select Bookmarks... to save as a HTML file.

safari export bookmarks

To import bookmarks, simply choose Import From then choose from the list of browsers there or the Bookmarks HTML file....

safari import bookmarks

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

Important

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


Click Widows Explorer icon on your taskbar.

Explorer

Click This PC > Windows (C:) > then double click Users

Users

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

NetID

Select Files for Backup

Using OneDrive?

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 Click the OneDrive icon, click the Gear, click Settings.

Settings

Choose Folders

Choose Folders

Select the folders to backup then click OK

Select Folders
 

Files not being backed up by OneDrive

Select the files to be backed up (Press and hold the Control button on your keyboard then click each file you want to backup). Once all are selected then right click on any of the selected files and choose Properties.

Properties

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.

Size

Backup Your Files


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 Office 365 - OneDrive - Accessing via the App before continuing.

Drive
 
Place the two windows by each other (C Drive and External Drive). Make sure the files you want to copy are selected then click/hold/drag them to the external drive window then release the mouse click.

Alternatively, you may choose to drag one folder at a time.
 
Copy

A new window will appear and your files will begin to copy over. 
 
Note: Other then moving the mouse occasionally 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.
 
Wait
 

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.
 
Verify
 
 
Congratulations, you have successfully backed up your files!
 
Need Help? Contact the Eagle Help Desk 
 

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

Click Finder on your Dock

Finder Icon

Choose Go > Home

Home folder in menus

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).

Onedrive folder location

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.

Folder size

Backup Your Files

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.

Backup image icon

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.

File move how-to

A new window will appear and your files will begin to copy over.

Note: Other then moving the mouse occasionally 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.

progress bar

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.

Updated Folder Size

Congratulations, you have successfully backed up your files!

Need Help? Contact the Eagle Help Desk.
 

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, purchase, purchasing   Doc ID135566
OwnerTravis S.GroupUW-La Crosse
Created2024-02-19 16:28:47Updated2024-04-19 09:07:53
SitesUW-La Crosse
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