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How to migrate data from an old PC to a new one

Bill O'Brien CNET

Published: 15 Jan 2004

Aside from the four-figure balance on your credit card statement, the biggest drawback when buying a new computer may be transferring all your files and program settings from your old system. The mere thought of the endless parade of CDs you'll need to start swapping between the two machines -- assuming your old PC even has a CD burner -- is enough to make you want to stuff the thing in the box and send it back.

No need to be hasty. With the help of some specialised software, you can turn a deaf ear to your old PC's pleas for clemency. In this guide, we'll show you how to transfer all your email, music, photos, files, folders and settings from your old clunker to your new speedster using Orlogix's Transfer My PC (£39.99 inc. VAT). You can even use this software to integrate the profile of your soon-to-be-defunct PC into the new one so that you can feel at home right away.

Transfer My PC comes with both parallel and USB data-transfer cables for migrating files from one PC to another.

You've probably noticed that the word 'programs' is missing from the list of potential items to transfer. That's because Transfer My PC won't copy applications -- but that's not necessarily a bad thing. Many applications bring along specialised drivers or libraries meant specifically for one version of Windows. Likewise, EXE and DLL files can be breeding grounds for hidden viruses that can cause havoc when you transfer them. And returning to a havoc-free environment was one of the reasons you bought the new computer, wasn't it?

So, dig up those program discs and follow along as we explain how to get everything else to follow you to its new home.

Step 1: Decide on a connection

The most important decision you'll make when preparing to transfer your files is how to connect your old computer to your new one. The three most popular connection options are parallel, USB and TCP/IP (network). Transfer My PC includes parallel and USB cables. If your old system doesn't have any USB ports or is running an operating system older than Windows 98, you can rule out transfer via USB. A parallel-to-parallel linkup is an option, but it's a slow one. Transferring files over a network connection is the fastest option, providing both PCs have a network card installed. If not, PCI network cards are inexpensive (you can find them for less than £10), and they're easy to install. If you're not running a network, you'll also need an Ethernet crossover cable (around £10). Otherwise, a standard Cat-5 network cable will do. Just don't connect any cables to either system until Transfer My PCs wizard prompts you to do so.

To transfer files via Ethernet, you'll need network cards in each PC and an Ethernet crossover cable. If you already have a regular network, it will do.

Tip: If you'd like to transfer your files via USB, keep in mind that your old computer may support only USB 1.0 or 1.1, which is not much faster than a parallel connection. You could upgrade your USB connection by installing an inexpensive USB 2.0 PCI card (around £10).

Step 2: Clean up your old system

Once you've decided on a connection, start up your old system. First, check for anti-virus updates online and run a virus scan. Delete all unneeded files by doing a disk cleanup within Programs > Accessories > System Tools. It's also a good idea to run the disk defragmenter. When you're done, close everything -- including all open applications, antivirus programs and anything running in your system tray. Also, disable all power settings and screensavers, as well as any personal firewall or Internet security software you may be running. Do the same on your new system when the time comes. This will speed up the migration process.

Step 3: Install applications on your new PC

Before you do anything else, dig out your original application CDs (or break open the new ones if you've bought recent versions) for all the programs running on your old system that you want to run on the new one. Install the software from the CDs onto your new system. This includes your Internet browser. If you used Netscape on your old computer, Transfer My PC won't transfer your settings and preferences from Netscape to Internet Explorer, but it will gather and transfer all the niceties (mail, home-page preference) from an old version of Netscape to a newer one.

Tip: Note to Netscape users: Transfer My PC can't move Netscape 7.x files. The solution is to import your email to Internet Explorer with Outlook Express, let Transfer My PC move the files, and then import them into Netscape on your new computer.

Step 4: Read the manual

Despite how easy it is to use, Transfer My PC performs complex functions, and you'll need to make some informed decisions, so read the manual. Transfer My PC doesn't make this easy, however. A brief pamphlet in the box covers only the mechanics of using the software; the full 48-page manual is installed on your computer at the same time as the utility. Unfortunately, as soon as you finish installing Transfer My PC, the program wants to run. To get to the manual, you'll have to hit Cancel and select User's Manual from the Transfer My PC options on the Start menu.

Tip: Transfer My PC's manual is a PDF file. You can download a free copy of Adobe Reader from Adobe's Web site.

Step 5: Open the application on your old PC

Pop the Transfer My PC disc into the CD drive on your old computer and let it autorun. If you've already gone through the initial program-installation steps to get at the user manual, you'll probably find the Transfer My PC icon on your desktop. Otherwise, it will be in the list of programs in the Start menu. You'll need to answer a few questions about the type of connection you're using (parallel, USB or TCP/IP) and whether you have a monitor attached to each computer or you'll be sharing one between them. Once that's done, Transfer My PC will begin analysing your system's contents.

Transfer My PC searches your computer for data files, as well as system and program settings associated with the OS along with applications you're using. It's entirely automatic.

Tip: If both computers share a monitor, remember to turn off the monitor's power before you disconnect it from your old computer. Don't power it back up until you've connected it to your new one.

Step 6: Move from the old...

The first result you'll see is the list of settings Transfer My PC has found. These let you transfer system and application preferences, as well as the options you've set up on your old computer -- screensavers, desktop images, page formats and default directories -- into the same applications on your new system. Next up is the actual list of files, by category, that Transfer My PC will transfer. In both cases, you can deselect a category to cancel the transfer of a particular group of files or settings. When you're done, Transfer My PC will wait for the connection to the destination system.

Tip: If Transfer My PC suggests transferring files and settings from software on your old system that you won't be using on your new computer, be sure to deselect those options. It will save time during the transfer.

Step 7: ...to the new

The last step is the easiest. After you've selected what you want to transfer and you see a dialogue called Waiting For Connection, install Transfer My PC on your new computer. In the wizard, select the cable type you've chosen to use, but don't attach it until prompted. Once you do, everything else is on autopilot. You have absolutely no selections to make on the destination side. Transfer times will vary depending on the number of files and the type of connection, but Transfer My PC's estimates are quite accurate. We moved 26GB of data, mostly JPEGs and MP3s, in just less than three hours. You can review the transfer log when you're done or just close the program and start working. From your desktop screen image to the default directories in your favourite programs, everything will look and feel like your old computer, only faster.

Transfer times will vary depending on the number of files and the type of connection, but Transfer My PC's estimates are quite accurate.

Tip: If you're using the same monitor for both systems, you don't need to connect it to your old computer to close Transfer My PC. It will happen automatically on the source machine once the transfer is complete.

More moving methods

You have quite a few alternatives for transferring files and settings from old to new PCs, ranging from the ridiculous to the sublime. In the ridiculous category are floppy disks. If you're looking at tens or hundreds of megabytes, your new computer is likely to be obsolete before you finish. If you go with Zip disks or CDs, you could probably swap several gigabytes' worth of files in a few hours, but you'd still need to manually route the files to the correct places.

Neither of these alternatives lets you swap settings. Using the Windows XP ‘Files and settings transfer’ wizard helps, but some have found it too limiting in scope and a bit complicated to set up.

Among the sublime is Eisenworld's Alohabob PC Relocator Ultra Control ($69.95). In some ways, PC Relocator is a little more manual than Transfer My PC, and in other ways, it's more flexible. According to the company, new features in the latest version include an improved interface, a refined selection process, faster transfer rates and enhanced connectivity. The product also includes disaster recovery and comes with a USB cable.

Transfer FYIs

There's both a philosophy and a process to file and setting transfers. You can read more about it at Detto Technologies’ Migration Learning Center. If you're leaning toward the Windows XP 'Files and settings transfer' wizard, you'll find a nice overview in TechRepublic (TechRepublic, like ZDNet, is owned by CNET Networks). You'll also find a tutorial on Microsoft's Web site.

If you're still focused on migrating by disk, take a look at Maxtor's OneTouch series of portable hard drives. It's much easier when you have gigabytes of disk space to work with, and you'll have a great backup drive after you're done.

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