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Desktop Replacement Process


Delivery of new computers

LTS staff and Brandeis community members share responsibility for delivery of new computers.

Individual faculty or staff member responsibility:

  • Back up any important files before LTS arrives with the new computer
  • Gather files to move to the new computer into a folder labeled "Transfer" (How do I do that?)
  • Make note of any special software that needs to be reinstalled on the new computer.  (Most standard office software is pre-installed on all Refresh computers; a list is here.)
  • Be present and available on delivery day

LTS staff responsibility:

  • Move all the files in the "Transfer" folder from the old computer to the new computer
  • Move Internet browser bookmarks (such as from Internet Explorer, Firefox, or Safari) to the new computer (these do not need to be in the "Transfer" folder)
  • Move any email stored on the old computer to the new computer
  • Remove the old computer from faculty or staff member's desk
  • Set up new computer on the faculty or staff member's desk
  • Install software on the new computer as needed
  • Set up printers and connect to file shares on the new computer as needed
  • Take away the old computer for environmentally responsible recycling

Frequently Asked Questions

Q: How should I back up my important files?
A: You can back up any important files to CD's or DVD's, an external hard drive, to a departmental file share, or to your UNet storage space.  Instructions on data backup can be found here.

Q: How do I create a "Transfer" folder?
A: It depends on whether you use Windows or MacOS.

For Windows:

  • Go to the location (either a folder or the desktop) where you want to create a new folder.
  • Right-click a blank area on the desktop or in the folder window, point to New, and then click Folder.
  • Type a name for the new folder, and then press ENTER.
  • The new folder you created appears in the location you specified.

For MacOS:

  • Make the Finder active (click the desktop, click inside any Finder window, or click the Finder icon in the Dock).
  • From the File menu, choose New Folder; a new "untitled folder" icon appears in the active Finder window.
  • Name your folder by simply typing a name in the highlighted text box next to the folder icon.
  • Or, you can simply press the Shift-Command-N key combination.

To organize your files and folders, drag any file, folder, or application that you want into your new folder, or drag the folder into any other folder to establish an organized hierarchy.

Q: How do I gather the files and folders I want transferred to the new computer?
A: Create a folder on your desktop labeled "Transfer".  Then, go through all the files and folders on your computer and determine the ones you want moved to your new computer, and move them into the "Transfer" folder.  For example, these might include Word documents, Excel spreadsheets, PowerPoint presentations, photographs, images, or audio or video projects.  Don't spend time making decisions about individual files; newer computers have plenty of space, so it is OK to simply move all of your files.  (You just don't want to miss any files you may need later.)  Any files or folders not in the "Transfer" folder will be left behind.

Q: Do I have to put my programs (such as Word, Excel, Photoshop, etc.) in the transfer folder?
A: No.  LTS will be glad to install them on your new computer for you.

Q: How long does it take to set up a new computer?
A: The time it takes to set up a new computer varies, depending on how much data must be transferred and what software must be installed, so it's hard to give an estimate.  The shortest amount of time it takes to set up a new computer is approximately one to two hours.  Very occasionally, backing up a large number of files from a very old computer takes so long that the backup must run overnight, and LTS staff must return the next day to finish up.  If delivery of your new computer takes much longer than usual, LTS staff will communicate with you to make a mutually acceptable plan for completion.

Q: What if I missed files when I was moving them to the "Transfer" folder?  Can I get them later?
A: Old computers are stored at Brandeis for two weeks, in case any missing files are discovered.  If you need LTS staff to help you find missing files on your old computer, send email promptly to refresh@brandeis.edu.  After two weeks, data is deleted from old computers and the computers are recycled in an environmentally responsible manner.

Q: Can I buy back my old computer?
A: Unfortunately, no.  There is no old computer buyback program at this time.

Q: What software is installed on new Refresh computers?
A: In FY2013, new Refresh computers included the following software:

  • Microsoft Word, Excel, and PowerPoint
Q: What if I have questions not answered here?
A: Please feel free to email refresh@brandeis.edu.