Manual Windows User Data Transfer Checklist (External Hard Drive)
1. Core User Data
Copy from:
C:\Users\\
- Documents
- Desktop
- Pictures
- Videos
- Music
- Downloads
Tip: Review each folder before skipping it—important files are often stored in unexpected places.
2. Email & Communication Data
Outlook
- PST files (POP accounts and local archives)
- Common locations:
- C:\Users\\Documents\Outlook Files\
- C:\Users\\AppData\Local\Microsoft\Outlook\
Exchange / Microsoft 365 mail will resync, but local PST archives will not unless copied.
Other Email Clients
- Thunderbird and similar clients:
- C:\Users\\AppData\Roaming\
3. Browser Data
Check for:
- Bookmarks / Favorites
- Saved passwords (if not cloud-synced)
- Browser profiles
Common locations:
- C:\Users\\AppData\Local\
- C:\Users\\AppData\Roaming\
If the user does not know their browser account credentials, export bookmarks manually.
4. Application Data & Local Databases
Many applications store data outside Documents.
Check:
C:\Users\\AppData\
- Roaming
- Local
- LocalLow
Common examples:
- Accounting software (QuickBooks, Sage, Advantage)
- Custom or line-of-business applications
- Password managers
- Note-taking applications
5. Cloud Sync Folders
Verify cloud sync is complete before copying:
- OneDrive
- Dropbox
- Google Drive
Confirm:
- Sync status shows complete
- Files are available offline if required
- No files are stuck in online-only mode
6. Financial, Legal, and Sensitive Files
Explicitly look for:
- Tax files
- Legal documents
- Scans of IDs
- Personal databases
- Encryption containers (e.g., VeraCrypt)
Common locations:
- Documents subfolders
- Desktop
- Custom folders at C:\ root
7. Software Licenses & Access
Collect:
- Software license keys
- Installer files
- Login credentials for critical applications
Often found in:
- Documents
- Password managers
Applications cannot usually be copied—reinstallation is required.
8. Printers, Network Drives, and System Settings
Document (not copied):
- Network drive mappings
- Printer models and names
- VPN profiles
- RDP shortcuts
Save screenshots or notes with the backup.
9. Permissions & Ownership Checks
Before disconnecting the external drive:
- Verify file sizes and counts
- Spot-check random files
- Watch for “Access Denied” errors during copy
Take ownership of folders if needed.
10. Post-Transfer Validation (New PC)
After restoring data:
- Log in as the user
- Confirm email opens correctly
- Verify browser bookmarks
- Confirm applications see their data
- Ensure Desktop matches expectations
Minimal “Safe” Transfer Set (Time-Critical)
At minimum, copy:
- C:\Users\\Documents
- C:\Users\\Desktop
- Outlook PST files
- Relevant folders under AppData\Roaming for critical applications