Preparing for Your macOS Computer Replacement

Every year, ITS replaces approximately one-fourth of the University's leased computers. Replacements usually start in June and are completed before the end of August, assuming computer hardware is received on time from suppliers.

It is important for all faculty and staff to ensure their data is actively backed up to university-managed services like Microsoft OneDrive. Not only does this allow you to get up-and-running on your new computer more quickly, but it protects you from situations where your computer becomes lost, stolen, or unusable.

The process below allows for faster computer replacements, greater flexibility, and long-term user benefits. We ask all faculty and staff members to follow these recommendations to ensure a successful and safe computer replacement. We appreciate your cooperation!

Process Overview and Best Case Scenario

Microsoft’s OneDrive file-syncing software has come a long way in the last few years, including for Apple devices.

OneDrive allows you to easily sync most of your files on your Mac to your personal folder in Office 365, which enables you to access them from any device with an Internet connection, including classroom computers, mobile devices, and loaner laptops (should you ever need to have your device repaired, etc.).

In addition, OneDrive’s Files On-Demand feature allows you to immediately see your OneDrive content from a new device without having to download it. If desired, you may choose to download all of your files from OneDrive to your new computer, or you may download content as you go (on-demand).

Suppose you sync your files to OneDrive before ITS arrives with your new computer. In that case, we will not need to spend extra time transferring content from the old computer to the new one.

The best-case scenario for a computer replacement looks like this:

Before the replacement

• Use OneDrive to sync your files to the cloud.
  • If OneDrive is not suitable for your backup needs, please submit a ticket to our Device Backup team.
• Save Internet browser data.

Week of the replacement

• ITS prepares your new computer and applies our standard software configuration.
• ITS installs any additional, pre-approved, licensed applications on your new computer.

Day of the replacement

1. Your computer is delivered to your office and set up. If you do not currently have an on-campus office, we will meet you at a predetermined location.
2. ITS assesses your old computer, checking for any data that did not sync to OneDrive ahead of time.
3. ITS will help sign you out of any Apple services associated with your Apple ID, including Find My Mac.
4. ITS will transfer any remaining files and settings from your old device to the new one if necessary.
5. You log in on your new device to verify that your files are accessible and everything works as expected.
6. ITS will install any remaining pre-approved software applications needing your assistance.
7. ITS assists with any final steps or questions.
8. ITS returns your old computer to storage.

After the replacement

• Your computer is stored for one week before it’s securely erased and shipped away.

Use OneDrive to Sync Your Files

Installed on every St. Thomas Mac is the Microsoft OneDrive app. As mentioned above, the OneDrive app syncs files to your personal folder in Office 365. Users running the latest versions of macOS may also sync their Desktop and Documents folders to OneDrive. To sync any files and custom folders to OneDrive, you move them into the OneDrive - University of St. Thomas folder. If you do not see the OneDrive folder, you may need to first set up OneDrive.

If you have not yet enabled Desktop and Documents syncing with OneDrive, we recommend doing so! To enable this, open OneDrive Preferences and choose Backup.

NOTE: The OneDrive file syncing status, including any errors that may occur with unsupported characters or invalid file names, will appear in your Mac’s menu bar. It is crucial to verify your files have successfully synced and watch for notifications indicating an action is required to resolve issues.

Additional information is available in our OneDrive: Getting Started article and Microsoft’s Sync files with OneDrive on Mac OS X article.

Save Internet Browser Favorites and Passwords

As we conduct more and more work online, web browsers have become vital. With that comes a significant number of bookmarks and passwords.

Microsoft Edge Web Browser

Installed on every St. Thomas Mac is the Microsoft Edge web browser. Using Microsoft Edge allows you to sync your bookmarks to your St. Thomas account, making them available on any of your devices.

For step-by-step instructions for importing bookmarks from Google Chrome, Mozilla Firefox, and Safari to Microsoft Edge, please visit our knowledge base article Mac: Import Bookmarks Into Microsoft Edge for Mac.

LastPass Password Manager

Using LastPass is the best way to securely store and organize your passwords on your St. Thomas Mac.

With LastPass, you only have to remember one password, your Master Password. With your Master Password, you can unlock your LastPass Vault to view and auto-fill your login info for your frequently used websites.

You can access your LastPass Vault online, on your iPhone and iPad, and with the LastPass web browser extension for your preferred web browser.

For more info on LastPass, please visit our knowledge base article LastPass Getting Started.

Questions?

If you have any questions about your Mac replacement, please open a ticket using the Apple Hardware & Software Support form in our Service Catalog.