Before You Begin: Preparing Your Workspace
Whether you plan to work in a dedicated office space or on the go, choosing a small business computer often involves selecting the right peripherals and accessories too. Everything you’d expect to connect to a desktop computer—an external monitor, a keyboard, a mouse, or a wired Ethernet connection—can also be used with a laptop.
When preparing a small business workspace for laptop use, be sure your external monitor supports the same connection type as your laptop, such as HDMI or Thunderbolt™ technology. Your ideal keyboard and mouse may support wireless connectivity over Bluetooth, but if you prefer wired connections, adding a USB dock can help to clear up cable clutter.
Keep ergonomics in mind for long-term use. Position any screens at eye level when sitting upright, and arrange your chair, desk, and peripherals so that your hands land at or below your elbows while typing.
One laptop-specific tip: Plug your laptop into a wall power source to ensure it is sufficiently charged before beginning the initial setup process. Now, you’re ready to begin setting up your new PC.
Seven Steps to Set Up Your New Small Business Computer or Laptop
It is important to set up a new desktop, laptop, or 2-in-1 computer correctly to ensure a smooth start for any user, whether it is you or a team member.
Follow this checklist with steps that will help you customize, update, and secure your new computer.
1. Run the Initial Windows Setup on Your PC
Confirm your Wi-Fi network name and password before starting the initial operating system setup. If you are using a wired Ethernet connection, Wi-Fi information is not needed. Also, determine whether your device will be considered personal or managed by your organization. A small business computer will likely fall into the latter category and selecting this will prompt an organization-specific configuration process.
Once you power on your device, Windows will begin downloading important updates before asking you to create or log in to a Microsoft account. Having an account simplifies the transfer of files, credentials, and settings from other Windows PCs and access to the Microsoft 365 suite of apps.
Continue following the prompts to create a secure log-in credential for your PC, configure a series of privacy-related settings, and respond to trial product offers. Once you’ve answered each prompt, you can leave the computer until the automatic setup process is completed.
2. Run Windows Update: Keep Your Computer Secure and Up to Date
Once your new computer finishes the Windows setup process, it may still have more crucial downloads remaining. Type “Windows update” into the search bar on your toolbar. Click through to “advanced settings” and then “optional updates.” This is particularly useful for finding updates to computer-specific hardware, such as webcams and Wi-Fi cards.
By default, Windows automatically downloads and installs the highest-priority updates, such as security patches. Less critical updates may take longer to reach your device, as Microsoft staggers its releases to ensure device compatibility and efficiency. If your organization prefers to follow the fastest Windows update cadence, visit the Windows Update menu and enable “Get the latest updates as soon as they are available.”
3. Install a Browser: Chrome, Firefox, or Microsoft Edge
New Windows computers come with Microsoft Edge pre-installed. However, some users prefer other browsers such as Google Chrome and Mozilla Firefox. Should you prefer a browser other than Edge, search for that browser online and follow all installation instructions. Your new browser may also prompt you to log into an existing account (separate from your Microsoft account) to sync passwords, bookmarks, and browsing history.
4. Install Essential Software: Office 365 and More for Your New Small Business Computer
If your small business relies on Office 365, confirm that your new computer’s Microsoft account is enrolled in Office 365. Click on the Start button on the taskbar. Then, click the account profile picture in the bottom left of the Start menu. You can use the account information page to sign in or sign up for Office 365 if you don’t have a subscription. If your business has an IT administrator, they can also help you confirm your subscription.
Some office productivity applications may require the installation of local files. You can find these files at the home websites of their respective vendors. Many productivity suites have web-based versions, though you will need to confirm whether your organization limits web-based application access for security reasons.
5. Secure Your PC: Antivirus and Security Settings
Windows Defender is included on new Windows PCs, providing strong antivirus and anti-malware support by default. Should your organization want to add additional anti-malware and monitoring tools, you may need to manually install these applications with direction from your organization’s IT administrator.
Productivity suites typically include their own security protocols to sync a new desktop or laptop to an external device like a smartphone. Check your productivity suite for instructions on how to enable such functionality using Mobile Device Management (MDM) for Office 365 or Google Endpoint Management for Google Workspace.
6. Transfer Files: Moving Data to Your New Laptop or PC
When moving files to a new PC, leverage cloud storage services for secure file transfer and convenience. The latest version of Windows includes built-in support for OneDrive, while other services require logging in via a desktop application or a web interface. Whichever service you choose, transfer files by syncing them from your older PC to your preferred cloud service; then, use the same service to sync files to your new PC.
After syncing, check your cloud storage service to ensure your new device regularly backs up to local network drives or a cloud server. Should your device get lost, stolen, or damaged beyond repair, you don’t want to lose important work and business data along with it.
If you do not use cloud storage, your options to transfer files between PCs include local network connections, external drives, or PC-to-PC transfer cables that may require additional software. Each method requires different steps. To help ensure data security, scan any external drives for malware or other vulnerabilities before connecting them to your organization’s PCs. Learn more about transferring files between PCs.
7. Personalize Your PC
This is the fun part. Use your Windows taskbar to search for “themes and related settings” to change your background image, interface colors, sound effects, mouse cursor, and other aesthetic settings. (Windows 11 simplifies this by offering pre-made themes.) Then, install any applications you need, such as accounting, inventory, videoconferencing, or team chat programs. In each installation process, look for options to create shortcuts on your desktop, taskbar, and Start menu for each application.
Further customize your taskbar by right-clicking on an application icon and choosing “pin” or “unpin” from the taskbar. You can also customize the Quick Access menu in File Explorer and the Start menu in the same way.
Optional Additional Steps
You’ve already ensured that your new small business computer is ready for your workplace, complete with synced files, useful applications, and critical updates. Take a few additional steps to maximize your new computer’s potential.
Update Your PC Drivers
The earlier Windows Update steps you took may not have unlocked features for select peripherals and hardware. To find and download any additional software, type the make and model of your computer’s external peripherals and the word “drivers” into your preferred search engine. This category includes printers, webcams, microphones, headphones, and external networking hardware.
If your computer or laptop has a discrete graphics card or graphics processing unit (GPU), it will also require software to manage its advanced graphics-processing features.
Remove Unnecessary Bloatware
Sometimes, your computer’s vendor may pre-install software that doesn’t apply to your small business, including applications, games, and multimedia players. Review the full list of installed applications by clicking on the search bar in the Windows taskbar and typing “installed apps.” Remove unwanted applications by clicking on their names, then selecting “uninstall.” Eliminating bloatware can help reduce PC lag and extend battery life.
Some built-in Windows applications and services may automatically start when your computer boots. Review these by opening the Task Manager. Hold down the Ctrl, Alt, and Delete buttons simultaneously to open the Task Manager, or right-click the taskbar and select Task Manager. Click the “Startup apps” tab to see the list of applications. Do an online search to see if any listed applications are safe to deactivate. Right-click any unwanted application in the list; click “disable” for each; and restart your PC.
Are Your PCs Ready for Business?
Business leaders know employees get more done when they’re happy with their computers. This is why it’s critical to choose Intel vPro®-enabled business PCs, which come with built-in hardware security that provides greater protection than software alone. In addition to the latest security features, the newest computers offer the latest, high-performance features for collaboration, so your entire team can collaborate online seamlessly, working the way they want, while maximizing productivity.