Guide · 4 min read
A simple computer maintenance checklist
Keep your computers running smoothly with this plain-English maintenance checklist covering updates, backups, storage, security and physical cleaning.
Computers do not need constant fiddling, but a little regular attention prevents many of the problems that end in a rushed call for help. Updates that never get installed, backups nobody has tested and vents slowly filling with dust are behind a large share of the faults we see in homes and offices. None of them is complicated to stay on top of once you know what to look at.
This checklist covers the routine tasks that keep a Windows or Mac computer healthy, grouped so you can work through them in one sitting. Business owners can hand it to a staff member or office manager to run across every machine. Home users can treat it as a simple tidy-up whenever the computer starts to feel sluggish or unreliable.
From $135 + GST + $30 call-out ($185.25 incl. GST)
Quick checklist
- Install pending Windows or macOS updates and restart
- Update browsers and key programs
- Test-restore a file from your backup
- Clear old downloads and empty the recycle bin
- Confirm antivirus and firewall are switched on
- Turn on multi-factor sign-in for email
- Clean dust from vents and keyboards
- Record the model, serial number and user of each computer
Keep everything updated
Updates fix security holes that attackers actively look for, as well as bugs that cause crashes. Let Windows Update or macOS Software Update install when prompted instead of postponing indefinitely, and restart when asked, since many updates only finish on a restart. Do not forget the rest of the software - web browsers, PDF readers, Microsoft 365 and printer utilities all receive their own updates. Routers and network storage devices need firmware updates as well.
Check your backups actually work
A backup is only useful if it can be restored. Make sure your important files are copied somewhere other than the computer itself, such as an external drive, a network storage device or a cloud backup service. Then test it now and again by restoring a file or two and confirming they open. For a business, keep at least one copy disconnected or offsite, so ransomware or a fire cannot destroy every copy at once.
Tidy storage and programs
A crowded drive slows a computer down and leaves no room for updates to install, which leads to failed updates and odd errors. Uninstalling programs nobody uses also removes software that may no longer be getting security patches. Work through the tasks below and keep a comfortable margin of free space on the main drive. Aim to leave enough room for the next major update.
- Clear old installers out of the Downloads folder
- Empty the recycle bin or Trash
- Uninstall programs nobody uses
- Move old photos and videos to backup storage
- Run Disk Clean-up or Storage Sense on Windows
- Trim the list of programs that start at sign-in
Review security settings
Confirm that antivirus or Microsoft Defender is switched on and reporting no threats, and that the firewall is enabled. Check that every account uses a strong, unique password, and turn on multi-factor sign-in for email and Microsoft 365 wherever it is offered. Remove old user accounts belonging to people who have left. On laptops, make sure drive encryption such as BitLocker or FileVault is on, so a lost or stolen machine does not expose your data.
Look after the hardware
Dust is the quiet enemy of computers. It clogs fans and vents, makes the machine run hotter and louder, and eventually leads to slowdowns or sudden shutdowns. Wipe keyboards and screens with a suitable cleaner, and keep vents clear of papers and soft furnishings. Desktop towers sitting on carpet collect far more dust than those raised on a desk or stand. Pay attention to new noises, especially clicking or grinding from a desktop, and to a laptop battery that swells or lifts the case. Both are signs to stop using the computer and get it looked at.
Keep simple records
A short record of each computer saves time when something goes wrong. Note the make, model and serial number, who uses it, when it was bought and what important software is installed. Keep licence keys and admin passwords in a secure password manager rather than on sticky notes. For a business, this list also makes it far easier to plan replacements and spot machines that will soon fall out of support.
When to call a technician
Book a computer health check if this list turns up problems you are not comfortable fixing, or if you would rather a technician handled it across the whole office. We check drive health, updates, security settings and backups on each machine, clean out dust, remove unwanted software and give you a written summary of what we found and fixed, plus anything that needs attention later.
From $135 + GST + $30 call-out ($185.25 incl. GST)
Related services
Computer Health Check & Tune-upA full check of a computer's drive, updates, security, startup items, backups and cooling, with a written list of findings.Backup Setup & Disaster RecoveryBackups that follow the 3-2-1 rule and are restore-tested.Software Installation & TroubleshootingPrograms installed, licensed, updated and repaired, with junk software removed and error messages tracked down.Common questions
How often should I do computer maintenance?
There is no fixed rule. Install updates whenever they appear, and check backups often enough that you would never lose more work than you could live with. The rest of this list can be worked through whenever the computer starts to feel sluggish, or before an important stretch of work.
Do I need to defragment my computer?
Not usually. Windows handles this automatically for mechanical hard drives, and solid state drives should not be defragmented in the traditional way - Windows runs a different optimisation for them instead. Leave the built-in drive optimisation turned on and it looks after itself.
Is Microsoft Defender enough protection?
For many homes and small offices, Defender kept up to date, combined with updates, strong passwords and multi-factor sign-in, is solid protection. Businesses handling sensitive information may also want centrally managed security and email filtering, so someone can see alerts across every computer.
Should I shut my computer down or leave it on?
Restarting regularly is good practice, as it clears memory and lets updates finish. Beyond that, shutting down is mostly personal preference. Office computers that run scheduled backups or updates outside working hours can be left on, as long as they get a full restart now and then.
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