Mac Migration: Preparation and Execution
Creating a tailored IT roadmap for your business starts with a thorough risk and operations assessment. Before implementing any changes, we take a deep dive into your current systems, processes, and technology by evaluating five critical pillars: survival, security, efficiency, performance, and strategic insight. This comprehensive review allows us to pinpoint areas where your organization excels and where there’s room for improvement.
Finding and Launching Migration Assistant
Wondering where to find Migration Assistant? It’s built right into your Mac, ready to help you transfer your data. If you’re greeted by the setup assistant when you turn on your new Mac (the one asking where you live and how you want to connect to Wi-Fi), just follow the onscreen steps—the migration process is baked right in.
If you’ve already made it past the initial setup and are staring at your shiny new desktop, here’s what to do:
- Open the Applications folder.
- Go to Utilities (it’s nestled inside Applications).
- There, you’ll find Migration Assistant. Double-click to open it.
- If prompted, type in your administrator password to allow changes.
Pro tip: Can’t find it? Tap the Command + Spacebar combo to summon Spotlight Search, then type “Migration Assistant”—it should pop right up.
Apple Migration Assistant: What You Need to Know
Apple Migration Assistant can work seamlessly—but when it fails, it can be frustrating. It often misestimates migration time and may occasionally get stuck. We usually recommend starting the migration and letting it run overnight.
Migration Assistant lets you move just about everything you’ll need for a seamless transition: your personal files, installed applications (including third-party favorites like Microsoft Office and Adobe Creative Cloud), user profiles, and system settings. This includes documents, music, photos, emails, and even your desktop arrangement. Rest assured, your digital life can come along for the ride—no need to rebuild things from scratch.
Does Migration Assistant Erase Anything or Change macOS?
This is a common concern: using Migration Assistant does not erase or modify any data on your old Mac. All your files, apps, and user profiles remain untouched. Likewise, the process won’t overwrite or downgrade the operating system on your new Mac—it simply moves your personal data and settings over. Think of it as copying your belongings from one home to the next, not demolishing the old place or remodeling the new one.
Apple’s support article, How to move your content to a new Mac, covers the basics, and below we’ve added our tips and tricks from thousands of migrations to make the process smoother.
Disable Security Software Temporarily
Before you start the migration, turn off any antivirus, firewall, or VPN software installed on either Mac—including crowd-pleasers like Malwarebytes, Norton, or Cisco AnyConnect. These programs can interfere with Migration Assistant’s ability to transfer data smoothly between systems. Don’t forget to re-enable them once the process wraps up!
Alternate Ways to Launch Migration Assistant in Recent macOS Versions
If you’re working with macOS Ventura 13 or later, there’s another method to get to Migration Assistant beyond the traditional Applications > Utilities route. Head to your Apple menu, hop into System Settings, select “General,” and you’ll find an option called “Transfer or Reset.” From there, you can open Migration Assistant directly. This streamlined access can save you a step or two, especially if you’re already in your settings poking around.
Selecting Specific Data to Transfer
Once Migration Assistant is underway on your new Mac, you’ll be given options to fine-tune what actually makes the leap. Rather than moving everything by default, you can cherry-pick exactly which user accounts, files, folders, or even settings should be transferred.
Simply review the categories presented—things like documents, user profiles, applications, and system preferences. If you want to dig even deeper, click the disclosure arrows to open up sub-categories, allowing you to transfer only what you need. For instance, maybe you just want your project files and leave behind that decade-old download folder. Once you’ve made your selections, click Continue and let the migration commence.
This approach keeps your new Mac uncluttered and ensures you only bring over the essentials.
Starting Migration Assistant on Both Macs
- If you’re greeted by the setup assistant (that friendly series of welcome questions when you turn on a fresh Mac), just follow along until you’re prompted about transferring information. Migration Assistant will appear naturally in this process—no extra effort required.
- If you’ve already breezed past the initial setup and landed on your new desktop, you’ll need to launch Migration Assistant manually:
- Navigate to your Applications folder, open the Utilities folder, and double-click Migration Assistant.
- Or save some time and use Spotlight Search (press Command + Space, then type “Migration Assistant”).
- When prompted, enter your admin password to proceed.
- Select the option to receive information from another Mac, backup, or disk, then click Continue.
- Open Migration Assistant just as above: find it in Applications > Utilities, or launch it via Spotlight.
- Choose to transfer information to another Mac, then click Continue.
Handling Duplicate User Accounts During Migration
If your new Mac already has a user account with the same name as the one you’re transferring, Migration Assistant will ask how you want to proceed. Here are your options:
- Replace the Existing Account: You can overwrite the user account on your new Mac with the one from your previous computer. The old account’s data typically gets moved to a designated folder (like Deleted Users) for safe keeping, so nothing gets lost right away.
- Rename and Keep Both: Alternatively, you can give the incoming account a new name before migrating. That way, both accounts remain available on your Mac, each with its own login and data.
Take a moment to consider which option fits your needs best—especially if there’s any chance you’ll need files or settings from both accounts.
Dealing with Authorization Prompts
If Migration Assistant asks for authorization for a user account that already exists on your new Mac, don’t panic. Simply click “Authorize” when prompted, and enter the password for that user account. This helps ensure your files go to the right place and maintains security—so having those passwords handy (see our next section) will keep things moving smoothly.
Preparing Your Mac for Migration Assistant
Setting Up Both Macs for a Smooth Wireless Transfer
Before you begin, position both Macs close together and make sure their Wi-Fi is enabled. For best results, ensure both devices are connected to the same reliable wireless network—think of it as their own little data expressway. If either Mac is running on an older operating system, double-check they’re joining the correct network and aren’t stuck on a guest connection. We’ve seen fewer hiccups when both machines are set up side by side on a stable Wi-Fi, so don’t be shy about moving a Mac closer to your router or using a mesh network system for a stronger signal.
PASSWORDS & APPS
Gather and document your passwords—or use a password manager like 1Password.
Managing Passwords for Transferred User Accounts
During migration, you’ll be prompted to set up passwords for each user account you bring over. Pay special attention here:
- Administrator accounts: You’ll be asked to create a new, secure password for each admin. Choose something strong and memorable—you’ll need it to log in on your new Mac. If you’re using a password manager like 1Password, update your records now.
- Standard accounts: The migration process generates a temporary password for each non-admin user. Jot these down or securely add them to your password manager. The first time these users log in, they’ll be prompted to set their own personal password.
By taking a few minutes up front to organize and document these passwords, you’ll save yourself (and any other users) a headache when settling into the new Mac.
You’ll need them to log in to your new Mac, activate software, and access file servers. Also, note any critical business applications; it’s often better to reinstall them rather than migrate them.
SPRING CLEAN
Empty your Trash and review your Desktop, Documents, and Downloads folders. Delete unnecessary files or move older ones to your organization’s server for safekeeping.
After organizing your content, schedule the migration.
Migrating Your Data Using Time Machine
Phase One: Create a Time Machine Backup
- Connect an External Drive – Use a drive with enough space for your current hard drive.
- Enable Time Machine – Contact your support team if you need help, or watch the setup video.
- Tips for Faster Backup:
- Close all apps.
- Set Mac to Never Sleep (with power adapter).
- Keep your MacBook lid open.
- Lock your screen and leave it overnight.
- Optional (advanced): In Terminal, run
- sudo sysctl debug.lowpri_throttle_enabled=0 to speed up
- sudo sysctl debug.lowpri_throttle_enabled=1 to revert after backup
- After Backup: Disconnect the drive and store it safely. Make sure all new work is saved to the server or cloud.
Phase Two: Restore Your Time Machine Backup
- Set Aside Time – Restoring can take around 4 hours, possibly more or less. It’s best to let it run without monitoring.
- Optional Guidance – Watch the recommended video for detailed instructions.
- Applications – We suggest not migrating applications; it’s usually better to reinstall them fresh.
- Email Setup After Migration – While your email should copy over during migration, many users find they need to re-enter their account credentials or adjust settings within their email app before messages sync properly. This is especially true for workplace accounts (like Microsoft 365 or Gmail via Outlook), as these usually require a fresh sign-in or re-authorization to access mailboxes and contacts.
Tip: Have your email addresses and passwords ready so you can quickly connect your accounts and verify that all messages and folders appear correctly. If you use two-factor authentication, keep your mobile device handy to complete the setup process. - After Migration – Log in to your new Mac and test everything: email, file sharing, documents, etc. Only once you confirm everything works should you erase or recycle your old Mac and Time Machine backup.
What to Do With Your Old Mac After Migration
If you’re planning to sell, give away, or trade in your old computer, take a few final steps to protect your information and prepare the device for its next user:
- Sign out of accounts – Remove your login from iCloud, email, Dropbox, and services like Microsoft 365 or Creative Cloud.
- Erase your data – Wipe the drive and reset the computer to its factory settings. Built-in tools like Disk Utility or reliable third-party software such as CleanMyMac X or CCleaner can help ensure your information is completely removed.
- Remove accessories and storage – Double-check for any dongles, SD cards, or USB drives you may have left attached.
- Give it a clean – Wipe down the keyboard and screen; a quick brush-up makes a good impression for the next owner.
- Gather accessories – Bundle up the charger and any accessories that belong with the Mac.
Once you’ve confirmed that your data is safely migrated and the old computer is reset, you’re ready to send it on to its new home.
