For staff · Staff whose Windows 10 work computer is being upgraded to Windows 11 or replaced
Windows 10 end of support: staff guide
What staff need to know when Windows 10 work PCs are upgraded to Windows 11 or replaced: backing up, upgrade-day steps and ready-to-send emails.
What is different for you
| Item | Before | After |
|---|---|---|
| Operating system | Windows 10 | Windows 11 |
| Security updates | Windows 10 support ended on 14 October 2025. Without extended updates, no more security fixes. | Windows 11 receives security updates |
| Your computer | Your current PC | [UPGRADE PLAN: upgraded in place / reset and reinstalled / replaced with a new PC] |
What stays the same
- Your sign-in and password
- Your email and OneDrive files
- If your PC is upgraded in place: your apps and files stay on it.
Your checklist
Before the move
- Your upgrade date is [DATE].
- Make sure your Desktop, Documents and Pictures folders show as backed up in OneDrive, and move anything stored elsewhere on the computer into OneDrive. This matters most if your PC is being reset or replaced, because local files are removed.
- Tell [IT CONTACT] by [DATE] about any special software, device drivers or equipment you use (for example a scanner, label printer or line-of-business app), so it can be tested on Windows 11 first.
- Save your work and close apps before the upgrade time.
- If you have a laptop, leave it plugged in and connected on the day.
On the day
- Save your work and close everything at [TIME].
- Upgrade in place: the computer installs Windows 11 and restarts, possibly more than once. Do not turn it off while it works.
- Reset or new PC: when set-up starts, sign in with your [ORGANISATION] account. The set-up screen should show [ORGANISATION]'s sign-in page. Wait while apps and settings install.
- When you reach the desktop, sign in to OneDrive, Outlook and Teams if asked.
After the move
- Check your OneDrive files are there and syncing.
- Open the apps you use every day and check they work. Tell [IT CONTACT] about anything that does not.
- Check printers and other equipment you use.
- If your PC was reset or replaced, bring back your browser bookmarks and app settings.
- Old PCs being retired are wiped securely by IT. Do not take them home or pass them on.
Questions people ask
Why do we have to move to Windows 11?
Microsoft ended support for Windows 10 on 14 October 2025. Windows 10 PCs still work, but without extended updates they no longer receive security fixes, which leaves them exposed.
Will I lose my files?
Not if they are in OneDrive. An in-place upgrade keeps your apps and files. A reset or replacement removes files saved only on the computer, so move them into OneDrive first.
Why is my PC being replaced and not upgraded?
Windows 11 needs certain hardware, such as a supported processor, TPM 2.0 and Secure Boot. Some older PCs do not have it.
My PC is staying on Windows 10 for now. Is that safe?
IT has enrolled it in Extended Security Updates, which keeps security fixes coming for a limited time until it is replaced on [DATE].
What about my home computer?
Microsoft offers Extended Security Updates for home Windows 10 PCs until 12 October 2027. You need Windows 10 version 22H2, the latest updates, and an adult Microsoft account with administrator rights. See Microsoft's Windows 10 support pages for the options.
Will my apps work on Windows 11?
Most do. IT tests the apps each team uses first. Tell [IT CONTACT] about any special software.
Emails you can send
Announcement (2 weeks before)
Subject: Your computer is moving to Windows 11 on [DATE]
Hi all, Microsoft ended support for Windows 10 on 14 October 2025, so we are moving our computers to Windows 11. Your computer is booked for [DATE]: [UPGRADE PLAN]. Before then, please: - Make sure your Desktop, Documents and Pictures are backed up in OneDrive, and move anything stored elsewhere on the computer into OneDrive. - Tell [IT CONTACT] by [DATE] about any special software or equipment you use, so we can test it. Your sign-in, email and OneDrive files are not affected. Questions: [IT CONTACT] Thanks, [SENDER NAME]
Action needed: back up before a reset or replacement
Subject: Action needed by [DATE]: save your files to OneDrive
Hi [NAME], Your computer is being [reset / replaced] on [DATE]. Files saved only on the computer will be removed. Please do this before [DATE]: 1. Check Desktop, Documents and Pictures show as backed up in OneDrive. 2. Look in Downloads and any other folders on the computer and move what you need into OneDrive. 3. Note your browser bookmarks and app settings. 4. Reply to confirm, or contact [IT CONTACT] if you are unsure. Thanks, [SENDER NAME]
Reminder (the day before)
Subject: Tomorrow: Windows 11 upgrade at [TIME]
Hi all, Your Windows 11 upgrade is tomorrow, [DATE], at [TIME]. Before you finish today: - Check your files are in OneDrive. - If you have a laptop, bring the charger tomorrow. Tomorrow, save your work and close everything at [TIME]. Thanks, [SENDER NAME]
Go-live (upgrade day)
Subject: Today: your Windows 11 upgrade
Good morning, Your computer moves to Windows 11 today. 1. Save your work and close everything at [TIME]. 2. The computer restarts, possibly a few times. Do not turn it off. 3. If set-up asks you to sign in, use your [ORGANISATION] account and wait while apps install. 4. At the desktop, check OneDrive, Outlook, Teams and the apps you use every day. Anything not working? Contact [IT CONTACT] on [PHONE OR CHAT]. Thanks, [SENDER NAME]
Completion
Subject: Windows 11 upgrade complete
Hi all, All our computers are now on Windows 11 [or: except a few PCs covered by Extended Security Updates until they are replaced on [DATE]]. Thanks for your patience. If an app, printer or other device is not working properly, tell [IT CONTACT]. Thanks, [SENDER NAME]