Laptop do's and don'ts: simple habits that save money

Quick answer: the most important laptop habits

1. Back up important files to two places.
2. Keep the vents clear and use a hard, flat surface.
3. Install updates and restart weekly.
4. Protect the charger, the port and the cable.
5. Keep drinks and food away from the keyboard.
6. Shut down properly, and use a surge-protected supply during unstable power.
7. Carry it carefully in a padded bag.
8. Do not ignore noises, heat, swelling or sudden shutdowns.

The rest of this guide shows how to do each one properly, because "back up regularly" is only useful if you know how.

Do: back up your files (and check the backup works)

Hard drives and SSDs fail without warning, laptops get stolen, and ransomware locks files. A backup is the only thing that turns these from disasters into inconveniences.

What to do

1. Choose two places for important files: an external hard drive or flash drive, plus cloud storage such as OneDrive or Google Drive. Keep the external drive away from the laptop bag so a single theft or spill does not take both.
2. Turn on automatic backup for key folders. In Windows, open Settings, then Accounts, then Windows backup (Windows 11) and turn on folder backup for Desktop, Documents and Pictures to OneDrive. Or copy folders to the external drive by dragging them.
3. Decide how often. Daily for files you change daily, such as coursework or accounts, and at least weekly for everything else. Always back up before a repair, a reset or an update to Windows.
4. Check that it worked. Once a month, open three or four files from the backup, including a recent one. If they open, the backup works. A backup you have never tested is only a hope.

If data costs worry you, back up the most important folders to the cloud and the rest to the external drive.

Do: keep the laptop cool and clean

Heat is the silent killer of laptops. It ages the battery, bakes the thermal paste, stresses the processor and makes the fan work harder until it fails.

• Use the laptop on a hard, flat surface such as a desk or table, not a bed, a sofa, a pillow or your lap on soft cloth. These block the air vents.
• Do not leave it in a closed car, direct sun or a bag on a hot day.
• If the fan is loud all the time, the vents may be clogged with dust. This is a sign to act.
• A raised stand or a cooling pad can help airflow on a warm desk.

How to clean the outside safely

1. Shut down and unplug the charger.
2. Dampen a soft microfibre cloth with a little water (or screen cleaner made for displays). Never spray liquid directly on the laptop.
3. Wipe the screen gently in one direction, and wipe the keyboard and body.
4. Use a soft brush or short bursts of compressed air to clear dust from the vents and keyboard, holding the laptop so the dust leaves rather than being pushed in.
5. Do not use household cleaners, alcohol on the screen or a vacuum cleaner. Static and force can do damage.

Cleaning inside, replacing thermal paste and fan work are best left to a technician. A service every year or two keeps the cooling system healthy, especially in dusty environments.

Do: update, restart and keep the system tidy

• Install updates. Open Settings, then Windows Update and select Check for updates. Updates fix security holes and bugs. Let them finish and never switch the laptop off in the middle of one.
• Restart weekly. Use Restart, not just Shut down, because it does a fresh start and finishes updates.
• Keep Windows Security on. Open Settings, then Privacy and security, then Windows Security and check that there are no warnings.
• Keep free space. Keep at least 10 to 20 per cent of the drive free. Check in Settings, then System, then Storage, and turn on Storage Sense.
• Limit start-up programs. In Task Manager, open Startup apps and disable anything you do not need.
• Uninstall what you do not use from Settings, then Apps, then Installed apps.

Do: protect the charger, ports and power

Charging problems are among the most common repairs, and they are usually caused by how the charger is handled.

• Use the original charger or a good-quality one with the same voltage and connector. Cheap, unbranded chargers can supply unstable power and damage the battery or board.
• Pull the plug by the connector, not the cable, and straight out, not at an angle.
• Do not wrap the cable tightly around the charger brick. Coil it loosely.
• Do not leave the charger plugged in at the wall with no laptop attached on a damp or crowded floor.
• With unstable power, use a surge-protected extension, or a stabiliser or UPS if you can. Power cuts and surges cause sudden shutdowns that can corrupt files and stress the drive.
• Plug into the wall socket first, then into the laptop, and unplug in the reverse order.

If the charging light flickers when you touch the cable, or the connector feels loose, stop and get it checked before the port damage spreads.

Don't: eat, drink or use liquids near the keyboard

Liquid is one of the costliest laptop accidents, and even a small spill of tea, soft drink or water can reach the motherboard through the keyboard. Sugary drinks leave residue that corrodes after they dry.

• Keep drinks on a separate surface at a distance, not beside the laptop.
• Use a closed bottle rather than an open cup.
• Do not use a laptop with wet hands or in the rain.

If a spill happens: switch the laptop off immediately (hold the power button), unplug the charger, remove the battery if it is removable, turn the laptop upside down in a tent shape, and take it to a technician as soon as possible. Do not turn it on to see if it still works, and do not use a hair dryer. Rice does not help, and the longer the liquid stays, the more corrosion spreads.

Don't: carry, drop or store it carelessly

• Shut down, or at least confirm it is asleep, before you put it in a bag.
• Use a padded sleeve or bag. Do not put heavy items on top of the laptop in a backpack.
• Remove USB drives, cables and any item in a port before packing.
• Lift it by the base, not the screen corner, and do not open the lid by one corner.
• Do not leave it on a chair, bed edge or lap where it can slip.
• Do not leave it in a car, even for a short time. Heat damages it, and it invites theft.

Writing down the serial number and turning on Find my device (Settings, then Privacy and security, then Find my device) helps if it is lost or stolen. Keep the receipt too, as it helps with warranty claims.

Don't: download risky software or ignore security

• Do not install cracked or pirated software. It is a common route for malware.
• Do not open attachments or links in unexpected messages, even from contacts, without checking first.
• Do not use the same password everywhere. Use a password manager and two-step verification.
• Do not plug in unknown flash drives.
• Do not disable Windows Security or updates to make something install.

If the laptop shows pop-ups, a changed home page, strange programs or unexplained slowness, read our guide on whether your laptop has a virus before doing anything drastic.

A 15-minute monthly laptop routine

1. Back up. Copy new files and open a few from the backup to check them.
2. Update. Run Windows Update and restart.
3. Check storage. In Settings, then System, then Storage, confirm there is free space and clear temporary files.
4. Check start-up apps and heat. In Task Manager, look at Startup apps and watch the Performance tab for sustained 100 per cent use.
5. Check the battery with powercfg /batteryreport in Terminal every few months.
6. Clean the outside and vents.
7. Check the charger and cable for fraying, heat or loose connections.

Once a year, have a technician check the cooling, battery, drive health and software, especially for a laptop that is more than two years old.

Frequently asked questions

Written by the ICT AccessPoint team

We repair laptops and build websites and business systems. Have a question this guide did not answer? Message us.

This guide is general advice. Every device and business is different, so if you are unsure, ask a technician before you act.