How to transfer files between two computers using a USB transfer cable or external drive

Summary

This guide helps you troubleshoot and resolve: How to transfer files between two computers using a USB transfer cable or external drive. Follow the steps below to fix the issue.

Common Causes

Transferring files between two computers doesn't have to involve the cloud. Whether you're moving documents from an old work laptop to a new one, sharing photos between a desktop and a MacBook, or backing up important data before a refresh, a USB transfer cable or external drive offers a fast, reliable method that works without an internet connection. This guide walks you through both options using Windows and macOS.

Quick Fix Steps

If you're in a hurry, here's the short version. Detailed instructions follow below.

1. Choose your method: USB transfer cable (for direct PC-to-PC transfers) or external drive (works for any combination of PCs and Macs).
2. Connect both devices using the cable, or plug the external drive into the source computer first.
3. Copy the files you need to the destination (cable) or to the external drive.
4. Safely eject the drive or disconnect the cable once the transfer is complete.
5. Verify the files on the destination computer before deleting anything from the source.

Method 1: Using a USB Transfer Cable

A USB transfer cable (sometimes called a PC-to-PC or data bridge cable) is a special cable with a small electronics chip in the middle that lets two computers talk to each other. Standard USB cables won't work for this purpose.

What You'll Need

• A USB transfer cable compatible with your operating systems (Windows-to-Windows, or a cross-platform cable for Mac-to-PC transfers)
• Both computers powered on and logged in
• Administrator access on both machines

Step-by-Step Instructions (Windows to Windows)

1. Install any software that came with the cable before connecting. Many cables include a setup disc or a link to download drivers.
2. Plug one end of the cable into a USB port on the source computer and the other end into the destination computer.
3. Wait for both computers to detect the cable. Windows usually installs the driver automatically and opens the transfer software.
4. If the transfer app doesn't open automatically, launch it from the Start menu or the system tray.
5. In the transfer software, select whether this computer is the Source (where the files currently live) or the Destination (where you want them to go). Only one computer should be set as the source.
6. Browse the file list on the source computer and tick the folders or files you want to transfer.
7. Click Start Transfer or Begin. The time required depends on the amount of data.
8. When the transfer finishes, close the software on both computers before unplugging the cable.

Method 2: Using an External Drive

An external hard drive or large USB flash drive is the most flexible option. It works between any combination of Windows PCs, Macs, and even Linux machines, and you can reuse the drive for backups afterwards.

What You'll Need

• An external drive with enough free space to hold the files you want to move
• The correct cable for your drive (USB-A, USB-C, or Thunderbolt depending on the model)
• For Mac-to-PC transfers, a drive formatted as exFAT (works on both operating systems)

Step-by-Step Instructions

1. Plug the external drive into the source computer and wait for it to appear in File Explorer (Windows) or Finder (macOS).
2. Open File Explorer with Win + E or open Finder from the Dock.
3. Navigate to the files or folders you want to transfer.
4. Select the items, then drag them to the external drive icon, or right-click and choose Copy followed by Paste into the drive folder.
5. Wait for the copy to finish. For large transfers, check the progress bar at the bottom of the file manager window.
6. When the copy is complete, safely eject the drive. On Windows, right-click the drive in File Explorer and choose Eject. On macOS, drag the drive icon to the Trash (which changes to an Eject symbol) or click the eject icon next to the drive name in the Finder sidebar.
7. Unplug the drive and connect it to the destination computer.
8. Open the drive on the destination computer and copy the files to your preferred location, such as Documents, Desktop, or an external folder.
9. Verify the files opened correctly, especially documents, photos, and videos.

Choosing the Right File System

The file system on your external drive determines which computers can read it. If you're moving files between Windows and macOS, formatting matters.

• NTFS: Default for Windows. macOS can read NTFS drives but cannot write to them without extra software.
• APFS or Mac OS Extended (HFS+): Default for macOS. Windows cannot read or write to these without third-party tools.
• exFAT: Works for both reading and writing on Windows and macOS. Best choice for cross-platform transfers.
• FAT32: Works on both but has a 4GB single-file size limit, which rules out large video files or disk images.

Troubleshooting

The USB Transfer Cable Isn't Recognised

• Try a different USB port, preferably one directly on the computer rather than through a hub.
• Reinstall the cable's driver or companion software from the manufacturer's website.
• Test the cable on a different pair of computers to rule out a faulty port.
• Make sure both computers are running compatible operating system versions. Some older cables don't support Windows 11 or the latest macOS releases.

The External Drive Doesn't Appear

• Check the cable connection at both ends and try a different USB port.
• On Windows, open Disk Management (search for it from the Start menu) to see if the drive is detected but needs a drive letter assigned.
• On macOS, open Disk Utility from Applications > Utilities to check whether the drive is mounted.
• If the drive has its own power supply, make sure it's plugged in and switched on.

Transfer Speeds Are Very Slow

• USB 2.0 drives and cables max out at around 30 MB/s in real-world use. For faster transfers, use USB 3.0 or newer equipment, which can reach several hundred MB/s.
• Close other applications that may be accessing the same files, such as cloud sync clients or antivirus scans.
• Transfer fewer large files rather than thousands of small ones, as file overhead slows down small transfers.

Files Copied to Mac Are Greyed Out or Unreadable

• The drive is likely formatted as NTFS. Copy the files to the Mac's internal drive first, then reformat the external drive as exFAT for future use.
• Check file and folder permissions on the destination. Files copied from a Windows drive may inherit restrictive permissions.
• If the files came from a Windows computer, they may have been encrypted with BitLocker or EFS. Decrypt them on the source computer before copying.

Tips for a Smooth Transfer

• Before starting a large transfer, check available disk space on the destination to avoid mid-transfer failures.
• Keep both computers plugged into power during long transfers to prevent sleep mode interrupting the copy.
• For very large transfers, consider splitting files into smaller batches so you can verify each batch worked.
• Label your external drive clearly if you're using it for ongoing transfers between machines.

Still Having Issues?