What happens when you reset a computer to factory settings
A factory reset removes all your personal files, settings, and programs from the computer and returns it to the state it was in when it left the manufacturer. When you reset, the operating system stays in place, but your documents, photos, email accounts, browser history, and any software you installed are all deleted. This is what your company needs before the machine goes back to IT or is reassigned.
The reset process is different depending on whether you have a Windows or Mac computer. Both operating systems have built-in reset tools that walk you through the steps. The process usually takes 30 minutes to two hours, depending on how much data is on the drive and how fast your computer runs.
Before you start, back up anything you need to keep. Once the reset is complete, those files are gone unless you have them saved elsewhere — on an external drive, cloud storage, or a personal device.
Key Takeaways
- Back up all personal files to an external drive or cloud storage before you begin, because the reset will delete everything on the computer.
- Windows computers use Settings > System > Recovery > Reset this PC, while Mac computers use System Settings > General > Transfer or Reset.
- Choose the option to remove all files completely, not just a quick reset, so the company can reuse the machine safely.
- The reset process takes 30 minutes to two hours and requires the computer to restart multiple times — do not unplug it or close the lid during this time.
- After the reset finishes, sign out of your personal accounts and do not set up a new user account, so the computer is ready for the next person.
How to reset a Windows computer
On a Windows machine, the reset tool is built into Settings. Open Settings by pressing the Windows key and typing "Settings," then click the app that appears. Go to System in the left sidebar, then scroll down and click Recovery.
You will see a button labeled "Reset this PC." Click it. Windows will ask whether you want to keep your files or remove everything. Choose "Remove everything" — this is what your company needs. The next screen asks whether you want to remove files only or also clean the drive. For a company return, choose "Remove files and clean the drive," which takes longer but makes sure deleted data cannot be recovered.
Windows will show you a summary of what it is about to do. Click Reset, and the computer will restart. Do not turn it off, unplug it, or close the lid while the reset is running. You may see a black screen or a spinning circle for a long time — this is normal. The computer will restart several times on its own. When it finishes, you will see the Windows setup screen, the same one you see when a new computer starts for the first time.
How to reset a Mac computer
On a Mac, open System Settings by clicking the Apple menu in the top left corner and selecting System Settings. Click General in the sidebar, then scroll down and click Transfer or Reset.
You will see options for Erase All Content and Settings. Click it. Mac will ask you to sign in with your Apple ID to confirm — this is a security step to make sure you really want to erase the machine. After you sign in, click Continue, and Mac will show you a summary of what will be deleted. Click Erase to start.
The reset will take 15 to 45 minutes. Your Mac will restart and show a progress bar. Do not force shut down the computer or close the lid. When the reset finishes, you will see the Mac setup screen, which looks like the first screen a new Mac shows when it starts.
What to do after the reset is complete
When the reset finishes, both Windows and Mac will show you a setup screen that looks like a brand-new computer. Do not create a new user account or sign in with your personal Apple ID or Microsoft account. Your company will set up the machine for the next user, so leave it at this setup screen.
Shut down the computer cleanly by using the Shut Down option in the menu, not by holding the power button. This makes sure the reset completed properly and the drive is not corrupted.
If your company asked you to do anything else — like remove the hard drive, wipe specific folders, or run a company tool — do that now, while the computer is off. Then hand it back to your manager or IT department with a note that you have completed the factory reset.
What to back up before you reset
Before you start the reset, move anything you need to keep to an external drive or cloud storage. This includes documents, photos, videos, spreadsheets, and any files in your Downloads folder or Desktop. Check your email client — if you use Outlook or Mail on the company computer, export your emails or contacts if you want to keep them.
If you have browser bookmarks you want to save, export them. In Chrome, go to Settings > Bookmarks > Bookmark Manager, click the three dots, and select Export Bookmarks. In Safari, go to File > Export Bookmarks. In Edge, go to Settings > Favorites > Manage Favorites > More > Export Favorites.
Do not back up company files or confidential documents to your personal devices unless your company policy allows it. Ask your manager or IT if you are unsure what you are allowed to keep.
Troubleshooting a reset that gets stuck
If the reset starts but the computer seems frozen on a black screen or spinning circle for more than an hour, it may be stuck. Wait at least 90 minutes before you assume something went wrong — resets can take a long time on older machines or drives with a lot of data.
If the computer is truly stuck, try a hard restart. On Windows, hold the power button for 10 seconds until the computer shuts off completely, then turn it back on. On a Mac, hold the power button for 10 seconds. The reset may restart from the beginning, but it should continue. If it gets stuck again at the same point, contact your IT department — the drive may have a problem that needs professional attention.
If you see an error message during the reset, write down the exact message and the error code, then contact IT. Do not try to restart or interrupt the process unless the message tells you to.
When to ask IT for help
If you are not comfortable doing the reset yourself, or if the computer has a problem that prevents the reset from starting, ask your IT department to do it. They have tools to reset machines remotely or to handle drives that are encrypted or password-protected in ways that block the standard reset process.
If the computer is very old, runs slowly, or has had hardware problems, IT may need to wipe the drive using a different method. Do not force the reset if the computer is behaving strangely — tell IT what is happening and let them decide the safest way to prepare it for return.
Frequently Asked Questions
Will the reset delete my company email and files?
Yes. The reset removes everything on the computer, including company email accounts, files stored on the desktop, and any programs. Your company files stored on company servers or cloud storage are safe — only files saved directly on the computer are deleted. Check with IT about what you should do with company documents before you reset.
Can I undo a reset after it starts?
No. Once the reset begins, you cannot stop it or undo it. This is why backing up your personal files first is so important. If you realize you forgot something before the reset finishes, contact IT when ready — they may be able to recover files from the drive before it is wiped completely.
Do I need the company password to reset the computer?
On Windows, you may need to sign in with your company account to start the reset, but the reset tool will guide you through it. On a Mac, you will need your Apple ID password. If you do not have access to either, contact IT before you try to reset — they can unlock the computer or do the reset for you.
What if I see a message saying the drive is encrypted?
Encrypted drives (usually BitLocker on Windows or FileVault on Mac) require you to sign in before the reset can begin. Use your company credentials or Apple ID to unlock the drive, then start the reset. If you cannot remember your password, contact IT — they have a way to unlock encrypted drives.
How do I know the reset actually worked?
When the reset finishes, the computer will show the brand-new setup screen — the same screen you see when you first turn on a new machine. If you see this screen, the reset worked. If the computer boots back into Windows or Mac with your old files and settings still there, the reset did not complete. Restart the computer and try again, or contact IT.