Big news! NinjaOne has been named to CRN’s 2025 Security 100 list in the Endpoint and Managed Security category. This recognition is a testament to NinjaOne’s unwavering commitment to delivering automated endpoint management and security that helps MSPs and IT teams safeguard businesses against evolving cyber threats—without complexity.

Why this recognition matters

Each year, CRN’s Security 100 list spotlights top cybersecurity innovators who work closely with channel partners to strengthen security worldwide. The 2025 honorees are recognized across five technology categories: Endpoint and Managed Security; Identity, Access and Data Security; Network Security; Security Operations, Risk, and Threat Intelligence; Web, Email, and Application Security.

Earning this recognition reinforces NinjaOne’s mission to automate the hardest parts of IT, delivering security and control over all endpoints.

“We’re honored to be recognized by CRN as a leader in Endpoint and Managed Security,” said Joe Lohmeier, VP of Channel Sales at NinjaOne. “This recognition reflects our ongoing commitment in delivering simple endpoint security so our partners can better protect their clients.”

Powering secure endpoints for NinjaOne partners

Cyberthreats are evolving fast, and endpoint security is the first line of defense. Through the NinjaOne Partner Program, our partners gain access to:

• Automated endpoint management and protection tools to manage security policies across all endpoints from a single pane of glass
• An extensive library of integrations to boost productivity, reduce risk, and lower costs
• Integrated security solutions that make deployment seamless at any scale and grows with the needs of your customers
• Free and unlimited training, onboarding, and support to every customer in addition to a library of resources designed to empower and guide your customers

The NinjaOne Partner Program is available for Managed Service Providers, Resellers and Solutions Providers, and Technology Partners. Do you want to deliver stronger endpoint security for your customers?

Explore the NinjaOne Partner Program now

What is Secure Boot?

Secure Boot is the process used by modern PCs to prevent untrusted or malicious software from running when your computer starts. Secure Boot is supported in Windows 10 and Windows 11, as well as most modern Linux distributions. To use Secure Boot, you must have a PC with UEFI firmware, as Legacy BIOS does not include this functionality.

Secure Boot functions by comparing the cryptographic signature of software that runs when your computer starts against a database of trusted signatures from known vendors (or your custom signatures if you are developing your own software or drivers).

Secure Boot stops software that does not pass its checks from running. This prevents malware from loading before Windows and hiding from its built-in security features and third-party anti-malware software. It also ensures the integrity of firmware, drivers, bootloaders, and the Windows operating system itself.

Why check Secure Boot status?

Secure Boot provides better security and faster boot times than Legacy Boot. It is important that Secure Boot is enabled where supported, but there are situations where it may be disabled to support specific software or hardware, or where it was temporarily turned off for troubleshooting (and mistakenly not turned back on).

Checking the Secure Boot status of your PC can assist with troubleshooting, and also allows you to confirm that Secure Boot is enabled so that you can ensure the security of your Windows devices. You may also wish to check its status before configuring dual-boot with another operating system that does not support Secure Boot.

Additionally, in business scenarios, confirming that Secure Boot is functioning may be required for compliance reasons — many data protection laws (such as GDPR) require that you utilize all the security technologies available to you to protect your customers’ data.

Tutorial: How to confirm if Secure Boot is enabled or disabled

There are several methods you can use to confirm if Secure Boot is enabled. This can be done within Windows (without BIOS access) and from your System’s UEFI firmware interface.

Method 1: Display Secure Boot State in the System Information Tool

To check if Secure Boot is enabled or disabled using the System Information tool in Windows 10 and Windows 11, follow these steps:

• Right-click on the Start button and select Run
• Enter msinfo32 in the Run dialog and then press the OK button
• Click on System Summary

• Scroll down to Secure Boot State in the list of items
• It will be listed as either Off or On, indicating whether Secure Boot is enabled or disabled

Method 2: Checking Secure Boot using PowerShell

To confirm the status of Secure Boot using PowerShell, open PowerShell as Administrator and run the following command:

Confirm-SecureBootUEFI

This command will return either True or False, indicating whether Secure Boot is turned on or off.

Method 3: Accessing UEFI/BIOS settings

You can confirm the Secure Boot status of your system in the UEFI firmware setup interface. This method works for any operating system, as it directly checks the Secure Boot status using your device’s firmware. To access UEFI firmware, you need to press a specific key while your computer boots to interrupt the boot process. Which key this is differs between manufacturers, but it is usually one of the DELETE, ESCAPE, F1, F2, F10, or F12 keys.

Many motherboards will display which key this is briefly as they start up (showing a message like Press ESC to enter setup). Your device or motherboard user manual will also tell you exactly which key it is, or you can find out by trial and error (a valid method used by many expert IT technicians).

Once you have gained access to the UEFI firmware setup interface, you can navigate to the boot or security section to check whether Secure Boot is enabled or disabled.

Secure Boot troubleshooting and FAQs

In addition to confirming the security of your Windows 10 or Windows 11 system, checking whether Secure Boot is enabled or disabled can help you troubleshoot boot issues.

Changes to Secure Boot can prevent your system from booting, requiring that you use launch System Recovery to use the Startup Repair tool. You may also need to provide a BitLocker recovery key to access your data after a change to Secure Boot configuration, so it’s important to be able to check its status from within Windows (giving you a chance to back up your recovery key and important data) before you attempt to alter your UEFI configuration.

Secure Boot in enterprise and education environments

It is vital for the protection of your core business data, and the protection of your customer and employee data, that Secure Boot is enabled on your Windows 10 and Windows 11 devices. This protects your business’s operational data, and ensures compliance with increasingly stronger data protection laws.

Confirming that Secure Boot is enabled should be a part of your regular security auditing process. Remote monitoring and management by NinjaOne allows you to monitor the security status of all of your devices, and deploy security policies, protecting devices and the data on them in the case of loss, theft, malware, or other cybersecurity incidents.

What is Secure Boot?

Secure Boot is a feature of PCs with UEFI firmware that only allows trusted software to run when your PC starts. This prevents malware (including rootkits) from loading before the operating system. Windows 10 and Windows 11 both support Secure Boot, as do many Linux operating systems. Secure Boot is only supported on UEFI firmware and is not available on PCs that use a legacy BIOS.

Secure Boot works by verifying the cryptographic signatures of software being loaded at boot and only allows software that has been signed with a trusted key to run (for example, your Windows operating system will not boot if its signature cannot be verified as having come from Microsoft).

Secure Boot is vital in the modern cybersecurity landscape, protecting you from malware that hides from Windows and anti-malware tools by loading before it boots, and ensuring the integrity of your firmware, bootloaders, and operating system.

When Secure Boot is disabled, these checks are not performed, and any software can be run at boot time.

Why enable or disable Secure Boot?

Generally, you should leave Secure Boot enabled on all of your devices due to the security benefits it provides. However, there are some scenarios where you may need to disable it:

• When using operating systems that do not support Secure Boot (for example, some Linux distributions)
• When dual booting both Windows and Linux
• When you need to use custom drivers that lack valid digital signatures

Before you disable Secure Boot, you should assess whether it is necessary, and that the software you will be booting with Secure Boot disabled is from a trusted source.

Prerequisites before changing Secure Boot settings

Before you attempt to enable or disable Secure Boot, you should back up your important data. While configuring Secure Boot settings will not affect your Windows license or activation and does not remove or modify files on your hard drives, your system may fail to boot afterward if not configured correctly. Critically, if you have BitLocker enabled, you may need to enter a recovery key after changing Secure Boot settings — so make sure you have this on hand before you make any changes.

You should also confirm whether Secure Boot is already enabled or disabled by checking its status.

Tutorial: How to enable or disable Secure Boot

Enabling or disabling Secure Boot must be done from the UEFI setup interface of your system — not from within Windows 10 or Windows 11.

Accessing this setup interface is usually done by pressing a certain key on your keyboard or device while it is starting up. Usually this is indicated with a message on-screen (for example, Press ESC to enter setup). If it is not, you will need to consult the user manual for your device, or find it through trial-and-error. This is commonly one of the DELETE, ESCAPE, F1, F2, F10, or F12 keys.

Once you have accessed the UEFI setup interface, you will need to locate the Secure Boot setting to turn it on or off. The location of this will differ depending on your device’s manufacturer, and can either be located by consulting the user manual, or by paging through the settings screens until you find it (thankfully, UEFI usually supports mouse and keyboard input, making it easy to navigate).

The steps to configure Secure Boot for several popular PC manufacturers are described below, however note that these steps may vary between specific device models. You may need to use different keyboard shortcuts, encounter different phrasing, or need to navigate to a different menu location:

Changing Secure Boot settings on Dell devices

• Reboot your device and press the F2 key as it starts to enter the UEFI interface
• Secure Boot settings can be toggled in Boot Configuration
• Save changes and exit by pressing the F10 key

Changing Secure Boot settings on HP devices

• Reboot your device and press the F10 key as it starts to enter the UEFI interface
• Secure Boot can be turned on or off in Advanced > Secure Boot Configuration
• Save changes and exit by pressing the F10 key

Changing Secure Boot settings on Asus devices

• Reboot your device and press the F2 or DELETE key as it starts to enter the UEFI interface
• Secure Boot settings can be found in either the Boot or Advanced tab
• Save changes and exit by pressing the F10 key

Changing Secure Boot settings on Acer devices

• Reboot your device and press the F2 key as it starts to enter the UEFI interface
• Secure Boot can be enabled or disabled in Boot > Secure Boot
• Save changes and exit by pressing the F10 key

Troubleshooting common Secure Boot common issues

Secure Boot may not be available if Fast Boot is enabled on your device or an administrator password is not set. If your system fails to boot after changing Secure Boot settings, you may need to toggle it to its previous state or boot into Windows recovery mode and run Startup Repair to resolve the issue.

If you are encountering issues with boot signatures, it may be necessary to completely reset your UEFI to its default settings from the setup interface available at boot time.

Securing devices in enterprise and education environments

Keeping fleets of Windows 10 and 11 devices, including managing security settings and configuring Secure Boot, is a daunting task for more than a few devices.

Endpoint management by NinjaOne allows you to centrally manage Windows 10, Windows 11, as well as Apple and Android devices at scale. You can view your entire IT infrastructure from a unified interface, and confirm that your security policies and settings (including Secure Boot) are enforced for all devices in your organization.

Background: Understanding BIOS and UEFI

The BIOS (Basic Input/Output System) is the firmware that interacts with your computer’s hardware, initializing it and allowing it to boot into a usable state ready to load your operating system.

Unified Extensible Firmware Interface (UEFI) is a more modern firmware standard designed to replace the BIOS. It serves the same purpose but offers more modern functionality, such as secure boot and support for booting from both legacy MBR and modern GPT partitions (allowing for support for larger drives with a greater number of partitions).

While ‘BIOS’ refers to a specific set of standards and a specific kind of firmware, it’s often used as a generic term for any PC firmware. This can lead to some confusion, so to be clear, sometimes the term ‘Legacy BIOS’ is used for non-UEFI systems.

BIOS vs UEFI differences

Why you need to know your BIOS or UEFI version

There are several scenarios where you will need to know your BIOS or UEFI version:

• Troubleshooting: Some troubleshooting steps may be specific to a BIOS or UEFI version.
• Upgrading: Motherboard manufacturers periodically release firmware updates that fix bugs and introduce new features or support for newly released hardware. Checking whether your motherboard is already running the latest version avoids wasting resources trying to update it.
• Compatibility: Some hardware is only compatible with certain BIOS/UEFI versions. One famous example is AMD Ryzen CPUs that will only work with certain firmware versions, requiring an update before they can be used.

How to check BIOS or UEFI firmware version on Windows 10, Windows 11, and other PCs

There are several ways you can locate the version in Windows 10, Windows 11, and on other PCs.

Directly in the BIOS or UEFI setup interface itself

This method will work on any PC running Windows 10, Windows 11, or any other operating system.

When your device is powered on (not resumed from standby or rebooted, but started from a completely ‘off’ state), you will have an opportunity to press a key or button on your keyboard or device to interrupt the boot process and launch the BIOS or UEFI setup interface.

Which button does this, exactly, differs from device to device, but it is usually the DELETE key, the ESCAPE key, or one of the F1, F2, F10, or F12 keys. The key you need to press may be indicated on-screen when your computer starts (for example, it may say Press ESC to enter SETUP), or can be found in its user manual. As a last resort, trial-and-error is also a valid approach used by many IT technicians to find out which key enters the BIOS.

Once the BIOS/UEFI setup interface is open, you will be able to navigate it to check the firmware version.

Using System Information in Windows 10 and Windows 11 to find BIOS or UEFI version

The System Information tool in Windows 10 and Windows 11 can be used to check the current BIOS and UEFI firmware version of your motherboard:

• Right-click on the Start button
• Select Run
• Enter msinfo32 in the Run dialog and press OK
• Click System Summary in the left navigation tree
• In the list of values to the right of the System Information Window, scroll down to the BIOS Version/Date item

You can also check the BIOS Mode value to determine whether your system is using a legacy BIOS or UEFI.

Finding BIOS or UEFI firmware version using the DirectX diagnostic tool

You can also use the DirectX diagnostic tool in Windows 10 and Windows 11 to find the BIOS or UEFI version:

• Right-click on the Start button
• Select Run
• Enter dxdiag in the Run dialog and press OK
• Optionally check for signed drivers
• In the DirectX diagnostic tool, the BIOS/UEFI version will be displayed

Note that this provides significantly less information than using the System Information tool.

Checking current BIOS/UEFI version in the Registry Editor

The Windows 10 and Windows 11 Registry Editor can also be used to check BIOS or UEFI version:

• Open the Registry Editor
• Navigate to HKEY_LOCAL_MACHINE\HARDWARE\DESCRIPTION\System\BIOS
• Check the BIOSVersion key to find your current BIOS/UEFI firmware version

Keeping firmware and software up-to-date in enterprise

Keeping software and firmware up-to-date is vital for the security and stability of Windows 10 and Windows 11 devices. Doing this manually becomes difficult as you manage more devices in more locations.

NinjaOne provides an enterprise MDM and endpoint management solution that lets you manage all the Windows, Apple, Android, and Linux devices in your organization from a single web interface. You can check that devices and UEFI firmware are up-to-date and deploy and test software updates to ensure that all of your devices are running optimally and securely.

File History settings in Windows

By default, File History is configured to keep saved versions forever. While this ensures maximum file recovery options, it can lead to rapid disk space consumption. This can cause problems in the future, especially if your organization has heavy resource needs and regularly works with large or frequently modified files.

This is when it is prudent to modify backup settings for Windows File History. But how long should you keep files? There are no direct answers to this, as every organization is different. Experts warn against setting a retention period that is too short to avoid losing access to critical earlier versions, but they also caution against setting one that is overly long.

You need to find a balance. The simplest way to do this is to speak with relevant stakeholders to determine a period that works best for all involved parties. Nevertheless, adjusting retention settings is essential when you’re running low on backup drive space and helps you gain a more tailored approach to version management.

Step-by-step guide to File History retention

Before modifying retention settings, ensure File History is enabled, and your intended backup drive (external or network) is connected and properly configured. If you’re using NinjaOne, we’ve written a more extensive guide on backup configuration here.

Option 1: Using the Control Panel

1. Press the Windows key + S, type “Control Panel”, and select it from the results.
2. Navigate to “Systems & Security” and find “File History”.
3. In the left sidebar, click “Advanced Settings”.
4. Locate the “Keep saved versions” dropdown. You will see options, including “Forever”, “Until space is needed”, and specific time frames like 1 month or 2 years.
5. Select your desired retention period and click “Save changes”.

Option 2: Using Settings

1. Open Settings, and select “Update & Security”.
2. Click “Backup” and find “More Options”.
3. Find the “Keep my backups” drop menu and determine how often you want to save copies of your files. You will find several options.
4. Close settings.

Option 3: Using the group policy editor (for administrators)

1. Simultaneously press the Windows key + R, type “gpedit.msc” and press Enter.
2. Go to “Computer Configuration” > “Administrative Templates” > “Windows Components” > “File History”.
3. Locate and double-click on “Retention of saved versions” and specify your desired retention period.
4. Click “Ok” to save the policy configuration.

Option 4: Using the Command Line (for Power users)

1. Press the Windows key + X and choose “Command Prompt (Admin)”.
2. Use the following syntax: fhmanagew.exe -cleanup [TimePeriod]
   1. Replace [TimePeriod] with values like [6months] or [1year], depending on your needs.
3. File History will adjust accordingly.

Best practices for managing File History retention

The process of adjusting File History duration is relatively straightforward, but we recommend these best practices to ensure you have little to no problems in the future.

• Understand your data. Determine business-critical data, such as master data or any data sets that are crucial to your organization. Important projects requiring multiple iterations, for example, would benefit from a longer retention period. Conversely, less crucial files may require shorter retention times.
• Choose an appropriate retention period. You must know how to manage old versions in Windows File History. Evaluate your backup needs based on file importance and storage capacity. We recommend reading our guides on the 3-2-1 backup rule and backup strategies for small businesses to get started.
• Monitor backup drive space. Regularly check the available space on your backup drive. If space is running low, review your retention settings or consider expanding storage capacity.
• Conduct periodic cleanups. It’s wise to regularly clean older or unnecessary backups, even under optimal settings. This not only frees up space but ensures your backup drive operates efficiently.
• Align with organizational policies. Ensure that your retention policies align with organizational guidelines. This includes following data compliance and retention regulations like SOC 2 and HIPAA.
• Use multiple backup strategies. While File History is a powerful tool, it would be wise to supplement it with other backup solutions like NinjaOne. Its robust Windows endpoint backup offers automated, centralized, and reliable data protection.

Troubleshooting common issues

In this portion of the guide, we discuss troubleshooting common issues that may occur when you decide to configure File History in Windows 10/11.

Retention settings not applying correctly

If this happens:

• Check your backup drive for errors. You can do this by right-clicking the drive in “File Explorer”, selecting “Properties”, then clicking on the “Tools” tab. Go to the “Error checking” tool and see whether your intended backup drive is functioning properly.
• Disable and re-enable File History. Read this guide for more information.
• If you are using multiple methods to change backup retention in Windows, make sure that each method’s settings do not conflict.

File History stopping unexpectedly

If your File History storage management in Windows stops unexpectedly:

• Ensure your external drive or network location is properly connected and accessible.
• Ensure you have the latest version of Windows installed. You can refer to this guide for more details.
• Try resetting File History to resolve persistent issues.

Backup drive running out of space

If this happens:

• Switch to the “until space is needed” retention option.
• Clean older backups.
• Consider upgrading to a larger external drive or adding additional network storage.

Event log errors

Use the Event Viewer to diagnose specific issues with File History:

• Open Event Viewer by simultaneously pressing the Windows key + X and selecting “Event Viewer”.
• Navigate to Applications and Services Logs > Microsoft > Windows > FileHistory-Engine.
• Look for error messages and note the Event ID. Research the Event ID online or consult Microsoft’s documentation for solutions.

Understanding and optimizing File History retention

Effective management of File History retention settings ensures you maintain a functional and efficient backup system. By understanding the impact of these settings, you can customize your backups to fit your unique needs while retaining access to critical file versions.

Frequently Asked Questions (FAQs)

1. How do I know what retention period is right for me?

We recommend considering the frequency and importance of file changes. Longer retention periods suit critical or frequently modified files, while shorter periods work for files with low recovery priority. Work closely with your IT team to determine the most suitable retention period for each type of file.

2. Can I keep certain versions indefinitely?

Yes. This can be done by manually copying key versions to a secure location outside File History.

3. What happens when the backup drive runs out of space?

File History will either stop saving new versions or delete the oldest version if the option “Until space is needed” is selected.

This blog will examine the best Windows File History backup options and how to change File History backup frequency.

What is File History?

File History is Windows’s built-in backup software that keeps files and folders safe by saving backup copies to an external drive or network location. In addition, File History tracks changes to files and folders, allowing users to retrieve files even if the most recent version of the file is damaged, overwritten, or deleted.

How does File History work?

When enabled, File History first scans specified folders or libraries, such as Documents or Pictures. Then, it creates a full copy of the files on a compatible storage drive. Once a copy has been created, File History checks for new files and modified versions and saves these changes according to the backup frequency you set. Users can retrieve individual files or entire folders whenever necessary and can even select between different versions of the data to restore.

Why adjust File History backup frequency?

Frequent backups consume more disk space and CPU utilization, leading to slow system performance. Adjusting File History backup frequency allows users to not strain system resources and storage while ensuring that the most recent versions of vital files are saved to backup storage and conserving storage space. Active projects that are constantly changing benefit from more frequent backups to minimize the risk of losing recent updates. On the other hand, less frequent backups can be used for archival files such as completed reports or reference documents, ensuring more optimal system performance and efficient storage management.

How to change File History backup frequency

Navigate to the File History advanced settings to customize your File History schedule. By default, File History saves copies of files every hour. You can adjust File History settings to create backups as frequently as every 10 minutes for constantly changing files or even create just one copy a day for archival or infrequent file changes.

How to change File History backup frequency via Settings

1. Navigate to Settings and click Update & Security. Next, click on Backup.
2. In the Backup windows, click on More options.
3. You can then select your desired “File History backup frequency” from the drop down under the Versions section.

How to change File History backup frequency via Control Panel

1. Open the Control Panel application, and then under System and Security, click on “Save backup copies of your files with File History.”
2. In the new window, ensure that File History is enabled, then click on File History’s “Advanced settings” option.
3. Using the drop down under the Versions section, configure the optimal File History backup frequency for you.

Common issues and troubleshooting when customizing your File History schedule

Before you troubleshoot issues with File History, make sure you have the correct administrative permissions. Once you do, make sure that File History is running as it is disabled by default. To do this, follow the steps above and ensure that File History is on.

• Resolving errors related to backup drive availability

File History requires an external storage device or network-attached storage (NAS) storage device to be turned on. Check if your designated backup drive is properly connected and operational. If you’re using an external drive, try different USB ports to rule out connectivity issues. Make sure that File History has permission to write to the selected drive or folder. If the external storage device lacks permissions, it can prevent backups from being saved.

• Backup drive capacity issues

Delete old backup versions to free up storage space. You can also adjust how long older file versions are stored in File History. Go to Control Panel > File History > Advanced Settings, and configure how long File History keeps older versions under the “Keep saved versions” section.

• How to reset File History settings if needed

1. To reset File History to its default settings, you must disable it via Settings or Control Panel.
2. Once File History is turned off, navigate to the backup folder on your storage drive: %UserProfile%\AppData\Local\Microsoft\Windows\FileHistory
3. Delete all the files and folders in this location.
4. Turn File History on again, and then select your backup drive. This should reset File History’s settings.

 Tips for optimizing File History settings

• Choosing the right backup frequency

With Windows File History, you can set the backup frequency from as little as every 10 minutes to as long as only once per day. Consider what your specific needs are to make File History more convenient. Frequent backups are best suited for frequently modified files like spreadsheets or code, while less frequent backups work best for files that rarely receive modifications and changes.

• Configuring exclusions for files or folders that don’t require backups

By going into File History’s advanced settings, you can exclude files, folders, or libraries. To do this, follow these steps:

1. Navigate to Settings > Update & security > Backup.
2. Click on “More options”.
3. Scroll down to the “Back up these folders” section, and click on the folder you wish to exclude.
4. Click the Remove on the lower right.

• Monitor storage usage and manage old backups effectively

The amount of storage that File History backups take up grows over time. While Windows automatically deletes older versions to free up space, you can also adjust these settings based on your needs.

File history frequency best practices for home users

Since backups can add up quickly, especially for personal storage devices, home users should only back up sensitive data or ongoing projects to avoid the device’s performance suffering. For example, creative endeavors such as editing home videos or creating a digital illustration might benefit from frequent backups to avoid progress being lost, while a personal note might not need backups at all.

File history frequency best practices for professionals managing work files

Data loss can negatively impact productivity, so professionals should consider customizing their File History schedule as needed. This ensures that updated copies of critical business files, such as customer databases, spreadsheets, and so on, are frequently saved. Files that serve archival purposes, such as historical reports, require less frequent backups, as they receive fewer modifications.

Leveraging third-party tools to complement File History for businesses

Despite the convenience and user-friendliness of Windows File History, relying on this free tool alone may not be sufficient for businesses. This is especially true for organizations in tightly regulated industries, such as finance or healthcare, as regulatory standards, such as HIPAA, have strict guidelines for safeguarding sensitive data.

Many third-party providers also offer cloud backup, allowing users to store copies beyond physical drives to add an extra layer of security for sensitive data and enhance accessibility for remote or hybrid setups. In addition, backup software offers more granular control and automation tools that allow users to adjust backup frequency at scale across different file types or folders. Third-party backup and data recovery solutions also offer enhanced data restoration capabilities, such as recovering entire systems with all their files and configurations and retrieving files rendered inaccessible by ransomware and other malware.

Consider investing in backup software for a more complete suite of tools. While File History is adequate for saving backup copies for individual Windows devices, a third-party backup solution allows you to create

Strengthen data security by complementing File History with backup software.

Now that you know how to change File History backup frequency, you can optimize File History backups to ensure better data protection from Windows’ built-in backup tool. That being said, File History is not a complete backup solution, so organizations, especially those in industries that require strict regulatory compliance, will need to look at the best third-party data backup and recovery software for robust data security.

NinjaOne Backup is a cloud-first backup solution that seamlessly integrates with a full suite of tools that give IT administrators full visibility and control of their IT environment. NinjaOne offers secure cloud backup with options for local NAS or a combination of both. Automation tools also streamline backup processes, reducing human error and manual workloads while ensuring minimal downtime and business continuity. Get started with a free trial, or watch a demo today.

Frequently Asked Questions (FAQs)

• How often should I save File History?

The best backup settings for File History differ from user to user, as backup frequency depends on factors such as how often a file or folder is modified and available storage space. Frequent backups are recommended for frequently modified files, while less frequent backups work best for users who need to conserve storage space.

• Does changing the backup frequency affect previously saved versions?

No. When you change File History backup frequency, only the frequency of creating a backup copy is changed, and previously saved versions remain unaffected.

• Can I use File History without an external drive?

No, File History requires an external drive or network location for storing backups.

• What happens if my backup drive is full?

Windows will automatically delete older versions to free up space on the backup drive; however, it would be best to consistently monitor storage space to prevent backup errors.

At the same time, there are files and folders that are not relevant to your backup. In this article, we will walk you through adding or removing folders for File History backup in Windows so you will know how to add critical files for backing up and remove those that you don’t need to store.

An Overview of File History

Before we examine the process in more detail, let’s discuss some things you need to know about File History in Windows 10.

What is the File History Feature?

File History is a built-in feature first introduced in Windows 8. The feature is mainly utilized to continuously back up users’ personal files and store versions of them to an external drive or network location. These stored files are kept safe so they can easily be restored later if needed. File History continues to be available in newer versions of Windows.

What are the Benefits of File History?

Automatic backups

File History continuously scans changes to files in a computer and automatically saves backups without needing manual intervention. This is an ideal feature for those who always want their personal files stored but don’t have the time to back them up manually.

Version history

File History also saves previous versions of files, so in cases where unwanted changes were made to data, users can easily access the older versions of their files and revert the edited data back to its older version.

Simple restoration

File History offers a straightforward and efficient way for users to restore their files, helping with productivity and reducing downtime.

What Are Common Use Cases of File History?

Depending on users, File History can be helpful based on someone’s purpose in leveraging the tool. Here are some of the most common use cases of File History.

• For individuals. Even personal and home users need a secure way to back up their data if something goes wrong with their system. Leveraging File History feature helps individual users safeguard their files so that they can restore their files hassle-free in instances of data loss.
• For businesses. Many businesses keep critical data such as customer information, financial reports, and other sensitive information. Losing these important files could also mean a significant loss of revenue. File History ensures businesses can access the most up-to-date versions of their important documents, even if the original files are lost or corrupted.
• For IT administrators. Teams that manage a fleet of Windows computers would prefer an automated backup solution built within the Windows operating system. This saves IT administrators time by allowing them to stop jumping from one tool to another just to back up files on their managed computers.

Preparing to Customize File History

Before managing File History, you must ensure that configurations are properly set up. This will prevent potential problems, which will save you time.

Prerequisites

• Check your storage drive

Your storage drive is one of the most vital components in this File History operation. You will want to check if they are working properly. Whatever type of storage device you have, confirm that it has enough space to hold backed-up files and future versions. If you use an external hard drive, verify that it is connected to your computer whenever backups are scheduled.

• Verify if the File History feature is enabled

File History should be turned on first before you can customize it. Ensure that File History is enabled by going to Settings, then navigating to Update & Security > Backup. Under the Back up using File History section, ensure the toggle switch is turned on. Alternatively, you can go to Control Panel > File History and then turn it on to activate the feature if it’s not yet enabled.

Adding and Removing Folders to File History

Once the prerequisites are met, you can start customizing your File History.

Adding Folders for File History Backup in Windows

1. Open Backup Settings

• Press Windows + I to open Settings.
• Navigate to Update & Security and select Backup from the left-hand menu.

2. Access More Options

• Under the Back up using File History section, click More options.

3. Add Folders to Backup

• Scroll down to the Back up these folders section.
• Click Add a folder.

4. Choose a Folder to Add

• Browse to the folder, drive, or library you want to include in the backup.
• Click Choose this folder to confirm your selection.

5. If You Need to Add More Folders

• If you need to add more folders, repeat Steps 3 and 4.

6. Finish the Process

• Once you’re done, you can now close Settings.

Removing Folders for File History Backup in Windows

1. Open Backup Settings

• Press Windows + I to open Settings.
• Navigate to Update & Security and select Backup from the left-hand menu.

2. Access More Options

• Under the Back up using File History section, click More options.

3. Select a Folder to Remove

• Scroll down to the Back up these folders section.
• Click on the folder you want to remove.

4. Remove the Folder

• Click Remove to exclude the folder from the backup list.

5. If You Need to Remove More Folders

• If you need to remove more folders, repeat Steps 3 and 4.

6. Finish the Process

• Once you’re done, you can now close Settings.

Customizing File History Troubleshooting and Tips

There may be instances when adding or removing folders to and from File History may not go smoothly. To alleviate the situation, you need to know basic File History troubleshooting. Here are the most common issues users may encounter during the process, their resolutions, and some best practices that you can follow to prevent potential problems and ensure a smooth File History experience.

Troubleshooting

1. Drive Not Detected

A common issue most users encounter when customizing File History is that the system doesn’t detect the storage drive used for File History backups. Here are some solutions that you can try:

• Check the connection. Make sure that the storage drive is connected to your computer.
• Use a different USB port. The problem might stem from a faulty USB port you’re currently using. If available, try using other USB slots.
• Format the drive. Formatting your drive using Disk Management may also solve the issue. Just make sure to back up your data first.
• Assign a driver letter. If your external drive is detected but not showing up in File History, go to Disk Management and assign a drive letter to the device.

2. Backup Failures

An issue like this occurs when File History stops backing up as it should. Here are some things you need to consider to resolve the issue:

• Check storage space. Ensure that your File History backup drive has enough storage space.
• Run a disk check. Use the chkdsk command to check for drive errors.
  • Open Command Prompt (Administrator), then run the command chkdsk C: /f /r where you can replace “C” with the assigned letter of the drive you want to check.
  • /f fixes errors on the drive.
  • /r locates bad sectors and recovers readable information.
  • If you’re checking the system drive (usually C:), you’ll see a message:
  • “Chkdsk cannot run because the volume is used by another process. Would you like to schedule this volume to be checked the next time the system restarts? (Y/N)”
  • Restart your PC to allow CHKDSK to run before Windows boots up, and the disk check will run automatically. The operation may take some time, depending on the drive’s size and condition.
  • Once complete, the system will boot into Windows. You can review the results in Event Viewer under Windows Logs > Application (look for entries from Wininit).

3. File History is running slow or gets stuck

Users may sometimes face an issue when it takes longer for File History to finish the backup process. Here are some troubleshooting you can try:

• Pause and resume File History. If you face an issue with File History being unresponsive or slow, you can try to pause it and then resume it. Go to the File History settings and pause the backup. Wait a few minutes, then resume it.
• Exclude large files. If you’re frequently backing up large files, this may also affect File History’s performance. Try excluding large files from File History and see if there are noticeable improvements.
• Check for system updates. Sometimes, bugs may be causing performance issues. Make sure that your Windows system is up to date.

Best Practices for Managing Backup Configurations

• Review your backup folders. Schedule a periodic review of your backup folders. This can help you identify which folders need continuous backup and which ones you need to remove, especially those no longer necessary.
• Use a dedicated drive. Having a separate drive for backups can help you avoid conflicts and confusion. Delegating a drive for backups only also ensures that you have enough storage space for your backup files.
• Schedule your backups. Plan your backups accordingly and set a schedule for this maintenance task. This will help you ensure consistent backups without manual intervention and reduce downtime.
• Test your backups. Regularly restore files from your backup to ensure they are complete and functional. This can also prevent further backup-related issues, which can be disruptive if not addressed before they happen.

Use Cases and Recommendations for File History

Most Common Use Cases of File History

1. Home users

Most home users leverage the File History feature to back up personal files such as important documents, photos, and videos. It’s an easy way to save critical files for later retrieval. File History is also an ideal tool for home users for its user-friendliness and configurations that are easy to manage regardless of technical expertise.

2. For businesses

Businesses use File History to save and back up relevant files such as employee data, customer information, financial reports, and everything related to their operations and profitability. Utilizing File History can help protect businesses from the loss of important organizational data due to cyber-attacks, human error, hardware failure, and more.

3. For IT environments

Aside from the use cases mentioned above, internal IT teams may use File History for a broader backup strategy. File History enables IT teams and organizations to enforce Group Policy to manage File History settings across multiple devices. For redundancy, they can also use File History with other backup solutions, such as cloud backups.

Recommendations for Optimizing File History

• Exclude unnecessary folders. To save space, exclude folders such as temporary files that don’t need to be backed up.
• Use an SSD for backups. If speed is a priority, use an SSD as your backup drive for faster performance.
• Update settings regularly. As your data needs change, update your File History settings to ensure you’re backing up the most critical files.

Alternative Tools or Methods

If File History isn’t enough or does not meet your IT infrastructure requirements, there are alternatives that you may consider when backing up your important files. Here are some of them:

• Windows Backup. Introduced in Windows 11, Windows Backup is a native backup tool built into the Windows operating system that focuses more on creating complete system snapshots or backing up entire folders. It is integrated into OneDrive, Microsoft’s cloud storage service. However, unlike File History, Windows Backup doesn’t offer file versioning.
• OneDrive. With Microsoft shifting towards a cloud-based backup strategy, OneDrive is an ideal alternative to File History. OneDrive offers continuous backup and helps with seamless device migration and cross-device synchronization.
• Third-party backup software. IT administrators and organizations can also use third-party backup software as an alternative or a tool to complement File History’s capabilities.

Frequently Asked Questions (FAQs)

1. What types of files are backed up by File History?

File History primarily backs up files stored in libraries (e.g., Documents, Pictures, Music, Videos), the Desktop, Contacts, and Favorites. It also backs up files in any additional folders you manually add.

2. Can I use File History without an external drive?

Technically, it’s possible to use File History without an external drive by backing up to a local drive or partition. However, it is not advisable since storing backups on the same drive as your system increases the risk of data loss if the drive fails. This can also leave your backups vulnerable to cyber attacks if your main drive becomes a target and gets infected by ransomware.

3. How do I restore files from File History backups?

There are two ways to restore files from File History. First is through the Control Panel, and the second one is by accessing File Explorer:

A. Through Control Panel

1. Open Control Panel and select File History.
2. Click Restore personal files on the left-hand menu.
3. Browse the available versions of your files.
4. Select the file or folder you want to restore and click the Restore button.
5. Choose whether to replace the existing file or keep both versions.

B. Through File Explorer

1. Right-click on the file for which you want to view previous versions.
2. Select Properties from the context menu.
3. Navigate to the Previous Versions tab within the file’s Properties window.
4. A list of available previous versions of the file will show up. This should allow you to compare and restore the current and previous version of the file you’re focusing on.

Streamlining Folder Backups Through File History

Having a safety net for keeping your important files is vital to data protection. Knowing the proper ways of adding or removing your folders for File History backups is one way to safeguard critical files, whether you’re a home user, a business entity, or part of an IT team. The steps discussed above should help you carry out this operation efficiently and ensure that your valuable data is always protected.

This guide will explain the importance of reviewing and understanding an EULA for software license management and then explain in detail how to locate the Microsoft EULA on your Windows device.

What is the end user license agreement (EULA)?

An End User License Agreement (EULA) is a legally binding contract that users must agree to when they install software. A EULA acts as an agreement between the end-user and the software developer that outlines the terms and conditions that govern how the user can use the software product and any software updates.

The Windows EULA, also known as the Microsoft Software License Agreement, lists all the rights and permissions users have when using Windows products and updates. Following EULA terms ensures IT compliance with software licensing agreements.

Key components of the Windows EULA

• Usage rights and restrictions

The Windows EULA defines what users can and cannot do with the software. One of the most important terms is that users cannot copy, modify, or reverse-engineer the software unless Microsoft gives the users explicit permission. These licensing terms also limit how many devices the software can be distributed to.

• Ownership of Intellectual Property

Under the EULA, Microsoft retains full ownership of intellectual property, including the underlying code and associated technology. This means users can use the software, but their license does not transfer any ownership rights of logos or trademarks.

• Terms of updates and support

The EULA grants Microsoft the right to provide updates, upgrades, and patches to improve Windows’s functionality or security. The EULA also specifies that some updates may be automatic and mandatory.

• Liability limitations and disclaimers

The EULA includes liability limitations to protect Microsoft from legal claims. It disclaims responsibility for indirect, incidental, or consequential damages, such as data loss or business interruptions.

• Termination clauses

Termination clauses in the EULA outline scenarios where the agreement can be revoked. Microsoft reserves the right to terminate the license if users breach any terms, such as piracy, distributing unlicensed copies, or violating intellectual property rights.

Why is the EULA important in Windows?

A EULA provides Microsoft and other software developers protection against piracy and intellectual property violations. For users, a EULA establishes a framework that informs them how Windows products can be used or distributed. It also lets users know their rights when using the software, which includes access to updates and support options

Adhering to the terms and conditions of the EULA prevents organizations from having to deal with fines, penalties, or even legal disputes with Microsoft. For example, in a scenario where an organization exceeds its licensed user count, the EULA serves as a reference point for any disputes and legal action that may follow. The EULA also outlines the consequences of breaching the agreement, including penalties, criminal liability, or termination of service.

How to Find the EULA in Windows

Step-by-step guide to accessing the EULA during installation

After the initial setup of your Windows product, the installation process will require you to accept the Windows EULA. This will bring you to a screen with the EULA, allowing you to review all the terms. You will not be able to complete the Windows installation without accepting the EULA.

Steps to find EULA after Windows installation

Find EULA in Windows using the Windows file system

How to locate the EULA in Windows via File Explorer

1. Navigate to this folder location: C:\Widows\System32 folder.
2. Locate the file named license.rtf and open it.

How to locate the EULA in Windows via WinVer

1. Open the Run command by pressing Win + R.
2. Type the command “WinVer” and click okay.
3. This will open up a Window showing information about your Windows license. You can click on Microsoft Software License Terms to view your EULA.

How to locate the EULA in Windows via Settings

1. From the Setting app, click on “System”.
2. Under System, scroll down to “About”.
3. Click on Read the Microsoft Software License Terms to read the EULA.

How to locate the EULA in Windows via Control Panel

1. From the Control Panel, click “System”.
2. Depending on your version, you can look under the “Windows activation” or “Windows specification” section to click on Read the Microsoft Software License Terms which will open the EULA.

Accessing Windows EULA through online resources

You can view the Windows EULA on the official Microsoft website by logging into your Microsoft account and accessing the EULA there. Alternatively, you can click here. However, remember that since the EULA terms differ between versions and updates, you will need to locate the exact EULA for your product.

FAQ

1. Can I negotiate the terms of the Windows EULA?

No, the Windows EULA is a standard agreement offered by Microsoft. However, in some rare cases, Microsoft and other software developers might be open to negotiating large purchases for enterprises

2. What happens if I violate the EULA?

Violating EULA means breaching a legally binding contract with Microsoft or whichever software provider issued the EULA. This can lead to legal consequences for an end-user or business, such as fines, monetary damages, or even criminal charges for violations such as unauthorized software product distribution. The software developer can also revoke your licenses, limit software functionality, and prevent you from updating your software.

3. Is the EULA different for each version of Windows?

Yes, so make sure you review the EULA for the Windows version you are using. The EULA for Windows 10 varies from the EULA for Windows 11 and Server editions. While the core principles remain similar, the specific terms of the EULA can vary slightly between different versions of Windows.

4. Can I transfer my license to another user?

This depends on the Windows product you purchase. While some Windows licenses are tied to a specific device or user, other licenses, such as business licenses, sometimes allow for transfers under certain conditions.

Key considerations for IT professionals and organizations regarding the Windows EULA

For IT professionals, understanding the Windows EULA prevents possible violations, such as exceeding user limits or improperly distributing software. Considering the legal ramifications of violating the Windows EULA, organizations must ensure that software licensing compliance is strictly followed.

Because Microsoft continues to update licensing terms with every software update, compliance management experts should routinely review EULA terms and audit their Windows devices to ensure that users and devices comply with the usage terms outlined in the EULA.

An IT asset management (ITAM) solution can help IT teams better track EULA and software usage. ITAM software enables users to monitor devices and inventory software licenses, including EULAs. This streamlines the process by centralizing these tools into one dashboard, allowing IT administrators to comply with all EULA terms.

Keep better track of EULA and software licensing

Now that you know what an end user license agreement is and the legal implications of the Windows EULA, you need to continually review all the important terms and conditions. After all, violating a EULA can lead to loss of service, financial loss, and even more serious legal repercussions. By following the steps above, you should now be able to locate a device’s EULA and review all the latest terms. For organizations that handle multiple devices and software licenses, investing in an ITAM solution can greatly help ensure compliance with EULA.

As G2’s top choice for ITAM, NinjaOne simplifies your software license management by providing complete visibility of your hardware and software assets. NinjaOne offers a powerful cloud-native solution that consolidates Windows endpoint management, software license inventory, compliance management, and more into a single pane of glass. With robust automation capabilities and a highly intuitive dashboard, IT teams can speed up processes and ensure compliance with Windows EULA. Try NinjaOne for 14 days or watch a demo.

Speaking of using PINs to access computers, Microsoft Windows offers configurable PIN security policies, including PIN history and expiration, to safeguard devices and data effectively. To ensure these PINs are helpful in data protection, Microsoft Windows provides advanced security features, including PIN history and expiration settings, to help users and organizations secure their devices effectively.

In this article, we will discuss the importance of PIN History, and by the end, you should already know how to configure PIN policies in Windows, including setting PIN expiration and managing PIN complexity.

What Are PIN History Expiration Settings?

PIN History and Expiration settings are configurations that focus on ensuring PINs remain effective at employing robust authentication practices.

What is PIN History?

PIN History is a functionality that prevents users from reusing a defined number of previous PINs. For instance, if PIN History was set to the value of 5, the user will be prompted to create a new PIN that hasn’t been used in the last five changes. Otherwise, the system will reject the entered PIN and prompt the user for a different one.

What is PIN Expiration?

PIN Expiration is a feature that dictates Windows PIN history limit or validity. This requires users to change their PINs regularly, depending on the number of days they were set to be used until the expiration date.

What are the benefits of using PIN History and Expiration features?

• Stronger security. Utilizing PIN History and Expiration features helps mitigate risks of predictable or compromised PINs, allowing for stronger data security.
• Compliance support. Many industry regulations, such as HIPAA and PCI DSS, enforce password security requirements, including strong passwords and regular password changes. Using PIN History and Expiration settings aids in meeting these industry standards to align with regulatory security requirements.
• User accountability. The PIN History and Expiration settings promote responsible password management habits. The feature prompts frequent PIN updates and discourages users from reusing weak PINs that bad actors can easily guess.

Pre-requisites Before Using PIN History and Expiration Settings

Before exploring the functionalities of PIN History and Expiration settings, your system should meet certain requirements and considerations.

1. User account requirements. Typically, administrative privileges or equivalent permissions are needed before you can configure PIN History and Expiration settings. Ensure that you are logged in as an administrator before proceeding. Additionally, some settings might be configurable at the individual user level, depending on the specific implementation. But generally, system-wide configurations require administrative access.
2. Windows version. PIN History and Expiration settings are available in Windows 10 and 11. Ensure that you are using the correct Windows version.
3. Impact on users. Implementing PIN configurations such as PIN usage history and expiration may potentially affect user experience. You need to consider minor inconveniences caused by frequent PIN changes. This can easily be communicated by providing them with information about how crucial PIN management is in protecting data.
4. Impact on compliance with organizational policies. Implementing PIN History and Expiration settings can help organizations adhere to internal security policies and industry best practices. It can also aid in the prevention of potential risks associated with data breaches and unauthorized access.

How to Configure PIN Policies in Windows

A. Using Local Group Policy Editor

1. Open Group Policy Editor:

• Press Win + R, type gpedit.msc and press Enter.

2. Navigate to PIN Complexity Settings:

• Go to:
  Computer Configuration > Administrative Templates > System > PIN Complexity

3. Modify the Expiration Policy:

• In the right pane, double-click Expiration to edit it.

4. Enable or Disable PIN Expiration:

• To Disable PIN Expiration:
  • Select Not Configured or Disabled.
  • Click OK to apply.
• To Enable PIN Expiration:
  • Select Enabled.
  • Enter a number between 1 and 730 days for the expiration period.
  • Click OK to apply.

5. Choose a Custom Network Location:

• Close the Group Policy Editor and restart to apply changes.

B. Using Windows Registry Editor

1. Open Registry Editor:

• Press Win + R, type regedit, and press Enter.

2. Navigate to the Relevant Key:

• Go to:
  HKEY_LOCAL_MACHINE\SOFTWARE\Policies\Microsoft\PassportForWork\PINComplexity
• If the PassportForWork or PINComplexity keys don’t exist:
  • Right-click the parent key (Microsoft or PassportForWork).
  • Select New > Key, name it appropriately, and press Enter.

3. Modify the Expiration DWORD Value:

• To Enable PIN Expiration:
  • In the right pane of PINComplexity, double-click the Expiration DWORD (or create one if it doesn’t exist).
  • Select Decimal.
  • Enter a value between 1 and 730 (number of days for expiration).
  • Click OK.
• To Disable PIN Expiration:
  • Right-click the Expiration DWORD and select Delete.
  • Confirm the deletion.

4. Restart Your Computer:

• Close the Registry Editor and restart to apply changes.

PIN History and Expiration Use Cases

PIN History and Expiration configurations are utilized mainly for strengthening data protection and access authorization. Here are some of their use cases.

1. Enterprise security

Enterprise environments leverage PIN History and Expiration settings to enforce standard data protection practices. Industries that take advantage of these features include finance, government, healthcare, and most organizations that require a robust information security posture to protect client data from unauthorized access.

2. Small businesses and personal users

In the modern computing age, information is mainly kept digitally, prompting a solid data protection architecture for small businesses and personal users. PIN History and Expiration configurations can simplify security policies for environments with limited security risks. While small businesses and personal users may have lesser security requirements than enterprises, implementing basic security measures like PIN History and Expiration can significantly improve their overall security posture and protect their valuable data.

Whether you’re part of an enterprise, a small business owner, or just a casual computer user, PIN History and Expiration settings can play a significant role in enforcing strict access to your device and sensitive data. Balancing security and user convenience is key. Your PIN History and Expiration configurations should depend on how prone your data is at risk. However, you must always be cautious when dealing with sensitive data.

FAQs

1. What do I do if I have access issues with Group Policy or Registry?

First, ensure that you’re using an account with administrative privileges. Check if IT policies restrict access in managed environments and contact your administrator for help. If system corruption is suspected, run sfc /scannow and DISM /Online /Cleanup-Image /RestoreHealth to repair files.

2. How do my PIN History and Expiration settings interact with other security policies?

PIN policies work with account lockout and password policies to enhance security. In enterprise environments, domain or Azure AD policies might override local settings. Consistency with other security measures ensures smoother implementation and user experience.

3. What do I do if the Group Policy Editor or Registry Editor is unavailable?

If Group Policy is unavailable, you can configure your PIN History and Expiration settings through Registry Editor. The steps are outlined above. If both Group Policy and Registry Editor are unavailable, you can try scripts or PowerShell commands for policy changes. However, for restricted access, you must contact your administrator for support. Additionally, Windows Home users may need to upgrade to Pro for Group Policy Editor access.

4. What do I do if default expiration settings are not applied?

Try restarting your computer to apply changes and verify your configurations. Use gpupdate /force to refresh policies and check for domain-level overrides. Sometimes, an outdated Windows version can be the culprit. Ensure Windows is up to date to avoid compatibility issues.

Managing PIN History and Expiration Settings for Security

Personal Identification Numbers, or PINs, are an integral part of data security, a technology many have been utilizing. This protection layer is an invaluable tool for computer access in enterprise settings or even for casual computer users. Understanding the impact of PIN History and Expiration configurations can help promote a robust security posture against cyber threats and unauthorized data and device access. With the walkthrough for enabling and disabling PIN History and Expiration outlined above, you should be equipped with an important procedure to enhance your device’s security and protect your valuable data.

Understanding display calibration in Windows

Display calibration helps you fine-tune the settings of your monitor so you can achieve the most accurate color reproduction and image clarity. It involves adjusting parameters such as gamma (ensuring a balanced grayscale), brightness and contrast (ensuring detail visibility), and color balance (ensuring colors appear as intended) to manage standardized values.

You may think this is only important for companies heavily relying on visual production, such as graphic design, gaming, or video editing. However, understanding your monitor calibration settings is crucial in strengthening your company’s operational efficiency. Calibrated monitors not only improve screen color accuracy, but they are also crucial in creating and maintaining a comfortable work environment. A well-calibrated screen in Windows 10/11 significantly reduces eye strain and fatigue–providing optimal brightness settings for workers.

A great way to think about calibration is to compare it to a pair of prescription eyeglasses. People can still “see” objects without their glasses, but they work so much faster and with much less stress when wearing one.

Step-by-step guide to calibrating your screen

To calibrate your display, you need the right tools. Windows offers a free and accessible built-in calibration tool, but there is also third-party software that helps you obtain professional-grade accuracy. Choosing among them depends on your specific needs and IT budget.

1. Simultaneously press the Windows key + R to open Run.

2. Type “dccw” and press “Ok” to open the display color calibration wizard.

3. Press Next.

*Alternatively, you can simply type “calibrate display color” in the Windows search bar. 

*If you have multiple displays, move the Display Color Calibration window into your desired display. If you only have one display, you can simply press Next, as shown. 

4. Read the “set basic color settings” menu. Continue to press Next.

5. Read the next menu, “How to adjust gamma”. Press Next.

6. Follow the on-screen instructions. Move the slider to adjust gamma until it is as close to “good gamma” (as seen above) as possible. Click Next.

7. You will be directed to “Find the brightness and contrast controls for your display”. Read the menu and press Next.

8. Read the next menu and take note of the different brightness examples. Click Next to adjust brightness.

9. Follow the on-screen instructions and adjust the brightness of your display until it matches the previous example of “good brightness.” Then click Next.

10. You will now see some contrast examples. Click Next.

11. As with the previous parameters, adjust the contrast control until you match the picture to “good contrast”.

12. You will now be directed to some color balance examples. Note them down and click on Next.

13. Move the red, green, and blue slides to remove any color cast from the gray bars. Click Next.

14. Check the box that says “Start ClearType Tuner” and press Finish.

15. Once you are satisfied with your adjustment, save the new calibration profile. Test the results by viewing high-quality images or videos to ensure that colors and details appear accurate.

Using third-party calibration tools

For advanced users or professions, third-party tools can offer more precise adjustments. Some popular options include:

• CallMAN: A feature-rich tool used by many professionals for its advanced capabilities.
• DisplayCAL: A versatile, open-source solution that supports a range of devices.
• Hardware calibration devices: TOols like the X-Rite i1Display calibrate display with improved accuracy by measuring light output directly.

These tools often provide the best display calibration settings for graphic design and other visual resource-heavy jobs. While the built-in Windows tool suffices for casual use, third-party options are worth considering for critical tasks.

Troubleshooting common issues

Even with the best monitor calibration tools, you can still encounter some issues. Here are some tips on how to improve color accuracy on Windows monitors:

• Overly bright or dim displays: Revisit your brightness and contrast settings. For brightness, ensure the screen is bright enough to reveal details in shadowy areas without making the blacks look gray. Adjust contrast so that the bright areas retain details without washing out.
• Color banding: This is often caused by improper gamma or color balance settings. To resolve this, fine-tune your gamma settings and balance color channels (red, green, blue). If the issue persists, consider using a third-party calibration device.
• Misaligned gamma: Improper gamma settings can make images look overly dark or unnaturally washed out. To resolve this, use the built-in Windows calibration tool and match the gamma slider to the target pattern. Ensure that no areas are too dark to distinguish or overly light.
• Persistent calibration issues: If you repeatedly encounter issues despite adjustments, reset your monitor and restart the calibration process. Ensure that your display drivers and firmware are up-to-date, as outdated software can cause inconsistencies. Use a reliable patch management tool like NinjaOne to help you with this process.

Tips and best practices for optimal calibration

When searching for how to calibrate your monitor in Windows 10/11, here are a few tips to consider:

1. Perform calibration in a well-lit room or in the exact environment you will be working in. This ensures a more accurate calibration.
2. Position your screen at eye level and a comfortable viewing distance. A slight tilt or incorrect height can distort perceived colors and brightness.
3. Make sure to clean your screen before calibration. Dust or fingerprint smudges can alter the way light interacts with your display.
4. Calibrate regularly to ensure consistent quality, especially for more demanding visual tasks. Consider setting a reminder to calibrate every month or after significant usage changes.
5. Ensure your hardware is up-to-date to avoid conflicts or inaccuracies. Check the manufacturer’s website for the latest software updates.
6. Use reference images or videos to help you fine-tune your settings and test the results effectively.
7. Take breaks during calibration, especially if you are constantly online. Prolonged exposure to a monitor can lead to fatigue and reduce your ability to make accurate adjustments.

How to calibrate your monitor in Windows

Optimizing your monitor calibration settings is often underestimated in its usefulness and importance. Nevertheless, display calibration is a game-changer for anyone seeking optimal quality and comfort. By investing a little time into fine-tuning your settings, you can unlock your monitor’s full potential—in turn, helping you become more efficient and productive.

Frequently Asked Questions (FAQs)

1. Can I calibrate my laptop screen the same way as a desktop monitor?

Yes, you can, especially if your laptop has Windows as its operating system.

2. Is manual calibration better than automated tools?

Manual calibration is sufficient for most users, but automated tools can provide more precise configurations.

3. What are ICC profiles, and should I use them?

ICC profiles are files that define how colors are displayed on your screen. Use them for consistent results, especially if you’re using third-party calibration tools.