How to Transfer Data From an Old iPhone to a New iPhone: Business Guide

Last updated: April 2026

Got a new iPhone and need to move everything across from your old one? Good news: Apple has made this remarkably straightforward. Whether you are upgrading to an iPhone 17, iPhone 16, or any other model, the process is the same. There are three methods, and the best one depends on your situation.

This guide covers all three methods step by step, explains exactly what transfers and what does not, and highlights the business-specific considerations that most generic guides miss entirely. If you manage company phones or you are switching a business device, the section on MDM profiles, work email, and VPN certificates will save you a headache.

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Method 1: Quick Start (The Best Method)

Quick Start is the fastest, simplest, and most complete way to transfer data between iPhones. It works by placing your old iPhone next to your new one and letting them communicate directly. No computer needed, no cables, no technical knowledge required.

Step by Step

Make sure your old iPhone is running iOS 12.4 or later (it almost certainly is if you have installed updates in the past few years)
Turn on your new iPhone. You will see a "Hello" screen. Start the setup process and choose your language and region
Place your old iPhone next to your new one. A "Set Up New iPhone" prompt appears on your old phone
Tap Continue on your old phone
An animation appears on the new iPhone's screen. Hold your old iPhone over the new one so the animation is centred in the camera viewfinder
When prompted, enter your old phone's passcode on the new phone
Set up Face ID (or skip it for now)
Choose Transfer from iPhone when asked how you want to transfer your data
Agree to the terms, configure settings as prompted, and wait

What to Expect

The transfer takes anywhere from 15 minutes to over an hour depending on how much data you have. A phone with 50GB of photos and apps will take longer than one with 10GB. Both phones need to stay next to each other during the transfer, and both should be connected to power or at least well charged.

Your old phone will display a progress bar. Your new phone will restart when the transfer is complete, then spend a few more minutes downloading and installing your apps. Once everything is done, your new iPhone will look and feel almost identical to your old one.

Why Quick Start Is Best

Quick Start transfers everything: apps, photos, messages, contacts, settings, saved WiFi passwords, app data, home screen layout, notification preferences, health data, keychain passwords, and your Apple Watch pairing. It is the most complete transfer method available. If you have your old phone in working condition, use this method.

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Method 2: iCloud Backup and Restore

If your old phone is not available (lost, stolen, broken, or already given to someone else), you can restore from an iCloud backup. This is also a good option if you want to set up your new phone without having both devices present.

How to Back Up (Do This Before You Need It)

If you still have access to your old phone:

Connect to WiFi
Go to Settings > [Your Name] > iCloud > iCloud Backup
Tap Back Up Now
Wait for the backup to complete. Check the timestamp under "Last successful backup" to confirm

If your old phone is already gone, you will need to rely on whatever automatic backup was last created. iCloud backs up automatically each night when your phone is charging, connected to WiFi, and locked. So if you charged your phone last night while connected to WiFi, there is a good chance you have a recent backup.

How to Restore on Your New iPhone

Start setting up your new iPhone
When you reach the "Apps and Data" screen, tap Restore from iCloud Backup
Sign in with your Apple ID
Choose the most recent backup from the list (check the date and size to make sure it is the right one)
Wait for the restore to complete. This can take a while, especially on slower WiFi connections
Your apps will re-download from the App Store individually after the restore. This happens in the background and can take some time depending on how many apps you have

Limitations

iCloud backup does not include your Apple Pay cards, Face ID or Touch ID data, or any content that is already stored in iCloud (such as contacts, calendars, and photos if you use iCloud sync). These items will sync separately once you sign in. It also does not include passwords unless you use iCloud Keychain, which most people do.

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Method 3: Computer Backup (Mac or PC)

A computer backup is the most thorough backup method, particularly if you create an encrypted backup. It is also useful if your iCloud storage is full or if you have very large amounts of data.

On a Mac (macOS Catalina or Later)

Connect your old iPhone to your Mac with a USB cable
Open Finder and select your iPhone from the sidebar
Click Back Up Now
Important: Tick "Encrypt local backup" and set a password. This preserves saved passwords, WiFi credentials, Health data, and call history in the backup

On a PC (Windows)

Connect your old iPhone to your PC with a USB cable
Open iTunes (download it from Apple if you do not have it)
Click the phone icon near the top left
Click Back Up Now
Important: Tick "Encrypt iPhone backup" and set a password for the same reasons as above

Restoring to Your New iPhone

Connect your new iPhone to the same computer
In Finder (Mac) or iTunes (PC), select the new iPhone
Click Restore Backup and choose the backup you just created
Enter the encryption password if prompted
Wait for the restore to complete

An encrypted computer backup is the most complete backup method available. It captures everything that iCloud backup does, plus saved passwords, Health data, and WiFi settings that unencrypted backups miss.

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What Transfers and What Does Not

Understanding what comes across and what needs manual attention saves frustration after the switch.

What Transfers Successfully

Apps and app data: All your apps transfer, along with their data. Your CRM records, messaging history, and app preferences come across intact
Photos and videos: Your entire camera roll transfers in full resolution
Messages: iMessage and SMS history transfers completely
Contacts and calendars: All contacts and calendar entries transfer
Settings and preferences: Display brightness, notification settings, wallpaper, home screen layout, accessibility settings
WiFi passwords: Saved WiFi networks and their passwords (with encrypted backup or Quick Start)
Health data: Steps, heart rate, medical records (with encrypted backup or Quick Start)
Keychain passwords: Saved website and app passwords (with encrypted backup, Quick Start, or iCloud Keychain)
Apple Watch pairing: If you use an Apple Watch, Quick Start transfers the pairing to your new phone

What Does Not Transfer (or Needs Attention)

Banking apps: Most banking apps require you to re-authenticate on the new device for security. This is deliberate and not something the transfer process can override. Log in to each banking app after the switch and follow the re-verification steps
Apple Pay cards: You will need to re-add your debit and credit cards to Apple Pay on the new device. The card details do not transfer for security reasons
Some DRM-protected content: Certain downloaded media with strict digital rights management may need to be re-downloaded
Bluetooth pairings: Some Bluetooth devices (car kits, speakers, headphones) may need to be re-paired with the new phone
Two-factor authentication apps: If you use a standalone authenticator app (like Google Authenticator), check that your accounts transferred. Some authenticator apps back up to the cloud, others do not. If yours does not, set up your two-factor codes on the new device before wiping the old one

Business-Specific Considerations

This is the section that matters if you are transferring a company phone or a phone used for business. Generic iPhone transfer guides skip this entirely, but for business users these points can cause real problems if overlooked.

MDM Profiles

If your old phone was enrolled in a Mobile Device Management system (Jamf, Microsoft Intune, VMware Workspace ONE, or similar), the MDM profile may not transfer cleanly to the new device. In many cases, your IT department will need to re-enrol the new phone in MDM separately. Contact your IT team before you start the transfer so they can prepare the new enrolment.

Work Email Re-Authentication

Even if your work email account transfers to the new phone, many corporate Exchange and Google Workspace environments require re-authentication when a new device is detected. You may be prompted to sign in again, complete multi-factor authentication, or have your IT team approve the new device through conditional access policies. This is normal and usually quick to resolve.

VPN Certificates

If your company VPN uses certificate-based authentication, the certificates may not transfer to the new device. You will need to install fresh certificates, which your IT team can provide. If your VPN uses username and password authentication through an app, the app will transfer but you may need to sign in again.

Company App Licences

Some enterprise apps use device-based licensing. A new device may need a new licence assignment from your IT administrator. Check with your IT team if any business apps fail to open after the transfer.

Tell Your IT Department

The simplest piece of advice in this entire guide: tell your IT department you are switching phones before you do it. They can prepare MDM enrolment, have VPN certificates ready, pre-approve the new device for conditional access, and ensure your experience is seamless. Springing a new device on them after the fact creates unnecessary friction.

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After the Transfer: Verify and Wipe

Once the transfer is complete and your new iPhone is up and running, take 10 minutes to verify that everything important made it across.

Verification Checklist

Open your email and check that messages are syncing
Open your CRM and verify your data is accessible
Check your photos. Scroll through and make sure nothing is missing
Open Messages and verify your conversation history is there
Try making a phone call to confirm your SIM and number are working
Check that your WiFi connects automatically at your usual locations
Open your calendar and verify upcoming meetings are showing
Test any business-critical apps

Wipe Your Old Phone

Once you are confident everything is on your new phone, erase your old one:

Go to Settings > General > Transfer or Reset iPhone
Tap Erase All Content and Settings
Enter your passcode and Apple ID password
The phone will factory reset

This is essential for data security and GDPR compliance. A phone that has not been wiped still contains all your business data, emails, contacts, and potentially client information. Never sell, trade in, or recycle a phone without wiping it first.

Frequently Asked Questions

How long does it take to transfer data from one iPhone to another?

Quick Start takes 15 to 60 minutes for the direct transfer, plus additional time for apps to re-download and install. iCloud restore depends on your internet speed and the size of your backup but typically takes 30 minutes to a couple of hours. Computer backup restore is usually the fastest at 15 to 30 minutes over a USB connection.

Can I transfer data without WiFi?

Quick Start can transfer data directly between phones using a peer-to-peer connection, so technically WiFi is not required for the transfer itself. However, your apps will need to re-download from the App Store afterwards, which does require an internet connection. For the smoothest experience, use WiFi.

What if my old iPhone is broken or will not turn on?

If your old phone is completely dead, your options are iCloud backup restore or computer backup restore, assuming you have a backup. If you do not have any backup, unfortunately, data that was only on the phone is lost. This is why regular backups are so important, particularly for business phones.

Do I need the same amount of storage on my new phone?

Your new iPhone needs at least as much storage as the data on your old phone. If your old phone has 100GB of data and your new phone only has 64GB of storage, the transfer will fail. Check your storage usage on the old phone (Settings > General > iPhone Storage) before choosing your new model.

Getting a New iPhone for Business

If you are transferring data because you have just got a new business iPhone, or if you are about to order one, make sure you are getting the best deal. Pricing varies significantly between EE, Vodafone, O2, and Three, and the best deal depends on your location, data needs, and how many lines you need.

Compare The Networks compares iPhone business deals across all four networks every day. Our service is free, OFCOM-regulated, and we have been doing this since 2008. We check coverage at your postcode, calculate the true total cost, and negotiate multi-line discounts that are not available when you go direct.

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