The papers and files that matter when you set up software
Documentation in software configuration means the written record of what you set up, how you set it up, and why you made those choices. It includes the original installation files, license keys, configuration files you created or changed, passwords you set, and notes about what each setting does. When something breaks later — or when you need to set up the same software on another computer — this documentation is what gets you back to working without starting from scratch.
Most people skip documentation because it feels like busywork. Then six months later, they forget which version they installed, where the backup files went, or what that one setting actually controlled. Documentation is insurance against that moment.
Key Takeaways
- Keep the original installation file, license key or activation code, and any serial numbers in one folder you can find later.
- Write down the version number of the software you installed and the date you installed it, because this matters when troubleshooting.
- Save a copy of any configuration files you changed, along with a note about what each change does and why you made it.
- Store passwords in a password manager rather than in a text file, and keep a separate record of which software uses which account.
- Take a screenshot of important settings before you change them, so you can see what the original looked like if something goes wrong.
Installation files and license information
The first thing to document is what you actually installed. Download the installation file from the official source — the software maker's website, not a third-party site — and keep it. Name the file with the version number and date: for example, AdobeReader_2024.001_Jan15.exe. If you ever need to reinstall on the same computer or move to a new one, you will have the exact version you used before.
Next to that file, keep a text document with the license key, serial number, or activation code. Write down the date you activated it and which computer it is registered to. If the software requires an account to activate, write down the email address and username you used. Do not store the password itself in this file — use a password manager instead — but do note which account goes with which software.
If you paid for the software, keep the receipt or confirmation email in the same folder. This matters if you need to prove you own a license, or if you need to contact support and they ask for proof of purchase.
Configuration files and settings you changed
Most software stores its settings in configuration files — usually hidden files that live in a folder on your computer. When you change a setting in the software itself, that change gets written to the configuration file. If you ever need to move the software to another computer or restore it after a crash, these files are what preserve your custom setup.
Find out where your software stores these files. For Windows, they are often in C:\Users\[YourUsername]\AppData. For Mac, they are usually in ~/Library. Make a backup copy of the entire configuration folder and store it somewhere safe — a USB drive, cloud storage, or an external hard drive. Name the backup with the date: SoftwareName_Config_Backup_Jan2024.
Alongside the backup, create a text file that lists what you changed and why. For example: "Changed default font to Arial 12pt because Times New Roman was hard to read" or "Disabled auto-update because it was running during work hours." This note helps you remember your own choices later, and it helps anyone else who might need to set up the software the same way.
Version numbers and installation dates
Write down the exact version number of the software you installed. You can usually find this by opening the software and looking for "About" or "Help" in the menu. The version number looks like 24.1.3 or 2024.01. Write it down along with the date you installed it.
This matters because different versions sometimes behave differently, and support staff will ask for your version number when you report a problem. If you installed version 24.1 but the current version is 25.0, that difference might explain why something is not working the way you expected. Keeping a record means you can answer that question without having to dig through your computer.
If you update the software later, create a new entry with the new version number and update date. Over time, you will have a timeline of what you installed and when, which is useful if you need to troubleshoot something that started happening after a particular update.
Screenshots of original settings
Before you change any important settings, take a screenshot of the settings screen as it was. Use the Print Screen key (Windows) or Command-Shift-3 (Mac) to capture the screen, then paste it into a document or image folder. Name the file clearly: OriginalSettings_Backup.png.
This gives you a visual record of what the default looked like. If you change something and it causes a problem, you can look at the screenshot and see exactly what needs to go back to the original. It is faster than trying to remember or trying to find the setting buried in a menu.
Passwords and account information
Do not write passwords in a text file on your computer. Instead, use a password manager — a program designed to store passwords securely. Common password managers include Bitwarden (free), 1Password, or LastPass. These programs encrypt your passwords so that even if someone gets into your computer, they cannot read them.
In the password manager, create an entry for each software account with the username, password, and any other details you need. Add a note about what the account is for: "Adobe Reader activation account" or "Zoom login for work meetings." This way, all your software passwords are in one secure place, and you can find them when you need them.
Keep a separate list — in a document or spreadsheet — of which software uses which account, without the passwords. For example: "Adobe Reader uses john.smith@gmail.com" and "Zoom uses john.smith@company.com." This helps you remember which email address goes with which software, without exposing the actual passwords.
Where to store your documentation
Create a folder on your computer called Software_Documentation or Software_Backups. Inside, create a subfolder for each piece of software you use: AdobeReader, Zoom, MicrosoftOffice, and so on. In each subfolder, keep the installation file, the configuration backup, the text file with your notes, and any screenshots.
Back up this entire folder to an external drive or cloud storage (like Google Drive, OneDrive, or Dropbox) at least once a month. If your computer fails, you will still have copies of everything you need to set up the software again on a new machine.
If you use cloud storage, make sure the folder is not shared with other people unless they also need access to that software. Configuration files and license keys are sensitive — treat them the same way you would treat financial documents.
What to document for each piece of software
| Item | Where to find it | Why you need it |
|---|---|---|
| Installation file | Downloaded from the software maker's website | Lets you reinstall the exact same version if something goes wrong |
| License key or serial number | In the confirmation email or on the product box | Proves you own the software and lets you activate it on a new computer |
| Version number and install date | In the software's About menu, plus your own notes | Helps you troubleshoot and tells support what you are running |
| Configuration files | Usually in AppData (Windows) or Library (Mac) | Preserves your custom settings if you move to a new computer |
| Screenshots of original settings | Taken with Print Screen or Command-Shift-3 | Shows you what the default looked like if you need to undo changes |
| Account username and email | In your password manager | Lets you log back in and helps you remember which account goes with which software |
Frequently Asked Questions
Do I really need to keep the installation file if I can just download it again?
You can download it again if the software maker still offers that version. But if they have moved on to a newer version and removed the old one from their website, you will be stuck. Keeping the file costs almost nothing and saves you from that problem. It also means you do not have to wait for a download if you need to reinstall quickly.
What if I forgot to document my settings before I changed them?
You can still start now. Write down your current version number and the date. Take a screenshot of your current settings. If you remember what you changed, write that down too. Going forward, you will have a record. For past changes, you may not be able to recover them, but you can prevent that from happening again.
Is it safe to store passwords in a cloud folder?
A password manager is safer than a cloud folder because it encrypts the passwords. If you must use a cloud folder, never write the actual passwords — only write the usernames and account information. Store the passwords in a password manager instead. This way, even if someone gets into your cloud folder, they cannot see the passwords themselves.
How often should I update my documentation?
Update it whenever you install a new version, change an important setting, or get a new license key. At minimum, back up your configuration files once a month. If you use the software every day, monthly backups are enough. If you use it rarely, back it up before you stop using it for a long time.
What should I do with old documentation when I stop using a piece of software?
Keep it for at least a year in case you need to reinstall or troubleshoot. After that, you can delete it if you are sure you will not use the software again. If the software contained important work or personal data, keep the documentation longer — it may help you recover that data if you need it.