How to Set Up OneDrive Backup for Business
OneDrive Known Folder Move automatically backs up the three most important Windows folders – Desktop, Documents and Pictures – to Microsoft 365 OneDrive cloud storage. When a staff member’s laptop is stolen, breaks down or is accidentally reset, all their files are immediately available on a replacement device just by signing in with their Microsoft 365 account. This guide covers setting it up on an individual PC and via admin policy.
Method A: Set Up on Individual PC
Sign In to OneDrive
Look for the OneDrive cloud icon in the system tray at the bottom right of the taskbar. If it shows as a grey cloud (not signed in) or is not visible, search for OneDrive in the Start menu and open it.
Sign in with the Microsoft 365 work account (not a personal Microsoft account). Enter the work email address and password. If MFA is enabled, approve the authentication request on the Authenticator app.
After signing in, OneDrive will create a folder at C:\Users\[YourName]\OneDrive – [CompanyName]. This is where synced files are stored locally.
Enable Folder Backup
Right-click the OneDrive cloud icon in the system tray (click the up arrow ^ to see hidden icons). Click Settings. In the Settings window, click the Sync and backup tab. Click Manage backup.
The Manage folder backup window shows three folders:
- Desktop
- Documents
- Pictures
Toggle on all three folders. Click Start backup.
The Downloads folder is not included in OneDrive KFM by default. If staff save important files to Downloads, they should be advised to move them to Documents or save directly to Documents. Alternatively, you can redirect Downloads to the OneDrive folder manually.
Wait for Initial Sync
OneDrive will begin uploading all files from the selected folders to the cloud. The time depends on the amount of data and internet upload speed:
- Under 1 GB: typically 15 to 60 minutes
- 1 to 10 GB: 1 to 8 hours
- Over 10 GB: may take overnight or longer
The OneDrive cloud icon will show a spinning arrow while sync is in progress. Hover over the icon to see sync progress. Do not restart or shut down the PC mid-sync on the first run as this can cause sync errors.
Verify Files in OneDrive Web
Open a browser and go to portal.office.com. Click OneDrive. Navigate to the Desktop, Documents and Pictures folders (they will appear as folders in your OneDrive). Confirm all your files are visible. Files show a green checkmark overlay in File Explorer when fully synced.
Method B: Enable via Microsoft 365 Admin Policy (Intune)
For IT admins managing multiple devices, Known Folder Move can be enforced via Microsoft Intune or Group Policy without requiring users to configure it manually.
Configure via Intune
In the Microsoft Intune admin centre (endpoint.microsoft.com), go to Devices > Configuration profiles > Create profile.
- Platform: Windows 10 and later
- Profile type: Settings catalog
Search for OneDrive in the settings catalog. Add and configure:
- Silently sign in users to OneDrive with Windows credentials: Enabled
- Silently move Windows known folders to OneDrive: Enter your Microsoft 365 tenant ID
- Prevent users from redirecting their Windows known folders to their PC: Enabled (prevents users from disabling backup)
Assign the policy to an Entra ID (Azure AD) group containing the target devices. Policies apply at the next Intune sync (within 8 hours or immediately via Sync in Intune portal).
As an admin, go to admin.microsoft.com > Reports > Usage > OneDrive usage to see storage used and sync status for all users. This shows who has OneDrive set up and how much data they have backed up.
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