MF3d/Getty Images
If you don’t pay careful attention when setting up a new Windows PC, you could find many of your data files suddenly relocated to the cloud. That might be a good thing, or it might be a mess. And, of course, Microsoft is frustratingly unhelpful when it comes to explaining how this feature works.
Also: How to upgrade your ‘incompatible’ Windows 10 PC to Windows 11: Two ways
Should this happen to you, please follow the one simple rule Douglas Adams set down so many years ago: Don’t panic. Before you do anything, it helps to understand exactly what’s going on.
When you set up a new user account on a Windows PC, Windows creates a set of standard folders for you: Desktop, Documents, Downloads, Pictures, Music, Videos. These “known folders” are stored on your system drive, as part of your user profile (C:UsersUsername), just as they have been in every version of Windows for the past few decades.
Also: The ultimate Windows 11 upgrade guide: Everything you need to know
When you sign in with a Microsoft account on Windows 10 or 11, Windows creates one additional folder in your profile, OneDrive, and gives that folder a prominent link in the navigation bar on the left side of File Explorer. After setup is complete, your user profile should look something like this:
This is what a fresh user profile looks like in Windows 11. Notice the wording under all those standard folders: “Stored locally”.
Screenshot by Ed Bott/ZDNET
The label under each of those known folders tells you they’re stored locally. All well and good, right?
Well, yes, until OneDrive decides to get involved.
When you set up a brand-new PC, it’s all too easy to blow right past the Out of Box Experience (OOBE) screen for this feature, which encourages you to click the “Back up now” button, as shown here.
If you click the “Back up now” button, some of your files move to the OneDrive folder and begin syncing to the cloud.
Screenshot by Ed Bott/ZDNET
If you do not want this feature enabled, you need to click the very small blue link that reads “Only save files to this PC.”
During my testing, I found some configurations in which simply clicking the OneDrive icon in File Explorer turns on this feature, with no confirmation required and no warning. In recent versions of Windows 11, opening one of the known folders in File Explorer displays a prominent “Start backup” button like the one shown here.
Clicking this button opens the OneDrive Folder Backup dialog box, with all three folders selected.
Screenshot by Ed Bott/ZDNET
And there are other places in Windows where you might be asked if you want to back up your files. In most cases, it’s not clear that this feature moves your files to the cloud instead of simply creating a backup copy.
Also: Have a Windows problem that you just can’t fix? Try this ultimate troubleshooting trick
All of these options use a distinctly nontraditional definition of the word backup. Most people think of “backing up” as a way of making a copy of your files in a safe place, while leaving the original files untouched. As you’ll see, that is not how this feature works. As I mentioned earlier, this can create a mess, especially if you don’t understand what’s going on.
So, what happens when folder backup is on?
- First, Windows creates Desktop, Documents, and Pictures folders in the OneDrive folder in your user profile.
- Next, it resets the location of the known folders to point to those newly created OneDrive versions.
- Finally, it syncs the OneDrive folder in your user profile with the OneDrive files in the cloud, using your Microsoft account.
Your files that were in C:UsersYour_profile_nameDocuments are now in C:UsersYour_profile_nameOneDriveDocuments. The Desktop and Pictures folders have also been relocated.
Also: The best Windows laptops: Expert tested and reviewed
And you might never notice. If you only use the shortcuts in the Windows 11 navigation bar, you’ll automatically open and save files from the new locations. It’s magic!
Or is it?
If you’ve paid for a Microsoft 365 Personal or Family subscription, you have 1 TB of OneDrive space available, which is a lot of space. Unless you are a digital hoarder, all your local files should fit in the cloud, and they will indeed be backed up and synced across all the devices you own. This is a good thing, and you should not try to change it.
Also: How to use Windows Backup to restore key files and settings onto a new PC
Even a $1.99-per-month Microsoft 365 Basic subscription gives you a generous 100 GB of cloud storage space, which should also be enough to handle backup needs for most people.
But things get dicey if you’ve decided you’d rather not pay Microsoft for their cloud storage. In that case, your free Microsoft account includes 5 GB of cloud storage, which is not bad, but also pretty easy to use up in a hurry.
Things quickly become problematic if you already have a large collection of digital photos in your Pictures folder, or if you’ve stuffed your Documents folder with more than 5 GB of stuff. (It happens.)
In that case, you will run out of cloud storage and you will run into problems backing up your files. The very problem that OneDrive folder backup was supposed to solve will become an issue.
Also: Is your Windows license legal? Should you even care?
Things also become confusing if you change the File Explorer defaults to show all folders instead of using the simplified Windows 11 navigation bar. In that case, you will see a set of empty folders in your personal profile (C:UsersYour_profile_name). And if you start trying to save new files there instead of to the known folder, things get very messed up, very quickly. At that point, you have two Documents folders and their contents are completely separate.
To restore order, you have three choices.
Option 1: Pay for a Microsoft 365 subscription. If you do this, you can safely sync those local files to your 1 TB of OneDrive cloud storage. It’s actually a very good backup strategy and even protects you from ransomware attacks. But there’s a financial cost, and you might prefer not to have your files in the cloud, or you might prefer to use a different cloud storage service.
Also: Yes, you can upgrade that old PC to Windows 11, even if Microsoft says no. These readers proved it
Option 2: Turn off OneDrive folder backup completely. To start, open File Explorer, right-click the OneDrive icon in the navigation pane on the left, and choose OneDrive > Manage OneDrive Backup. That opens the dialog box shown below. For each of the folders where folder backup is currently turned on, slide the On/Off switch to the left (Off) position, and then click Save Changes
When you do that, Windows will reset the default location of those known folders to the ones in your local user profile. But your saved files are still in the local OneDrive folders. You’ll need to open those folders and copy their contents back to your local drive to regain easy access.
The three folders at the top of this list are being synced to OneDrive. Slide the switches to the left to turn off folder backup.
Screenshot by Ed Bott/ZDNET
When you do that, unfortunately, OneDrive doesn’t move your files back to the local folder where you expect them to be. Instead, it adds a shortcut to your local folder, pointing to the synced OneDrive folder containing those files.
When you turn off folder backup, your files are still in two places and you need to move them manually.
Screenshot by Ed Bott/ZDNET
If you want to move those files back to the default folder in your user profile, double-click that shortcut to open the OneDrive folder, press Ctrl+A to select every file, then press Ctrl+X to cut those files; then return to your local folder and press Ctrl+V to paste the files in the correct location.
Also: The best cloud storage services: Expert tested
Option 3: Use folder backup sparingly. This is a hybrid approach that allows you to take advantage of Microsoft’s 5 GB of free OneDrive cloud storage. You can keep syncing your local known folders to OneDrive, but make sure the total contents of those folders are under the 5 GB limit. Create separate archive folders for older files you want to back up locally, not in the cloud. Of course, you’ll need to make sure you have good backups for those archive folders.
It’s unfortunate that Microsoft has done such a terrible job of documenting how OneDrive works because it’s an extremely reliable service and it represents a great way to keep local files backed up. Maybe someone on the OneDrive team will read this post and realize they need to rethink this feature so others aren’t bedeviled by it.
This article was originally published on June 14, 2022, and last updated on October 27, 2024.
