Microsoft OneDrive - Desktop & Documents Backup

If your organization uses Microsoft applications and web services, chances are you have access to OneDrive, Microsoft's cloud storage solution. OneDrive has a backup feature called Known Folder Move (KFM) that allows Macs to sync their Desktop and Documents folders to the cloud. This can be a great way to ensure the safety of some of your data, though not as comprehensive as a full endpoint backup solution.

Before you begin

If your organization has informed you that they're enabling this feature automatically, there are a few things to be aware of:

• If you've had your computer for a long time and have turned this feature on and off over the years, Microsoft's automation will not forcibly turn the feature back on. You'll need to manually enable OneDrive Backups as Microsoft elects to respect your previous choices.
• You must disable any other app or service currently backing up your Desktop and Documents folders (iCloud Drive, Dropbox, Google Drive, etc).

Be sure to disable your iCloud Desktop and Documents sync before OneDrive syncing is enforced. Apple has a great guide on the process here:

1. From your Mac, choose Apple menu  > System Settings.

2. Click Apple Account. In macOS Sonoma or earlier, click "Apple ID".

3. Click iCloud.
   

4. Under Saved to iCloud, click Drive. In macOS Sonoma or earlier, under Apps Using iCloud, click "iCloud Drive".

5. Turn off Desktop & Documents Folders.
   

6. Click Done.

What happens when you turn off Desktop and Documents

When you turn off Desktop & Documents Folders, your files stay in iCloud Drive and a new Desktop and Documents folder is created on your Mac in the home folder. You can move files from iCloud Drive to your Mac as you need them, or select all of your files and drag them to the place you want to keep them.

What happens when you turn off iCloud Drive or sign out of iCloud

If you turn off iCloud Drive or sign out of iCloud, a new Desktop and Documents folder is created in your home folder. You also have the option to keep a local copy of your files that are in iCloud Drive. If you keep a local copy of your files in iCloud Drive, they're copied to a folder called iCloud Drive (Archive) in your home folder. You can move any files that were in your iCloud Desktop and Documents to your new local Desktop and Documents.

Once you've disabled this iCloud feature and any other applications syncing those folders, your Mac is ready to automatically enable OneDrive backups when deployed by your IT team. If you notice that the feature doesn't turn on automatically for any reason, you can enable it manually.

How to enable OneDrive Backups manually

1 - Open OneDrive, click the OneDrive menu item, click the gear icon, then click Preferences

2 - Click on the Backup tab, then Manage Backup

3 - If asked, follow the prompts to give OneDrive permission to access your files:

4 - Give the window a moment to load, then review your current settings. If backups aren't enabled, make sure both Desktop and Documents are checked, then click Start Backup.

5 - Once you've enabled backups, you'll see the option to stop backups of either folder:

You'll also see that your Desktop and Documents folders now appear locked:

If you open your Desktop or Documents folders, you'll now see cloud status icons by your files:

Congratulations - your folders are now being synced! Be sure to keep any business-related files in these folders to ensure they're saved online in case of emergency.