OneDrive Backup: New Enhancements and What They Mean

Changes are underway in how Microsoft synchronizes its productivity tools with its cloud-based services. The latest version of Windows 11, identified as 25H2, has OneDrive Backup enabled by default for users who log in with a Microsoft account on a fresh setup. This means key user profile folders such as Documents, Pictures, and Desktop are relocated from their usual directories to OneDrive. Although they're not removed from your PC, tracking their storage location can become complicated if you're unfamiliar with OneDrive's workings.

Understanding the Modified OneDrive Backup Process

When adding an account to an existing Windows 11 system, a seemingly minor option called 'Only save files to this PC' appears during the setup process. This important choice can easily be overlooked in the eagerness to complete initial configurations. Should you overlook this choice, and as long as you're logging in with a Microsoft account on a new installation, OneDrive Backup will automatically start saving data to the cloud within minutes of setup.

Despite its fine print, this default setting intends to back up your local files and photos to OneDrive. Understanding the specifics can avoid surprises later, as this configuration isn't intuitive at first glance.

File Storage Locations: Where Did They Go?

For those accustomed to local storage, OneDrive Backup's relocation of folders can feel disorienting. Default folders like Documents move from c:Users\Documents to c:Users\OneDriveDocuments. While the files still reside on your machine, they're also synced to the cloud. With cloud storage space available, additional folders like Music and Videos can be backed up, though they're not automatically included.

Sometimes, these default empty folders persist locally even after being transferred, leading to confusion if you're unaware of the change.

Why This Migration to the Cloud?

Some skeptics argue that Microsoft's drive towards cloud integration aligns with its revenue strategies. By nudging users towards cloud reliance, Microsoft hopes to convert them into paying subscribers for additional storage. On a positive note, cloud storage protects your files against risks like theft, hard drive failures, or ransomware by ensuring data is backed up and recoverable.

However, not everyone welcomes this shift. Concerns over privacy, security, and storage limits, along with personal preference for local autonomy, mean that user dissent persists.

Reverting Changes: Disabling OneDrive Backup

Turning off OneDrive Backup doesn't delete your files. It simply moves them back to their original directories and stops syncing them to the cloud. Though recent updates have simplified reverting this setup, it's still not a well-documented or straightforward process.

Here's how you can manage OneDrive settings on Windows 11, version 25H2:

Adjusting OneDrive Backup Settings

To access settings, open File Explorer with Windows key + E, locate your personal OneDrive account icon, right-click, and click Settings. Navigate to 'Sync and backup' and then select 'Manage backup.' Alternatively, go to Settings > Accounts > Windows Backup and choose 'Manage sync settings.'

Deactivating OneDrive Backup

Within the settings dialog, disable backup for each folder. Opt for 'Stop Backup and choose where to keep files' to relocate them locally. Repeat the process for each folder to ensure they're marked as 'Not backed up.' Note: If a glitch reactivates the backup switch, simply close the dialog without saving changes.

Ensuring Local File Restoration

Verify restoration by opening a File Explorer window. Navigate to your local folders, checking documents, pictures, and desktop to ensure data visibility. Open a parallel window for OneDrive folders and confirm their emptiness. Any files remaining there should be copied back to your local folders before deleting the redundant OneDrive folders.

Controlling Cloud Save Defaults in Microsoft 365

For those using preview versions of Microsoft 365, follow these steps to prevent automatic cloud saves: Go into Word/Excel/PowerPoint’s settings and access the Save tab. Uncheck 'Create new files in the cloud automatically,' allowing you to switch to local saving as the default option.

As these changes roll out to all users, adopting these customizations will ensure your files stay where you want them.