Protect Your Desktop and Documents with OneDrive Folder Backup

Most people save files to the Desktop or Documents folder. OneDrive folder backup copies those folders to the cloud automatically, so a lost, stolen or broken computer does not mean lost work.

What it does

• Your Desktop, Documents and Pictures folders are moved into OneDrive and kept in sync.
• Files stay in the same place on your computer, so you keep working the same way.
• You can open the same files from another computer, the OneDrive website or your phone.
• You get OneDrive's Recycle Bin and version history for those files.

You need to be signed in to OneDrive with your work or personal Microsoft account, and have enough OneDrive storage for those folders.

Turn it on in Windows

1. Click the OneDrive cloud icon in the taskbar, near the clock. If you do not see it, click the small up arrow first.
2. Click the gear icon, then Settings.
3. Go to the Sync and backup tab and click Manage back up.
4. Turn on the folders you want: Desktop, Documents, Pictures (and others shown).
5. Click Start backup, then wait while the files upload.

In some versions this option is called Back up folders or Back up important PC folders. The idea is the same.

On a Mac

The OneDrive app on Mac can also back up Desktop and Documents on many setups. Open OneDrive from the menu bar, click the gear icon, choose Settings (or Preferences), and look for the backup option. If it is not available, you can save your work directly in the OneDrive folder in Finder, or use iCloud Drive's "Desktop & Documents Folders" option. Use one of them, not both, to avoid confusing duplicates.

Check the status icons

Next to each file in File Explorer or Finder, OneDrive shows a small icon:

• Blue cloud: the file is in the cloud and downloads when you open it.
• Green check (outline): available on this computer and synced.
• Solid green check: always kept on this device.
• Two arrows in a circle: syncing right now.
• Red X or circle: a problem; this file is not syncing.

The OneDrive icon in the taskbar or menu bar should look normal, with no red or yellow mark. A cloud with a line through it means you are signed out or offline.

Good habits

• Glance at the OneDrive icon once in a while to make sure it is not paused or showing errors.
• Do not move very large files (such as videos or virtual machines) into these folders without checking your storage.
• Avoid saving open company files from accounting programs into OneDrive unless the software supports it.