Microsoft Enhances Office Apps with OneDrive Backup Prompts via Known Folder Move

Introduction

In a significant update aimed at bolstering data security and collaboration, Microsoft has announced that its core Office applications—Word, Excel, and PowerPoint—will soon prompt users to back up their files to OneDrive using the Known Folder Move (KFM) feature. This initiative is set to roll out in mid-March 2025, with general availability expected by early May 2025. (bleepingcomputer.com)

Background on Known Folder Move (KFM)

Known Folder Move is a OneDrive feature that allows users to redirect their essential folders—such as Desktop, Documents, and Pictures—to OneDrive. This redirection ensures that files stored in these folders are automatically backed up to the cloud, providing protection against data loss due to hardware failures or other unforeseen events. Additionally, it enables seamless access to these files across multiple devices. (learn.microsoft.com)

Implementation Details

Starting in mid-March 2025, users of Microsoft 365 apps on Windows will encounter a prompt within the Message Bar of Word, Excel, and PowerPoint. The message, stating "BACK UP THIS DOCUMENT: Share and work with others in this and other files using OneDrive," encourages users to initiate the backup process. By selecting the "Open OneDrive" button, users can choose which folders to back up. (mc.merill.net)

Rollout Timeline
  • Public Preview: Mid-March 2025 to early April 2025
  • General Availability: Early April 2025 to early May 2025

This phased rollout allows Microsoft to gather user feedback and ensure a smooth deployment across all users. (mc.merill.net)

Benefits of OneDrive Integration

Enrolling in KFM offers several advantages:

  • Enhanced Collaboration: Files stored in OneDrive can be easily shared and collaborated on in real-time, with features like commenting and co-authoring.
  • AutoSave and Version History: Changes are automatically saved, and previous versions of documents can be accessed if needed.
  • Cross-Device Accessibility: Users can access their files from various devices, including Windows, Mac, web browsers, iOS, and Android.
  • Increased Security and Compliance: Files are subject to Microsoft's security policies, including classification, labeling, and protection measures.
  • Data Backup: Protection against data loss due to device failure or other issues. (mc.merill.net)
Administrative Considerations

For organizations that have policies blocking KFM, these prompts will not appear. Administrators can manage or disable these prompts using Group Policy Objects (GPOs). Microsoft has introduced a new policy called "Restrict KFM from Office," which, when enabled, prevents Office apps from displaying the backup prompt. This policy is available in the Administrative Template files for Microsoft Office (version 5497.1000 or newer). (mc.merill.net)

Implications and Impact

This update underscores Microsoft's commitment to enhancing data security and promoting cloud adoption among its users. By integrating OneDrive backup prompts directly into Office applications, Microsoft aims to simplify the backup process, encourage best practices in data management, and facilitate a more collaborative and secure working environment.

Conclusion

The introduction of OneDrive backup prompts in Microsoft Office apps represents a proactive step towards ensuring data integrity and accessibility. Users are encouraged to take advantage of this feature to safeguard their important documents and enhance their collaborative capabilities.