Introduction

In a significant move to bolster data security and streamline collaboration, Microsoft has announced that starting mid-2025, users of Microsoft 365 applications will receive prompts to back up their files to OneDrive. This initiative underscores Microsoft's commitment to enhancing data resilience and providing seamless cross-platform access for its users.

Background

Microsoft 365, formerly known as Office 365, has been at the forefront of productivity software, offering tools like Word, Excel, and PowerPoint. With the increasing reliance on cloud storage solutions, Microsoft introduced OneDrive as a means to store and synchronize files across devices. The Known Folder Move (KFM) feature allows users to automatically redirect their important folders—such as Desktop, Documents, and Pictures—to OneDrive, ensuring that critical data is backed up and accessible from anywhere.

The New Initiative

Beginning in mid-2025, Microsoft 365 applications will display a message bar prompt below the toolbar in Word, Excel, and PowerPoint on Windows desktops. This prompt will encourage users to enroll in OneDrive's KFM feature. The message will read: "BACK UP THIS DOCUMENT: Share and work with others in this and other files using OneDrive." Upon selecting the "Open OneDrive" button, users can choose the folders they wish to back up.

Rollout Timeline

  • Public Preview: Mid-April 2025 to late April 2025.
  • General Availability: Early May 2025 to mid-June 2025.

Benefits of Enrolling in KFM

By enrolling in KFM, users can leverage several advantages:

  • Enhanced Security and Compliance: Files are subject to default classification, labeling, and protection policies, ensuring data security and regulatory compliance.
  • Copilot Support: Files become Copilot-enabled, allowing users to access and utilize Copilot features seamlessly.
  • Improved Collaboration: Cloud files facilitate sharing, commenting, and real-time collaboration, with AutoSave ensuring that changes are consistently saved.
  • Cross-Platform Access: Files can be accessed from Windows, Mac, the web, iOS, and Android devices, with synchronized changes across platforms.
  • Reliable Backup: Protection against data loss due to device failure.
  • Access to Cloud-Specific Features: Features like AutoSave and Version History become available, enhancing productivity and data management.

Implications for IT Administrators

For organizations, this update means that users will be encouraged to back up their files to OneDrive, enhancing data security and collaboration. Administrators should be aware that:

  • The feature will be enabled automatically for eligible users.
  • If KFM is blocked within the organization, the prompt will not be displayed.
  • A new policy, "Restrict KFM from Office," is available. When enabled and deployed, Office apps will not show the message bar, regardless of user eligibility. This policy is scoped only to Office apps and does not affect other OneDrive or KFM settings.

Conclusion

Microsoft's initiative to prompt users to back up their files to OneDrive reflects a proactive approach to data security and collaboration. By integrating these prompts directly into Microsoft 365 applications, users are encouraged to take advantage of cloud storage benefits, ensuring their data is secure, accessible, and primed for collaborative efforts.