How OneDrive Backup Handles Desktop and Documents Folders
Question details
The user wants to know if enabling OneDrive backup physically moves their Desktop and Documents folders and how to manage where files are stored.
- Product
- OneDrive
- Device & OS
- not provided
- Scenario
- Configuring OneDrive folder backup and managing local versus cloud file storage.
- Observed behavior
- Users observe status icons like blue clouds or green checks on their files and need clarification on whether files remain physically on their hard drive after enabling backup.
Ensure you are signed into the OneDrive desktop application on your computer and have an active internet connection to synchronize your settings.
Configure OneDrive Folder Backup and Keep Files Local
Use this solution to ensure your Desktop, Documents, and Pictures folders are safely backed up while choosing exactly which files remain on your local hard drive.
When you enable OneDrive folder backup, your Desktop, Documents, and Pictures folders are synchronized with the cloud. The files remain accessible from their usual local locations, but their physical storage behavior is controlled by the 'Files On-Demand' feature.
Select the OneDrive cloud icon on your Windows taskbar, click the gear icon to open the Help & Settings menu, and choose 'Settings'.
Navigate to the 'Sync and backup' tab and click on 'Manage backup'. Toggle the switches for Desktop, Documents, and Pictures to ensure they are being synchronized.
Open File Explorer and navigate to your OneDrive folder. Right-click on any file or folder you want to keep physically on your computer and select 'Always keep on this device'. The icon will change to a solid green circle with a white check mark.
Free Up Local Hard Drive Space
If your local drive is running out of space after enabling OneDrive backup, you can safely remove the local copies of your files without deleting them from the cloud.
Manage and Edit Your Documents Seamlessly with WPS Office
While configuring your OneDrive backups, consider switching to WPS Office. It provides a lightweight, highly compatible, and completely free alternative to Microsoft Office, integrating smoothly with cloud storage services like OneDrive so you can keep your Desktop and Documents folders organized and easily editable.
- 1. Download and Install: Get WPS Office for free from the official website and run the quick installation on your device.
- 2. Connect Cloud Storage: Open WPS Office, navigate to the Cloud or Open menu, and sign in to your OneDrive account to link your storage.
- 3. Edit Backed-Up Files: Access your backed-up Desktop and Documents folders directly within WPS Office to open, edit, and automatically save changes back to OneDrive.
Frequently Asked Questions
What does the blue cloud icon mean next to my OneDrive files?
A blue cloud icon indicates that the file is stored as an 'online-only' file through the Files On-Demand feature. It does not take up physical space on your computer's hard drive and requires an active internet connection to open.
Will turning on OneDrive backup move or delete my local Desktop files?
No, turning on folder backup will not delete your files. It synchronizes your Desktop, Documents, and Pictures folders with the cloud. The files remain accessible in their original locations, though they may become online-only (blue cloud) depending on your storage settings.
How do I stop OneDrive from backing up my Documents folder?
To stop backing up a folder, click the OneDrive taskbar icon, go to Help & Settings > Settings > Sync and backup > Manage backup, and toggle off the Documents folder. The existing files will remain in the OneDrive folder, but new local files will no longer sync automatically.
