How to Separate OneDrive Photos and Data Between Two Computers
Question details
The user needs to separate personal data, favorites, and photos between two computers shared by a couple, without losing access to their shared Microsoft 365 Family subscription.
- Product
- OneDrive
- Device & OS
- Windows
- Scenario
- Two individuals are using the same Microsoft and Windows account across different devices, causing unwanted synchronization of personal files.
- Observed behavior
- Photos, browser favorites, and personal data from one person are automatically syncing to the spouse's computer via OneDrive.
Ensure you have your Microsoft 365 Family subscription login details handy and back up any unsynced local files to an external drive before signing out or changing account settings to prevent accidental data loss.
Create Separate Windows and Microsoft Accounts
Stop unwanted file synchronization by giving each user their own dedicated Windows profile and Microsoft account.
Because OneDrive syncs files based on the active Microsoft account signed into Windows, sharing a single account across multiple computers merges all personal data. To fix this, each person must have their own separate Windows login and Microsoft account.
Press the Windows key + I to open Settings, then navigate to Accounts and select Family & other users from the left or right pane.
Click 'Add account' under the Other users section to begin creating a new Windows profile for the second person.
When prompted, enter the second person's separate Microsoft account email. If they do not have one, click 'I don't have this person's sign-in information' to create a new, distinct Microsoft account.
Sign out of your current Windows session. Have the second person log into the PC using their newly created credentials. OneDrive will now launch and sync only their separate personal files.
Share the Microsoft 365 Family Subscription
Share your Office applications and OneDrive storage allocation without merging your personal data.
Try WPS Office for Independent Cloud Management
If managing Microsoft accounts and OneDrive sync settings across devices becomes too complicated, WPS Office offers a lightweight, free alternative. It provides excellent compatibility with Microsoft Word, Excel, and PowerPoint formats, while allowing you to easily manage distinct cloud spaces with straightforward user accounts.
- 1. Download and Install: Visit the official WPS website and download the free installation package for your Windows PC.
- 2. Create a WPS Account: Sign up for a free WPS account using your preferred email address to claim your independent cloud storage space.
- 3. Manage Cloud Files: Open WPS Office and navigate to the 'Cloud' tab to securely save and sync your personal documents without mixing them with other family members.
Frequently Asked Questions
Will files be lost when I create a new Windows account for my spouse?
No, files stored locally on the original shared account will remain safely in that user's profile. However, to ensure the second person has their files on the new account, they will need to manually copy their personal documents and photos to a USB drive or the Windows 'Public' folder, and then transfer them into their new individual Windows account.
Can we both access a shared folder while using separate OneDrive accounts?
Yes. Once you have separate Microsoft accounts, one person can create a folder in their OneDrive, right-click it, and select 'Share'. Enter the other person's email address to grant them access to that specific folder while keeping all other personal files completely private.
Does sharing my Microsoft 365 Family subscription cost extra?
No. The Microsoft 365 Family plan allows the primary account holder to share the subscription with up to five other people at no additional cost. Each invited person automatically receives their own separate 1TB of private OneDrive storage.
How do I stop OneDrive from syncing my Desktop and Documents folders to the cloud?
Click the OneDrive cloud icon in your Windows system tray, select the Settings gear icon, and navigate to the 'Sync and backup' tab. Click 'Manage backup' and toggle off the folders (like Desktop, Documents, or Pictures) that you no longer want to automatically upload to the cloud.
