How to Back Up Multiple Windows User Accounts to OneDrive for Business
Question details
The user wants to find a safe method to back up default folders (Documents, Pictures, Videos) for several local Windows user accounts to OneDrive for Business without exposing private files to other users.
- Product
- OneDrive for Business
- Device & OS
- Windows
- Scenario
- Managing document and media backups for multiple local users on a shared Windows PC.
- Observed behavior
- Using a single shared OneDrive account for multiple local users creates privacy vulnerabilities and permission conflicts, while alternative workarounds like symbolic links have synchronization limitations.
Ensure you have Windows administrator privileges to configure local accounts and that you have sufficient active OneDrive for Business licenses for each user.
Use Separate OneDrive Accounts for Each Local User
This is the officially recommended and safest approach. It ensures complete file privacy and guarantees that background syncing works correctly for whoever is currently logged into their Windows account.
OneDrive is designed as a personal organizational storage location. Configuring Known Folder Move (KFM) for several local user accounts to use a single, shared OneDrive account is highly discouraged. Doing so merges the contents of those folders, meaning files from one user account become accessible to anyone else using that PC.
Assigning a unique organizational account to each local user maintains strict privacy, respects file permissions, and ensures reliable synchronization.
Sign in to the Windows PC using the first local user's account credentials.
Click the OneDrive cloud icon in the system tray. Select 'Sign in' and enter the specific OneDrive for Business email and password assigned to that user.
Open OneDrive Settings, navigate to the 'Sync and back up' tab, and click 'Manage backups'. Toggle on the folders (Documents, Pictures, Desktop) you want to back up, then click 'Save changes'.
Sign out of Windows, log into the next local user account, and repeat the OneDrive sign-in and backup configuration using their distinct organizational credentials.
Use Symbolic Links (mklink) for a Single Account
A technical workaround for environments with very few users where a single OneDrive account must be used. It links other users' local folders to the primary user's OneDrive directory.
Seamlessly Create and Secure Documents with WPS Office
If you are looking for an easier way to manage, edit, and back up your daily documents without dealing with complex Windows user account configurations, try WPS Office. It provides a lightweight, highly compatible alternative to Microsoft Office, complete with its own built-in WPS Cloud storage to keep your files safe.
- 1. Download and Install WPS Office: Visit the official WPS website to download the free installer. Run the setup file on your Windows PC.
- 2. Create a WPS Account: Launch WPS Office and sign up for a free account. Each local user can easily log into their own WPS account to keep their files segregated.
- 3. Enable WPS Cloud Backup: Turn on the Auto-Backup feature in the WPS Cloud settings to ensure all created documents, spreadsheets, and presentations are automatically saved to the cloud.
Frequently Asked Questions
Can I use Known Folder Move for multiple local accounts on one shared OneDrive account?
It is highly discouraged. Doing so routes multiple users' default folders into the same cloud directory, creating a severe privacy issue where users can view and edit each other's personal files.
Will files synced via symbolic links upload in the background if the main user is logged out?
No. If you use symbolic links (mklink) to route secondary user folders to a primary user's OneDrive directory, synchronization will only happen when that primary user is actively logged into Windows and the OneDrive client is running.
Does OneDrive support direct backups from a shared network drive?
No, native OneDrive does not have a feature for directly backing up or syncing content from a network drive. You would need to rely on third-party synchronization tools to move files between a network drive and your local OneDrive folder.
