Losing important files due to hardware failure, accidental deletion, or a cybersecurity incident can disrupt business operations. For organisations using Microsoft 365, OneDrive provides a convenient way to protect important documents by automatically synchronising them to the cloud.
1. Recommended OneDrive configuration
For a Windows 11 PC using Microsoft 365 Business, we recommend the following:
| Windows location | Recommended configuration |
|---|---|
| Desktop | Enable OneDrive folder backup |
| Documents | Enable OneDrive folder backup |
| Pictures | Enable OneDrive folder backup |
| Downloads | Move important files to OneDrive or protect with separate backup |
| Music / Videos | Enable folder backup where supported, otherwise move into OneDrive |
| Custom folders on C: | Move working data into OneDrive |
| Other drives (D:, E:) | Separate backup or move selected data into OneDrive |
| AppData | Use a separate backup solution |
| Program Files / Windows | Full system backup, not OneDrive |
| Outlook PST / databases | Dedicated backup rather than live OneDrive sync |
2. How to configure OneDrive correctly
On Windows 11:
- Sign in to OneDrive using the user’s Microsoft 365 Business account.
- Click the OneDrive cloud icon in the taskbar.
- Open Settings → Sync and backup → Manage backup.
- Enable Desktop, Documents and Pictures.
- Turn on Files On-Demand.
- Ensure OneDrive starts automatically when Windows starts.
- Wait for the initial synchronisation to complete.
These settings follow Microsoft’s recommended configuration.
For other important folders, I recommend organising the files inside OneDrive rather than attempting to synchronise arbitrary Windows directories using symbolic links or junctions, which Microsoft does not support.
3. Keep OneDrive files locally available
OneDrive Files On-Demand reduces local storage use by allowing files to remain online-only.
However, for critical working folders, I recommend right-clicking the folder and selecting Always keep on this device.
This ensures a local copy is available when the internet connection fails. It does not create an independent backup because local changes and deletions can still synchronise to the cloud.
4. Protect against accidental deletion and ransomware
A common misunderstanding is that OneDrive behaves like a traditional backup.
If a user deletes a synchronised file, that deletion also synchronises to OneDrive. If ransomware encrypts local files, those modifications may also synchronise.
OneDrive provides safeguards, including version history, recycle bin recovery and, for eligible subscriptions, OneDrive Restore. These are useful recovery mechanisms but should not replace an independent backup.
