Key Takeaways:
- Microsoft 365 apps will soon prompt users to back up important files to OneDrive.
- Microsoft is encouraging users to enroll in Known Folder Move (KFM).
- Enrolling in KFM enables features like AutoSave, Version History.
Microsoft 365 apps will soon prompt eligible users to back up their files to OneDrive, ensuring better data security and seamless access across devices. These prompts will start rolling out in Word, Excel, and PowerPoint on Windows PCs next month, encouraging users to enable OneDrive Known Folder Move (KFM) for automatic cloud backups.
OneDrive Known Folder Move (KFM) is a feature that lets users automatically move their important folders to Microsoft OneDrive. This feature helps to ensure that all files in these folders are backed up to the cloud and accessible from any device. Administrators can deploy KFM through Group policy or Microsoft Intune.
“If your organization still has users who are not enrolled in KFM, the message (“BACK UP THIS DOCUMENT: Share and work with others in this and other files using OneDrive”) will encourage them to do it while using familiar desktop apps. After users select the Open OneDrive button, they can select the folders they want to back up in OneDrive,” the company explained on the Microsoft 365 admin center.
How KFM enhances collaboration and data protection in Microsoft 365 apps
Microsoft outlined several benefits of enrolling in KFM, including support for Microsoft 365 Copilot and seamless collaboration. With this feature, users can access their cloud files from any device, ensuring their work stays updated with synchronized changes. Additionally, automatic backups help protect against data loss caused by device failures.
Users also gain access to cloud-specific features like AutoSave, which automatically saves their work. And Version History allows users to view and restore previous file versions. Enterprise customers also benefit from enhanced security and compliance measures.
Once enrolled in Known Folder Move (KFM), users can access their files from known folders like Desktop, Documents, and Pictures through File Explorer or OneDrive. This feature will be enabled by default for all eligible users but will remain disabled in organizations where IT administrators have chosen to block it.
Microsoft will begin rolling out this feature in public preview for enterprise customers in mid-March, with general availability expected by May 2025. By automating file backups to OneDrive, KFM simplifies device transitions, which allows users to switch to new PCs without the hassle of manually transferring important documents.