This Microsoft 365 feature will nudge users to save files to OneDrive

Users of Microsoft 365 are about to receive a notification asking them to backup their files using OneDrive. Earlier this month, Microsoft 365 Message Center provided details regarding this prompt, and last week they released further updates on the subject.

According to Microsoft, they’ll remind qualified users to save their files on OneDrive using a notification bar within Word, Excel, and PowerPoint applications.

As a tech enthusiast, I’m thrilled to share that starting mid-March 2025, we kick off a Public Preview phase for an exciting new feature! If you’re wondering what you need to do, relax – no action is required from your end. In early April 2025, the feature will become available to everyone (General Availability). It will automatically be enabled for you, so just sit back and enjoy the innovation!

Starting from mid-March, the new feature will be available for public testing. After that, it will start being distributed to everyone in April. We anticipate finishing the distribution by early May.

As an analyst, I might rephrase it as: While some might perceive this move as Microsoft aggressively promoting OneDrive to users, it’s crucial to understand that Knowledge Folders in Microsoft 365 (M365) are tools primarily employed by IT Administrators to instill a habit of backing up and safeguarding folders among users.

Microsoft highlights the following benefits of the KFM feature:

Copilot support: Files are Copilot-enabled, making it simple and intuitive to access and leverage Copilot.
Easy collaboration: Cloud files enable sharing, commenting, and easy collaboration, with AutoSave ensuring changes are frequently and consistently saved.
Access from anywhere: Cloud files can be accessed from Windows, Mac, the web, iOS, and Android with synchronized changes.
Increased security and compliance: Enterprises can increase security and compliance, because all cloud files are subject to default classification, labeling, and protection (CLP) policies and auto-labeling.
Backup: Protection from data loss due to device failure.
Access to cloud-specific features like AutoSave and Version History

Using cloud services like OneDrive for file backup simplifies the process of safeguarding your data and facilitates online teamwork. With KFM, this task becomes even more convenient as your computer’s primary folders are automatically synchronized with OneDrive.

What is OneDrive Known Folder Move?

OneDrive Known Folder Move (KFM) is an option that enables users to synchronize files from their PC’s Desktop, Documents, Pictures, Screenshots, and Camera Roll folders via OneDrive. This feature ensures the backup of these specific folders.

On both Windows 11 and certain previous versions of Windows, you can find KFM. Microsoft provides an extensive guide for understanding this feature thoroughly.

Instead of making users manually transfer their desktop files and downloads into designated OneDrive folders, KFM automatically backs them up on OneDrive instead.

One advantage of using KFM could be its adaptability via group policies, enabling IT administrators to implement a policy encouraging users to safeguard their folders using KFM settings.

One option for transferring folders to OneDrive automatically, without requiring user intervention, is indeed available. However, IT Administrators might opt for a more open method instead, as it offers greater transparency in the process.

In the latest communication from Microsoft, they have revealed that certain Microsoft 365 applications will now display a notification to save content using KFM (Known Folder Move) as part of the new feature.

In simple terms, if an organization restricts access to KFM (Knowledge Factories and Management), you won’t see that particular prompt in any of the Microsoft 365 applications.

The Message Bar will also not appear if a user is already enrolled in KFM.

2025-03-25 18:40

What is OneDrive Known Folder Move?

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