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When setting up a new Windows PC, it’s important to pay close attention to prevent your data files from being unexpectedly relocated to the cloud. This can either be beneficial or cause confusion. Unfortunately, Microsoft doesn’t provide clear explanations on how this feature operates.
If you find yourself in this situation, remember Douglas Adams’ advice: Don’t panic. It’s crucial to understand the process before taking any action. When a new user account is created on a Windows PC, standard folders like Desktop, Documents, Downloads, Pictures, Music, and Videos are generated on the system drive within your user profile (C:\\Users\\Username), as has been the norm in previous Windows versions.
Upon signing in with a Microsoft account on Windows 10 or 11, an additional folder, OneDrive, is added to your profile, with a prominent link in the File Explorer navigation bar. Your user profile should typically look like this after setup:
In Windows 11, a fresh user profile will display the label “Stored locally” under the standard folders, indicating that they are stored on the system drive. However, if OneDrive gets involved, files may be moved to the cloud without clear confirmation or warning.
If you prefer not to use this feature, you must click the small blue link that reads “Only save files to this PC.” Failure to do so may result in files being synced to the cloud without your explicit consent.
This feature can create confusion, especially if you’re unfamiliar with the process. When folder backup is enabled, Windows relocates Desktop, Documents, and Pictures folders to the OneDrive directory within your user profile and syncs them with the cloud using your Microsoft account.
If you have a Microsoft 365 subscription, you have ample cloud storage for your files. However, opting out of this service may lead to storage limitations and difficulties in backing up your files effectively.
To address these issues, users have three options:
1. Subscribe to Microsoft 365 for cloud storage and backup benefits.
2. Disable OneDrive folder backup by adjusting settings in File Explorer.
3. Utilize folder backup cautiously to stay within the 5 GB limit of free OneDrive cloud storage.
By understanding how these features work, users can effectively manage their files and prevent potential confusion or data loss.