OneDrive lets you store files online and access them from your Windows computer and other devices. You can use it to help protect important documents, photos and other personal files.
This guide explains how to use the Windows Backup app and OneDrive to protect supported files, and what to check before relying on cloud storage.
Before you begin: Check how much storage space you have available in OneDrive. A free Microsoft account includes a limited amount of storage, while some Microsoft 365 subscriptions include additional cloud storage.
Important: OneDrive synchronises files between locations. If you delete or change a synchronised file, that change may also appear online and on other devices. Synchronisation is useful, but it is not the same as keeping a completely independent backup.
If you prefer to keep a local copy, see our guide to manually backing up Windows to an external drive.
Before attempting to backup to the cloud (OneDrive), find out how much data you need to backup using the following guide:
Method 1: Use the Windows Backup app
In the Windows search box, type Windows Backup and open the app from the search results, as shown in the screenshot.
Select Back up this PC to continue setting up Windows Backup. The alternative, Transfer information to a new PC, is intended for moving information to another computer.
Windows Backup can save supported folders and settings to your Microsoft account and OneDrive, depending on the options selected. It does not create a complete image of Windows or back up every installed application and file.
If Windows Backup has been used before, this screen may show the previous backup date and the amount of OneDrive storage used. Review the items selected for backup and the available storage, then select Continue if you want to proceed with the displayed settings. Your screen may differ depending on your account and Windows version.
Method 2 – Use OneDrive
IIf you already have OneDrive set up on your Windows computer, look for the OneDrive cloud icon in the notification area at the bottom-right of the taskbar. You may need to select the upward arrow to show hidden icons.
If you cannot find the icon, type OneDrive into the Windows search box and open the app.
Once OneDrive has been opened (This may also require signing into your Microsoft account) the white OneDrive (Personal account) or blue OneDrive (Business Account) should be visible
Check that your files are synchronising
Select the OneDrive cloud icon in the notification area to check its status. If files are still uploading, leave your computer connected to the internet and allow the process to finish.
Clicking on the OneDrive symble will show the OneDrive (Personal) status Window
Click on the cog-wheel symbol in the top right
click on “Manage Backup”
This status box confirms what you want to backup, hit “Save Changes” if required.
You can also sign in to OneDrive on the web and check that the expected files appear online.
A green tick or other status symbol may indicate that a file is available locally or synchronised, depending on your OneDrive settings. If a file has not finished uploading, it may not yet be available online.
Important: OneDrive synchronisation is not a complete independent backup. Deleting or changing a synchronised file can affect its online copy and other synchronised devices.
Which Windows backup method should you use?
The best backup method depends on what you want to protect.
- Copy files manually: Useful for making a straightforward copy of selected documents, photos, videos and other personal files to an external drive.
- File History: Worth considering if you want Windows to save copies of supported personal files regularly to an external drive.
- Backup and Restore: An older Windows backup tool that may suit particular backup requirements on Windows 10 or 11.
- OneDrive: Useful for storing and synchronising supported files online, so they can be accessed from other devices.
These methods are not interchangeable. Copying files manually does not create a complete Windows recovery image, and synchronising files with OneDrive is not the same as keeping a separate offline backup.
For step-by-step instructions, use the relevant guide linked below.
| Manual copying | How to Manually Back Up Windows to an External Drive |
| File History | How to Use File History to Back Up Windows |
| Backup and Restore | How to Use Backup and Restore in Windows 10 or 11 |
| OneDrive | How to Back Up Windows Files to OneDrive |
If you’re unsure how much space you need, see our guide to choosing the right amount of storage for a backup.
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