check before: 2025-03-15
Product:
Copilot, Microsoft 365 Apps, OneDrive, SharePoint
Platform:
Android, iOS, Mac, Online, Web, World tenant
Status:
Change type:
New feature, User impact, Admin impact
Links:
Details:
Summary:
Microsoft 365 will prompt eligible users to back up files to OneDrive via the Message Bar in Word, Excel, and PowerPoint. The rollout starts mid-March 2025 for Public Preview and early April 2025 for General Availability. No action is required from admins, and the feature will be enabled automatically.
Details:
Updated March 19, 2025: We have updated the content. Thank you for your patience.
Coming soon: Eligible users will be prompted in the Message Bar below the toolbar in Microsoft Word, Microsoft Excel, and Microsoft PowerPoint for Windows desktops to enroll in OneDrive Known Folder Move (KFM). Users will be able to select the folders to back up in Microsoft OneDrive.
[When this will happen:]
Public Preview: We will begin rolling out mid-March 2025 and expect to complete by early April 2025.
General Availability (Worldwide): We will begin rolling out early April 2025 and expect to complete by early May 2025.
Change Category:
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Scope:
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Release Phase:
Created:
2025-03-06
updated:
2025-03-20
Task Type
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Docu to Check
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MS How does it affect me
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MS Preperations
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MS Urgency
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Pictures
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summary for non-techies**
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Direct effects for Operations**
User Confusion and Resistance
Users may be confused by the prompt to back up files to OneDrive, especially if they are not familiar with the process or benefits of using OneDrive, leading to resistance in adopting the new feature.
- roles: End Users, IT Support Staff
- references: https://learn.microsoft.com/sharepoint/redirect-known-folders, https://learn.microsoft.com/sharepoint/use-group-policy#prevent-users-from-moving-their-windows-known-folders-to-onedrive
Data Loss Risk
If users do not back up their files to OneDrive as prompted, they may risk data loss due to device failure or accidental deletion, impacting their productivity and work continuity.
- roles: End Users, Data Managers
- references: https://learn.microsoft.com/sharepoint/redirect-known-folders, https://learn.microsoft.com/sharepoint/use-group-policy#prevent-users-from-moving-their-windows-known-folders-to-onedrive
Increased Support Requests
The automatic rollout of the feature without prior preparation may lead to an increase in support requests from users who encounter issues or have questions about the new backup process.
- roles: IT Support Staff, Help Desk Agents
- references: https://learn.microsoft.com/sharepoint/redirect-known-folders, https://learn.microsoft.com/sharepoint/use-group-policy#prevent-users-from-moving-their-windows-known-folders-to-onedrive
Configutation Options**
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Opportunities**
Enhanced User Training on OneDrive Benefits
As users are prompted to back up their files to OneDrive, providing targeted training sessions can enhance user understanding of OneDrive's features such as collaboration, version history, and security. This will lead to better adoption and utilization of the platform.
- next-steps: Develop a training program focusing on OneDrive's features and benefits, schedule training sessions, and create supporting materials such as FAQs and quick start guides.
- roles: IT Administrators, Training Coordinators, End Users
- references: https://learn.microsoft.com/sharepoint/redirect-known-folders, https://learn.microsoft.com/sharepoint/use-group-policy#prevent-users-from-moving-their-windows-known-folders-to-onedrive
Automated User Communication
Utilizing automated messaging systems to inform users about the upcoming OneDrive integration can ensure that all users are aware of the changes and the benefits they bring. This can help mitigate confusion and resistance to change.
- next-steps: Set up an automated email campaign or intranet announcement to inform users about the new feature, including benefits and instructions for backing up their files.
- roles: IT Administrators, Communications Team, End Users
- references: https://learn.microsoft.com/sharepoint/redirect-known-folders, https://learn.microsoft.com/sharepoint/use-group-policy#prevent-users-from-moving-their-windows-known-folders-to-onedrive
Monitoring and Reporting on KFM Adoption
Implementing a monitoring system to track the adoption rate of Known Folder Move (KFM) will provide insights into user engagement and identify areas needing further support or training.
- next-steps: Utilize Microsoft 365 admin center analytics to monitor KFM adoption rates and create reports to share with stakeholders, identifying users who have not yet enrolled.
- roles: IT Administrators, Data Analysts, Management
- references: https://learn.microsoft.com/sharepoint/redirect-known-folders, https://learn.microsoft.com/sharepoint/use-group-policy#prevent-users-from-moving-their-windows-known-folders-to-onedrive
Potentional Risks**
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Data Protection**
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IT Security**
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Hypothetical Work Council Statement**
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DPIA Draft**
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explanation for non-techies**
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** AI generated content. This information must be reviewed before use.
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change history
| Date | Property | old | new |
| 2025-03-20 | MC Messages | Coming soon: Eligible users will be prompted in the Message Bar below the toolbar in Microsoft Word, Microsoft Excel, and Microsoft PowerPoint for Windows desktops to enroll in OneDrive Known Folder Move (KFM). Users will be able to select the folders to back up in Microsoft OneDrive.
[When this will happen:] Public Preview: We will begin rolling out mid-March 2025 and expect to complete by early April 2025. General Availability (Worldwide): We will begin rolling out early April 2025 and expect to complete by early May 2025. | Updated March 19, 2025: We have updated the content. Thank you for your patience.
Coming soon: Eligible users will be prompted in the Message Bar below the toolbar in Microsoft Word, Microsoft Excel, and Microsoft PowerPoint for Windows desktops to enroll in OneDrive Known Folder Move (KFM). Users will be able to select the folders to back up in Microsoft OneDrive. [When this will happen:] Public Preview: We will begin rolling out mid-March 2025 and expect to complete by early April 2025. General Availability (Worldwide): We will begin rolling out early April 2025 and expect to complete by early May 2025. |
| 2025-03-20 | MC How Affect | 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:
When users are enrolled in KFM, the files in their enrolled folder benefit from the advantages of cloud files: 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 After enrolling, users can access their files in the known folders in File Explorer or OneDrive. No action required. The feature will be enabled automatically for eligible users. If KFM is blocked in your organization, the message will not be displayed. If an organization has blocked KFM, we will honor that and not display the message to the organization's users. | 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:
When users are enrolled in KFM, the files in their enrolled folder benefit from the advantages of cloud files: 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 After enrolling, users can access their files in the known folders in File Explorer or OneDrive. No action required. The feature will be enabled automatically for eligible users. If KFM is blocked in your organization, the message will not be displayed. If an organization has blocked KFM, we will honor that and not display the message to the organization's users. This Message Bar will not appear if: The user is already enrolled in KFM The existing GPO to block KFM Wizard (Prevent users from moving their Windows known folders to OneDrive) is enabled and deployed. |
| 2025-03-20 | MC Last Updated | 03/06/2025 00:52:29 | 2025-03-19T15:35:48Z |
| 2025-03-20 | MC prepare | This rollout will happen automatically by the specified date with no admin action required before the rollout. Review your current configuration and notify users about the change, explaining the benefits of OneDrive and the sync process. Consider updating any relevant documentation.
Learn more: Redirect and move Windows known folders to OneDrive - SharePoint in Microsoft 365 | Microsoft Learn https://learn.microsoft.com/sharepoint/redirect-known-folders | This rollout will happen automatically by the specified date with no admin action required before the rollout. Review your current configuration and notify users about the change, explaining the benefits of OneDrive and the sync process. Consider updating any relevant documentation.
Learn more: Redirect and move Windows known folders to OneDrive - SharePoint in Microsoft 365 | Microsoft Learn IT Admins - Use OneDrive policies to control sync settings - SharePoint in Microsoft 365 | Microsoft Learn https://learn.microsoft.com/sharepoint/redirect-known-folders https://learn.microsoft.com/sharepoint/use-group-policy#prevent-users-from-moving-their-windows-known-folders-to-onedrive |
| 2025-03-20 | MC Summary | Microsoft 365 will prompt eligible users to back up files to OneDrive via the Message Bar in Word, Excel, and PowerPoint starting mid-March 2025. Users can select folders to back up, benefiting from cloud features like Copilot support, easy collaboration, and increased security. No admin action is required. | Microsoft 365 will prompt eligible users to back up files to OneDrive via the Message Bar in Word, Excel, and PowerPoint. The rollout starts mid-March 2025 for Public Preview and early April 2025 for General Availability. No action is required from admins, and the feature will be enabled automatically. |
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