Microsoft is rolling out a new push for users of its Microsoft 365 apps on Windows. Starting in mid-March 2025, anyone using Word, Excel, or PowerPoint may see prompts urging them to save their work to OneDrive. This helpful nudge aligns with Microsoft’s broader strategy to encourage OneDrive Known Folder Move (KFM), which simplifies file backup and syncing.
Prompts to Encourage OneDrive Backup
Beginning in public preview through early April 2025, these reminders will become a standard feature by early May. You can expect a subtle message within your favorite desktop apps. This prompt will say: “BACK UP THIS DOCUMENT: Share and work with others in this and other files using OneDrive.” Once users click “Open OneDrive,” they get to choose the folders they want to back up.
Why Microsoft 365 Apps Are Pushing KFM
Microsoft 365 apps aim to streamline document management. By moving important folders—like your Desktop, Documents, and Pictures—to OneDrive, you gain a secure backup solution. It also allows quick access to your files from any device. In an official Microsoft 365 Message Center post, the company highlighted how this move empowers collaboration and productivity.
Who Will See These Prompts
Admins should note that these backup prompts won’t appear for organizations that have already blocked OneDrive KFM. If you’re an admin and you prefer not to see these alerts in your environment, you can block KFM to avoid enrolling users. Microsoft recommends telling your teams about this shift in advance so they know what to expect.
Part of a Larger OneDrive Strategy
Microsoft has been consistently finding ways to boost OneDrive adoption. Last week, the company began testing ad-supported versions of Word, Excel, and PowerPoint. Under these trial versions, users can still create and edit documents on their Windows devices, but they can only save them to OneDrive. This approach subtly encourages users to explore OneDrive’s features, including file sharing and automatic backup.
Limited Features and Future Outlook
While these ad-supported apps might pique your curiosity, they are missing some premium features. Microsoft’s goal is to gauge public interest before rolling anything out broadly. According to a Microsoft spokesperson, the company currently has no plans for a full-scale release of an ad-supported Microsoft Office. For now, it’s just limited testing, showing Microsoft’s willingness to experiment with new service models.
How This Affects You
If your organization relies on Microsoft 365 apps, these prompts could transform file management for your team. Expect fewer lost documents, smoother collaboration, and less worry about hardware failures. If you’re a personal user, you’ll find that OneDrive backups simplify your workflow, especially if you move between multiple devices. The prompts are designed to be user-friendly, so you won’t need much setup.
This development underscores Microsoft’s focus on cloud-based solutions. By gently encouraging OneDrive backups, the tech giant aims to make daily tasks easier while boosting file security. Keep an eye on these pop-up prompts in Word, Excel, or PowerPoint. They could save you from losing crucial documents and introduce you to seamless real-time collaboration.
