Microsoft is set to introduce a series of prompts across its Microsoft 365 applications, encouraging users to safeguard their files through OneDrive. Starting mid-March 2025, these reminders will appear in Word, Excel, and PowerPoint, urging users to sign up for the OneDrive Known Folder Move (KFM). This initiative aims to prevent data loss and ensure seamless access to important documents. KFM allows synchronization and backup of critical local folders like Desktop or Documents, making it easier for users to access files across multiple devices. The feature offers benefits such as enhanced security, collaboration, and version history, though participation remains optional.

Promoting Seamless File Access and Security

In an effort to enhance user experience and data protection, Microsoft plans to display prompts within its core productivity apps, guiding users toward signing up for OneDrive's Known Folder Move. These notifications will start appearing in March 2025, offering users the chance to secure their files more effectively. By enrolling in KFM, users can enjoy features like cross-device accessibility, effortless collaboration, and robust security measures. Additionally, the service provides automatic backups and version history, ensuring that no valuable information is lost.

The Known Folder Move feature enables users to synchronize essential local folders, such as Desktop and Documents, with OneDrive. Once enrolled, users can effortlessly access their files from any device, enhancing productivity and convenience. The system also supports Copilot integration, which can assist in various tasks. Importantly, this enrollment is not mandatory; only eligible users will receive the prompt, and those who prefer not to participate can opt out without any issues. Moreover, IT administrators have the authority to block KFM if it does not align with their organization's policies.

User Control and Optional Enrollment

Microsoft has taken steps to make the new backup prompts user-friendly and non-intrusive. Unlike previous instances where file backups were enforced without user consent, this time, participation in KFM is entirely optional. Users will be able to decide whether they want to enroll based on their specific needs and preferences. This approach gives companies the flexibility to evaluate the benefits of KFM and determine if it suits their operational requirements.

While the prompts will begin appearing in March 2025, the public preview will run until early April, followed by general availability in May 2025. The process is designed to be straightforward, with automatic activation for eligible users. However, IT administrators retain control over the feature, allowing them to block KFM if necessary. This ensures that organizations can tailor their data management strategies according to their unique circumstances. Ultimately, the decision to participate in KFM rests with each user or company, providing a balanced approach between security and user choice.