Question
What is OneDrive Backup?
What does it backup?
How do I reduce OneDrive's use of local storage?
What should I do if I see a warning from OneDrive that local storage is low?
What do the OneDrive icons mean?
Answer
OneDrive Backup is a feature of the OneDrive sync client that automatically runs on CoreImage laptops and desktops--excluding Kiosks. The feature can be configured to backup any or all of the Desktop, Documents, and Pictures folders from the PC to OneDrive in the cloud.
HITS has configured OneDrive Backup to run on CoreImage laptops and desktops (March 2022). Since the backup runs on CoreImage laptops and desktops, the content backed up on one computer is easily available on other devices. The files appear to be in their respective folders on each CoreImage computer; however, the files are actually stored in OneDrive in the cloud. When a file with the little cloud icon overlay is double-clicked, the file will download to the computer and sync any changes made to it. The files are also available wherever a user can access OneDrive: OneDrive on the web, the OneDrive mobile application for iOS and Android, and--if the OneDrive client is running on a Mac--in the OneDrive folder integrated into a Mac user's profile.
More information about OneDrive Backup is available from Microsoft (external), including an in-depth OneDrive informational site (external) addressing both personal and corporate accounts.
OneDrive Backup for PC is configured differently on Intune-managed CoreImage and Classic-CoreImage laptops and desktops:
- All Intune-managed CoreImage devices and Classic-CoreImage Laptops have all three folders backed up--Desktop, Documents, and Pictures.
- Classic-CoreImage Desktops only have two folders backed up--Desktop and Pictures. This is because the Documents folder is already redirected to the H-drive on desktops.
- In all cases the backup configuration is enforced.
These images indicate how the folders will appear in the computer's OneDrive folder.
Windows 10
Windows 11
The boxes outlined in red and blue will be present on Classic-CoreImage laptops and on all Intune-managed CoreImage devices.
Only the red boxes will be present on a Classic-CoreImage desktop computer. However, note that if one uses a Classic-CoreImage laptop or any Intune-managed CoreImage device at any point, a Documents folder will appear in OneDrive across all devices. Also note that on Classic-CoreImage desktop computers, Windows' "Documents" special folder seen at the top of the the left-hand navigation pane in the image above will continue to point to H:\Documents. In short, one may have a Documents folder in OneDrive and a completely separate Documents folder on H when using a Classic-CoreImage desktop PC. A separate project will be required to coordinate the migration of data from the H-drive to OneDrive.
CoreImage devices use the Files On-Demand feature of OneDrive Sync. However, you may want to remove some or all locally cached files and folders--or always keep a copy of some of them locally. You can do so by right-clicking on file(s) or folder(s) and choose either of the two options below.
- Free up space. Choosing this will delete the local copy of the selected file(s) or folder(s) but will leave a copy in OneDrive on the web that can be synced locally on-demand.
- Always keep on this device. Choosing this will retain a local copy of the file(s) or folder(s) even if you choose to free up space on all or a portion of your locally cached OneDrive content.
- For more information: Save disk space with OneDrive Files On-Demand for Windows (external)
You may see the following warning message when the free space on your local storage (i.e., hard drive) drops below 15 GB. In that case, use the instructions above to "Free up space."
You can check to see how much free space you have by opening File Explorer from the start menu or using the "Windows key + E" shortcut. Navigate to "This PC" as shown below. Note the free space on the C-drive.
What do the OneDrive file indicators mean? (external)
Fix OneDrive Sync Problems (external)