How to setup OneDrive to backup the personal data on computer to the cloud

This guide walks you through setting up OneDrive for Business (using your work or school Microsoft 365 account) to automatically back up important folders from your PC, such as Desktop, Documents, Pictures, and more. It also explains how to set or move the OneDrive sync folder to your D: drive, how to check the backup location, and how to verify that the backup is complete. Important notes before starting:

You need a OneDrive for Business account (part of your company’s Microsoft 365 work/school plan). This works on Windows 10/11. Backing up moves your folders into the OneDrive folder (no duplicate copies are created locally). Make sure you have enough storage in your OneDrive for Business account.

Part 0: Check if OneDrive is Already Installed on Your PC Before anything else, you need to know whether OneDrive is already on your computer.

Look at the bottom-right corner of your screen (the System Tray / notification area, near the clock). If you see one or two white or blue cloud icons, OneDrive is installed and running.

Press the Windows key on your keyboard and start typing OneDrive. If “OneDrive” or “OneDrive for Business” appears in the search results, it is installed.

Open File Explorer (press Windows key + E) and look in the left sidebar. If you see “OneDrive” or “OneDrive – [Your Company Name]”, it is installed.

If OneDrive is NOT installed:

Open your web browser and go to the official download page: <https://www.microsoft.com/microsoft-365/onedrive/download>. Click the Download button and run the installer. After installation finishes, OneDrive will automatically start and show the sign-in window. Proceed directly to Part 1 below.

If OneDrive is already installed:

If you see a cloud icon in the system tray, right-click it to open the menu. Proceed to Part 1 below to sign in with your corporate (work or school) account.

Part 1: Signing In with Your Corporate (Work or School) Account You must be signed in with your corporate / work / school account (example: yourname@yourcompany.com), not a personal Microsoft account.

How to find out your corporate login details Your work or school email is usually provided by your company’s IT department or HR. If you don’t know it or your password, contact your company’s IT support for help.

How and where to log in OneDrive will automatically open a web browser window for you to sign in. Enter your full work email address and click Next. You will usually be redirected to your company’s custom login page. Enter your work password. Complete any Multi-Factor Authentication (MFA) required by your company. After signing in successfully, close the browser and return to the OneDrive setup window.

If you are already logged in with a personal Microsoft account You can run both a personal OneDrive and OneDrive for Business at the same time (they will have separate folders). Right-click the OneDrive cloud icon in the system tray. Click Help & Settings → Settings. Go to the Account tab. Click Add an account. In the new window, sign in using your work or school email address (follow the login steps above). OneDrive will now create a second folder named OneDrive – [Your Company Name]. You will see two separate OneDrive icons in the system tray. Use the business one (the one with your company name) for all steps below.

Part 2: Set the OneDrive Folder Location to the D: Drive (Do this on your OneDrive for Business folder — the one with your company name.) Option A: During first-time setup of the business account (easiest)

After signing in with your work account, you will see the screen “This is your OneDrive folder”. Click Change location. Browse to _D:_ (or create a new folder on D:), select it, and click Select Folder → OK. Click Next to finish setup.

Option B: Change location later (if already set up)

Right-click the OneDrive for Business cloud icon in the system tray. Click Help & Settings → Settings. Go to the Account tab and click Unlink this PC. Confirm and close the window. Open File Explorer, find your old OneDrive – CompanyName folder, and move the entire folder to _D:_ (or any folder on D:). Restart OneDrive for Business. Sign in again with your work account. On the “This is your OneDrive folder” screen, click Change location, browse to the new folder on D: , select it, and click Select Folder → Next.

Part 3: Enable Backup of Your Computer Data (PC Folder Backup)

Right-click the OneDrive for Business cloud icon in the system tray. Click Help & Settings → Settings. Switch to the Backup tab (or Sync and backup tab). Click Manage backup. You will see options for Desktop, Documents, Pictures, and sometimes Music or Videos. For each folder you want to back up, click the folder and then click Start backup (or toggle it on). Click Save changes (or OK).

OneDrive for Business will now automatically back up these folders to the cloud. Part 4: How to Check the Backup Location Is on the D: Drive

Open File Explorer. In the left sidebar, right-click OneDrive – [Your Company Name] → Properties. Go to the General tab and look at Location. It should show a path starting with D:.

If it shows a C: path, repeat Part 2 to move it to D:.

Part 5: How to Check If the Backup Is Complete

Look at the OneDrive for Business cloud icon in the system tray: White cloud with green checkmark = Everything is up to date. Blue spinning arrows = Still syncing.

Open File Explorer and go to your backed-up folders. Files should show a green checkmark icon. To double-check in the cloud: Go to office.com, sign in with your work account, and click OneDrive.

For detailed status: Right-click the OneDrive icon → Help & Settings → Settings → Sync and backup tab.

Tips for success:

Keep your PC connected to the internet until the initial backup finishes. You can pause/resume syncing anytime from the OneDrive icon → Pause syncing. If you see errors, click the OneDrive icon → Help & Settings → Get help.

Your computer data is now safely backed up in OneDrive for Business and stored locally on the D: drive!