Windows Backup provides a central place to back up selected folders, settings, apps, and preferences. It is designed to make a supported Windows setup easier to move to another PC, but it is not a complete replacement for a business backup platform or a separate recovery plan.
Check the account and storage requirements
Microsoft’s current Windows Backup guidance focuses on consumer devices signed in with a personal Microsoft account, such as an Outlook.com or Live.com account. Work or school accounts do not work with the Windows Backup app in the same way. Folder backup uses OneDrive storage, so check the available capacity before enabling large folders. [1]
1. Open Windows Backup
- Select Start.
- Type backup.
- Select Windows Backup.
- Alternatively, open Settings > Accounts > Windows backup.
2. Choose folders to back up to OneDrive
- Expand Folders.
- Choose the user folders you want to sync to OneDrive.
- Turn on the folders you need, such as Desktop, Documents, Pictures, Videos, or Music.
- Resolve any OneDrive sign-in or storage warning before assuming the backup is active.
Folder backup makes the selected folders available through OneDrive when you sign in on another PC with the same Microsoft account. This is synchronization to OneDrive, not an offline copy stored on a separate disk. [1]
3. Back up settings and preferences
Review the settings categories and turn on the items you want to carry to another Windows device. Microsoft lists installed apps, accessibility settings, accounts and Wi-Fi information, personalization, language preferences, and other Windows settings among the available categories. [2]
Personalization requires OneDrive sign-in and sufficient available storage. Some settings may show as already backed up and may not have an editable toggle until the configuration changes.
4. Select Back up and confirm the status
After selecting the folders and settings, choose Back up. Reopen Windows Backup later to confirm the current status. If you receive a OneDrive error, check whether OneDrive is signed in, whether storage is available, and whether another sync problem is preventing the backup from completing.
5. Restore during Windows setup
- Set up the new PC or reinstall Windows.
- Sign in with the same Microsoft account used for the backup.
- When Windows finds available backups, select the backup you want to restore.
- Choose additional options if more than one PC is listed.
- Finish setup and allow the apps, settings, and preferences to return.
Microsoft says supported Microsoft Store apps can be restored from their pins. Apps that are not available in the Store may direct you to download their installers. Files can be accessed by signing in to OneDrive with the same account. [1]
6. Treat Windows Backup as one layer
Windows Backup helps with account-based migration and selected file synchronization. It should not be the only protection for business-critical data. Keep a separate backup strategy with retention, version history, and restore testing appropriate to the data. Verify that important files are available independently before wiping or disposing of the old PC.
Common mistakes
- Using a work or school account and assuming the consumer Windows Backup app will behave the same way.
- Enabling folder sync without checking OneDrive storage capacity.
- Assuming every installed desktop application will be restored automatically.
- Wiping the old PC before confirming that files and settings are available on the new one.
