How to set up and use Windows Backup to restore files after a system crash

Summary

This guide helps you troubleshoot and resolve: How to set up and use Windows Backup to restore files after a system crash. Follow the steps below to fix the issue.

Common Causes

Windows Backup is a built-in feature in Windows 10 and Windows 11 that automatically saves copies of your files, apps, and settings to OneDrive. When configured correctly, it allows you to restore your data quickly after a hardware failure, accidental deletion, or system crash. This guide walks you through setting up Windows Backup and using it to recover your files when something goes wrong.

Before You Begin

Windows Backup relies on OneDrive to store your backed-up data in the cloud. Before proceeding, make sure you have:

• A Microsoft account signed in on your PC
• An active OneDrive subscription with sufficient storage (Microsoft 365 subscriptions include 1 TB of OneDrive storage)
• A stable internet connection for initial sync and ongoing backups

Set Up Windows Backup

Open Windows Backup Settings

1. Click the Start button and select Settings (or press Windows + I).
2. Navigate to Accounts and confirm you are signed in with your Microsoft account.
3. Return to Settings and select Windows Backup from the left-hand menu (in Windows 11) or search for "Windows Backup" in the Settings search bar (in Windows 10).

Configure What Gets Backed Up

1. In Windows 11, under Remember my apps, toggle the switch to On. This backs up your installed apps and their settings.
2. Under Remember my preferences, toggle the switch to On. This saves your system preferences, accessibility settings, and language options.
3. Under Files, you will see options to sync your Desktop, Documents, and Pictures folders to OneDrive. Toggle each folder you want to protect to On.
4. Click Start backup (Windows 11) or wait for the initial sync to begin automatically.

Verify Your Backup Is Working

1. Open File Explorer and check the OneDrive folder in the left-hand pane.
2. Confirm your Desktop, Documents, and Pictures folders appear with a sync status icon (a green tick indicates files are fully synced).
3. Sign in to OneDrive on the web from another device and verify your files are visible in the cloud.

Restore Files After a System Crash

Restore Files to a Working PC

If your PC still boots but files are missing or corrupted:

1. Open File Explorer and navigate to the OneDrive folder.
2. Browse to the relevant folder (for example, Documents or Desktop).
3. Copy the files you need back to their original location on your local drive.

Restore Files on a New or Reinstalled PC

After a complete system crash or when setting up a replacement device:

1. Sign in to Windows with the same Microsoft account you used for backup.
2. Open OneDrive from the Start menu and sign in if prompted.
3. OneDrive will automatically begin syncing your backed-up folders. Wait for the sync to complete.
4. In Windows 11, open Settings > Windows Backup and toggle Remember my apps and Remember my preferences back to On.
5. Reinstall your apps from the Microsoft Store or your original installers.

Troubleshooting

Backup Is Not Starting

• Confirm OneDrive is running by checking the system tray for the OneDrive cloud icon.
• Open OneDrive settings and ensure you are signed in and the sync is not paused.
• Check your available OneDrive storage. If you have exceeded your quota, older files may not sync.

Files Are Not Appearing After Restore

• Sign in to OneDrive on the web and verify the files exist in the cloud.
• In OneDrive Settings > Sync and backup > Folder backup, confirm the correct folders are selected.
• Click View sync status in OneDrive to check whether files are pending upload or download.

Backup Settings Are Greyed Out

• Confirm you are signed in with a Microsoft account rather than a local account. Windows Backup requires a Microsoft account.
• Ensure your device is connected to the internet.
• Restart the PC and try again.

Still Having Issues?