Windows 11 25H2: How to Use the Updated Windows Backup App (Full Guide)

Losing your files, app preferences, or personalized Windows settings after a system reset or hardware upgrade is one of the most frustrating experiences in computing. Microsoft addressed this pain point with the Windows Backup app—a built-in cloud-based tool in Windows 11 25H2 that makes it easy to safeguard your folders, installed applications, system settings, and saved credentials in one place.

Think of it as Windows 11’s answer to Apple’s Time Machine—except everything is stored securely in the Microsoft cloud, tied to your personal Microsoft account. When you set up a new PC or reinstall Windows, your entire digital environment can be restored in minutes, right down to your taskbar layout and Wi-Fi passwords.

In this comprehensive guide, you’ll learn exactly how to configure the Windows Backup app, run your first backup, and restore everything on a new or reset device—step by step with screenshots.

What Does the Windows Backup App Back Up?

Before diving into the setup, it’s worth understanding exactly what the Windows Backup app covers. It handles four categories of data:

• Folders: Your Desktop, Documents, Pictures, Videos, and Music library folders are backed up to Microsoft OneDrive.
• Apps: The app remembers which applications you’ve installed (from the Microsoft Store and many desktop apps) along with their preferences, so they can be automatically reinstalled on a new device.
• Settings: Your personalization choices, language preferences, display settings, and other system configurations are saved to your Microsoft account.
• Credentials: Saved Wi-Fi networks and passwords are backed up so you can reconnect instantly on a new machine.

Important limitations to keep in mind:

• Traditional desktop applications that weren’t installed via the Microsoft Store (e.g., apps downloaded directly from a developer’s website) are not included in the backup. You’ll need to reinstall those manually.
• Android apps installed on your PC are also excluded.
• The Windows Backup app works only with personal Microsoft accounts. Work and school accounts are not supported—you’ll need a third-party backup tool for those.

How to Configure Windows Backup Settings

You can customize exactly what gets backed up before running the app. This pre-configuration step is done through the Windows Settings panel and ensures only the data you care about is synced to the cloud.

Step 1: Open the Settings app (press Win + I), click “Accounts” in the left sidebar, then select “Windows Backup” in the right pane.

Step 2: On the Windows Backup settings page, you’ll see options for Folders, Apps, Settings, and Credentials. To choose which library folders sync to OneDrive, click “Manage sync settings”.

Step 3: The Microsoft OneDrive sync window opens. Toggle on each folder you want to back up—Desktop, Documents, and Pictures—then click “Start backup”.

Step 4: Back in the Backup settings, turn on the “Remember my preferences” toggle, then expand it to reveal additional sync options.

Step 5: Select the specific settings you want to synchronize across your Microsoft devices—including accessibility options, passwords, language preferences, and other personalization choices. This ensures a consistent experience if you use multiple Windows PCs.

You can back up everything at once or cherry-pick individual items based on your needs. Once your preferences are configured, you’re ready to run the backup.

How to Back Up Your PC Using the Windows Backup App

With your preferences configured, it’s time to run the actual backup. The entire process takes just a few clicks.

Step 1: Type “Windows Backup” into the Windows search bar and open the app from the results.

Step 2: The Windows Backup app opens to a “Let’s back up your PC” screen. It’s organized into four clear sections:

• Folders — Select library folders (Desktop, Documents, Pictures, Videos, Music) to sync to OneDrive.
• Apps — Remembers your installed applications and their preferences for automatic reinstallation later.
• Settings — Saves your theme, taskbar layout, display settings, language, and other system preferences.
• Credentials — Backs up your saved Wi-Fi networks, passwords, and other stored credentials.

Step 3: Click the dropdown arrow on each section to expand it. Review and toggle on the specific items you want included in this backup.

Step 4: When you’re satisfied with your selections, click the “Back up” button at the bottom of the window to start the backup process.

Step 5: The app begins uploading your data to the cloud. You’ll see a progress indicator for each category as the backup runs. The time it takes depends on how much data you’re backing up and your internet speed.

Step 6: Once the backup finishes, every category displays a green checkmark confirming your data has been securely stored. Your files, apps, settings, and credentials are now safely backed up and ready to be restored whenever you need them.

From this point forward, your folder contents continuously sync to OneDrive in the background. App, settings, and credential data are periodically updated automatically—so your backup stays current without any manual effort.

How to Restore Your Backup on a New or Reset Windows 11 PC

The real power of Windows Backup shines when you set up a new computer or reinstall Windows 11. Your entire digital environment—apps, files, settings, and credentials—can be restored automatically during the initial setup process.

Important: Restoration from Windows Backup is only available during the Out-of-Box Experience (OOBE)—the setup wizard that appears when you first turn on a new PC or finish a clean Windows installation. You cannot restore from within an already-configured Windows installation.

Here’s how to restore your backup step by step:

Step 1: During the initial Windows 11 setup, select your region and keyboard layout when prompted.

Step 2: Enter a name for your PC and confirm by clicking “Yes”.

Step 3: On the “How would you like to set up this device?” screen, select “Set up for personal use” and continue.

Step 4: Click “Sign in” and log in with the same Microsoft account you used when you created the backup. This is critical—your backup is tied to your specific Microsoft account.

Step 5: Verify your Microsoft account details and click “Next” to proceed.

Step 6: Windows will detect your existing backup. On the “Select a device to restore from” screen, choose the backup you want to use and click “Restore from this PC”.

After confirming, Windows 11 will automatically restore your files, reinstall your backed-up apps, apply your saved settings, and reconnect your Wi-Fi networks. Even your taskbar pins and Start menu layout will be carried over—giving you a familiar workspace from the moment you reach the desktop.

What Windows Backup Won’t Do: Limitations to Know

While the Windows Backup app is incredibly convenient for everyday use, it has some important limitations you should be aware of:

• No individual file recovery: You can’t selectively restore a single deleted file through the Backup app. However, since your folders sync to OneDrive, you can retrieve individual files by logging into OneDrive.com or using the OneDrive desktop app.
• No full system image: Windows Backup doesn’t create a complete disk image. It won’t help you recover from catastrophic hardware failure or system-level corruption the way a full image backup would.
• Restore only during OOBE: You can only restore your apps, settings, and credentials during the initial Windows setup—not after the OS is already configured.
• Personal Microsoft accounts only: Work and school (Azure AD / Entra ID) accounts are not supported.

If you need a full disk-level backup (a complete snapshot of your entire system), you can still use the legacy System Image Backup tool built into Windows. This creates a bit-for-bit copy of your drive that can be restored even after complete hardware failure.

Final Thoughts: A Smarter Way to Protect Your Windows 11 Setup

The Windows Backup app eliminates one of the biggest headaches of switching PCs or resetting Windows: starting from scratch. By automatically syncing your folders to OneDrive and saving your app list, system preferences, and credentials to your Microsoft account, it ensures you can rebuild your entire digital workspace in a fraction of the time it used to take.

For most home users, the combination of Windows Backup for settings and apps plus OneDrive for files provides more than enough protection for day-to-day use. Just remember to pair it with a full system image backup if you want protection against worst-case scenarios like drive failure.

Set it up once, and your PC is always ready to be restored—even if the worst happens. If you found this guide helpful, bookmark it for the next time you upgrade your hardware or reinstall Windows 11.