Helpful Thursdays: practical IT guidance for small and medium-sized businesses.
Important files often live in one place: an employee’s laptop. That is convenient until the laptop is lost, stolen, damaged, infected with ransomware or simply stops working.
OneDrive for Business in Microsoft 365 can reduce this risk by automatically syncing the Windows Desktop, Documents and Pictures folders to the company’s cloud environment. The feature is called Known Folder Move, or KFM.
This guide explains how to set it up, how to check it is working and how an administrator can enable it across multiple PCs.
What Is OneDrive Known Folder Move?
Known Folder Move redirects three familiar Windows folders into the user’s OneDrive for Business storage:
- Desktop
- Documents
- Pictures
Users can continue working in the same folders as normal. OneDrive uploads changes to Microsoft 365 in the background, making files available through OneDrive on the web and on other authorised devices.
This is particularly useful for businesses where staff work from laptops, work remotely or regularly move between offices.
However, KFM is not a complete business backup solution. It does not protect every folder on a laptop, applications, local databases, servers or the entire Microsoft 365 tenant. Deleted or encrypted files can also synchronise to the cloud.
You should still maintain a broader Microsoft 365 for SMEs backup strategy, with retention, recovery and restore procedures that are tested regularly.
Before You Start: Check These Requirements
Complete these checks before turning on folder backup.
1. Confirm the user has the right Microsoft 365 account
The user must sign in to the OneDrive sync app using their work or school Microsoft 365 account. Do not use a personal Microsoft account for business files.
OneDrive for Business is included with several Microsoft 365 plans. Microsoft currently lists Microsoft 365 Business Basic, Business Standard and Business Premium as providing 1 TB of OneDrive storage per user, subject to plan terms and tenant limits.
Check your current licence and available storage before starting. Microsoft’s OneDrive service description provides the latest storage information.
2. Check the OneDrive app is installed and signed in
Look for the OneDrive cloud icon in the Windows notification area near the clock. If it is missing, the OneDrive sync app may not be installed, running or signed in.
3. Check for existing folder redirection
Some businesses already redirect Desktop, Documents or Pictures to:
- A network file share
- A server
- Another cloud storage provider
- A different Microsoft 365 organisation
- A local drive or custom folder
Existing redirection must be reviewed before enabling KFM. Microsoft states that Known Folder Move does not work correctly when Windows Folder Redirection already points these folders somewhere other than OneDrive.
Do not simply switch policies without checking where the existing files are stored. You may need to migrate the data first.
4. Check available OneDrive storage
The combined contents of Desktop, Documents and Pictures must fit within the user’s available OneDrive storage.
Large photo libraries, archived files and old downloads can quickly consume space. Review the folders first and remove or archive unnecessary content in line with your business retention policy.
How to Turn On OneDrive Folder Backup
The following steps are designed for a Windows PC using the current OneDrive sync app.
Step 1: Open OneDrive settings
- Select the OneDrive cloud icon near the Windows clock.
- Select the Help & Settings cog.
- Select Settings.
Step 2: Open Sync and backup
In the OneDrive settings window:
- Select Sync and backup.
- Select Manage backup.
You should see options for Desktop, Documents and Pictures.
Step 3: Choose the folders to protect
Select the folders you want to back up. For most SME users, selecting all three is appropriate:
- Desktop
- Documents
- Pictures
Then select Start backup or the equivalent confirmation button shown in your version of OneDrive.
OneDrive will begin moving the folder contents into the user’s OneDrive storage and synchronising them with Microsoft 365.
Step 4: Leave the PC switched on
The first upload may take time, especially if the folders contain large files or the internet connection is slow.
Keep the laptop connected to power and connected to the internet until the initial upload is complete. Avoid shutting down the device while a large number of files are still uploading.
What Happens After Backup Starts?
The familiar folders remain available in File Explorer, but their storage location is now connected to OneDrive.
When a user creates or edits a file in Desktop, Documents or Pictures, OneDrive synchronises that change to the cloud.
You may see status icons beside files:
- Blue cloud: The file is online-only and does not use significant local disk space.
- Green tick: The file is downloaded and available on the device.
- Solid green circle with a tick: The file is marked to remain available on the device.
These icons are part of Files On-Demand, which helps reduce local storage use. A file can remain visible in File Explorer without being fully downloaded.
If a user needs a file when working offline, right-click it and select Always keep on this device. This downloads the file and keeps a local copy available.
How to Check That OneDrive Backup Worked
Do not assume the setup is complete just because the backup button was selected. Carry out a simple verification.
Check 1: Review the OneDrive status
Select the OneDrive cloud icon and confirm that it reports that files are up to date or no longer waiting to sync.
A warning, pause symbol or circular arrows may indicate that the initial upload is still in progress.
Check 2: Open OneDrive on the web
Sign in to Microsoft 365 with the user’s work account and open OneDrive.
Confirm that the Desktop, Documents and Pictures folders are present. Open a few files to check that they are accessible online.
Check 3: Test a new file
Create a small test document in the user’s Documents folder. Wait for the green tick or up-to-date status, then check whether it appears in OneDrive on the web.
Check 4: Confirm recovery options
For a test file, review the available version history or recycle bin options. Do not delete important files simply to test recovery without an agreed recovery procedure.
Enabling Known Folder Move Silently Across Multiple PCs
For a small number of users, manual setup may be sufficient. For larger SME environments, an administrator can enable KFM through policy.
Microsoft supports OneDrive policies through:
- Microsoft Intune administrative templates
- Group Policy
- Registry settings
The relevant policy is called Silently move Windows known folders to OneDrive. It requires your Microsoft 365 tenant ID and can be configured to move Desktop, Documents and Pictures without requiring each user to complete the setup manually.
If individual folder policies are not specified, Microsoft’s documented default is to move all three folders.
An administrator should:
- Confirm licensing, storage and OneDrive provisioning.
- Check for existing Windows Folder Redirection.
- Pilot the policy with a small group.
- Confirm that files are visible online and recoverable.
- Deploy gradually to the wider organisation.
- Monitor storage usage, sync health and support requests.
Microsoft recommends limiting silent deployment to existing devices to 1,000 devices per day and no more than 4,000 devices per week. This helps manage network demand while user files upload.
The policy can also be paired with Prompt users to move Windows known folders to OneDrive. This gives users guidance if a silent move fails.
Administrators can optionally enable Prevent users from redirecting their Windows known folders to their PC. Use this carefully. It disables the user’s ability to select Stop protecting, which can make future changes more difficult.
Microsoft provides the current configuration details in its guide to OneDrive policies and its documentation for redirecting and moving Windows known folders.
What to Do When Something Goes Wrong
There is not enough OneDrive storage
If the user’s OneDrive is full, the backup may not complete.
Review the size of Desktop, Documents and Pictures. Remove unnecessary files, move suitable archives to an approved location or review the organisation’s Microsoft 365 storage requirements.
Do not delete files from the local folders simply to make space unless you understand how synchronisation will affect the cloud copy.
The folder is already redirected
If Desktop, Documents or Pictures points to a server, network share or another cloud account, stop and review the existing configuration.
The correct approach may involve migrating the files into OneDrive first, then removing the old redirection policy. Microsoft provides specific guidance for transitioning from Windows Folder Redirection.
Some items have not synced
Check for:
- OneDrive being paused
- The PC being offline
- Unsupported file names or file types
- Files currently open in another application
- Storage limits
- Files excluded by an administrator policy
Allow the initial upload to finish before judging the result. If important items remain unsynchronised, contact your IT support provider rather than moving folders manually.
Be careful with “Stop backup”
Selecting Stop backup does not simply switch off a harmless setting. It changes where the folders are stored and how files are synchronised.
Before stopping backup:
- Confirm that files are fully synchronised.
- Decide whether files should remain on the PC, in OneDrive or both.
- Download cloud-only files if they must remain available locally.
- Check the resulting Desktop, Documents or Pictures path.
- Never delete the OneDrive folder to undo KFM.
If an administrator has enabled a policy preventing users from opting out, the user may not be able to stop protection. The administrator must manage the change.
Practical Tips for SMEs
- Start with a pilot user before rolling out KFM to everyone.
- Explain to staff that business files in these folders are uploaded to the company’s Microsoft 365 tenant.
- Use SharePoint or Teams libraries for shared departmental files rather than one employee’s OneDrive.
- Keep Files On-Demand enabled where laptop storage is limited.
- Mark critical offline working files as Always keep on this device.
- Review OneDrive storage regularly.
- Test file recovery before an incident occurs.
- Include OneDrive in your wider ransomware and disaster recovery plan.
- Make sure departing employee data is transferred and retained correctly.
Frequently Asked Questions
Does OneDrive backup protect the entire laptop?
No. Known Folder Move covers Desktop, Documents and Pictures. It does not back up applications, operating system files, other folders, local databases or the complete device.
Does OneDrive protect against ransomware?
It can help with recovery through version history, recycle bins and Microsoft 365 recovery features. However, ransomware-related changes can synchronise. OneDrive should therefore be part of a wider backup and disaster recovery strategy, not the entire strategy.
Does KFM back up Music and Videos?
No. Known Folder Move focuses on Desktop, Documents and Pictures. Other folders need a separate, approved storage or backup approach.
Can staff access their files from another device?
Yes, authorised users can access synchronised files through OneDrive on the web or another managed device. Access remains subject to Microsoft 365 security, identity and sharing controls.
Should every business use silent deployment?
Not automatically. Silent deployment is effective when the environment is well prepared, but existing folder redirection, limited storage and unmanaged laptops can cause complications. Pilot first and involve an administrator or Managed IT services provider.
Build Reliable Protection Behind the Scenes
OneDrive Known Folder Move is a practical first step for reducing the risk of important business files living only on a laptop. When properly configured, it provides quiet, behind-the-scenes protection while making everyday work easier for users.
It is not a replacement for a complete backup strategy. Your business still needs appropriate protection for Microsoft 365 data, devices, servers, applications and recovery procedures.
If you need help setting up Microsoft 365 for SMEs, reviewing storage and permissions, or building a more complete backup plan, contact Anantek Solutions. Our IT support services, Managed IT services and IT support for small business help keep your systems reliable, secure and maintainable.
That is the principle behind our Invisible Infrastructure approach: dependable technology working quietly in the background, built for Tech That Lasts.
