OneDrive Known Folder Move

Known Folder Move (KFM) is the OneDrive feature that redirects a user's Desktop, Documents, and Pictures folders into their OneDrive. Once it's on, those folders sync to the cloud — so files are backed up, available on other devices, and not stranded on a single laptop.

Why it's important

Many users never think about where they save files. Without KFM, files end up scattered across C:\Users\ folders, USB sticks, and old laptops. With KFM, the default Save dialog still points to "Documents" — but those documents are now syncing to OneDrive automatically.

The practical benefits:

• Device loss protection: a wiped or stolen laptop loses nothing of value.
• Device migration: signing in on a new laptop pulls everything back.
• Multi-device experience: same files on home and work machines, on iPad, on phone.
• Backup story: files are recoverable from OneDrive's version history and recycle bin.

How to deploy it

KFM is configured via policy, either Group Policy (OneDrive.admx) or Intune configuration profiles. The relevant settings:

• Silently move Windows known folders to OneDrive — moves Desktop, Documents, Pictures on first sign-in without user prompts.
• Prompt users to move Windows known folders to OneDrive — surfaces a one-click prompt.
• Prevent users from redirecting their known folders to their PC — locks the choice so users can't undo it.

For Mac, the OneDrive client supports folder backup of Desktop, Documents, and Photos via configuration profiles delivered through Intune or Jamf.

What KFM doesn't cover

• Files outside Desktop, Documents, and Pictures.
• AppData, custom application data folders, browser bookmarks.
• Network mapped drives.

For wider coverage, pair KFM with OneDrive sync for shared libraries, browser sync in Edge for bookmarks and passwords, and Roaming Profile / Enterprise State Roaming in Entra ID for some Windows settings.

Common pitfalls

• Existing files clash: if a user already has files in Documents and there are duplicates in OneDrive, the merge can produce conflicts. Cleanup before KFM helps.
• OneDrive storage quota: if a user has 50 GB on their desktop, they need at least that much in OneDrive.
• Outlook PST files: still don't sync well over OneDrive — exclude.

KFM is one of the highest-impact, lowest-friction wins in a Microsoft 365 rollout. Turn it on early.

Rollout sequencing that avoids the worst outcomes

The single biggest source of KFM support tickets is enabling silent, forced redirection tenant-wide on day one, against machines nobody has audited for existing Desktop/Documents clutter — a user with 80 GB of old project files dumped on their Desktop over several years suddenly triggers a lengthy, bandwidth-heavy first sync with no warning, and any naming conflict between an existing OneDrive file and a matching local file needs manual resolution the user wasn't expecting. The more reliable sequence is: pilot with the prompt (not silent) policy on a small group first, watch for large syncs and conflicts, communicate expected first-sync duration and a recommended pre-clean of Desktop clutter, and only then move to silent enforcement for the broader population — locking the setting with "prevent users from redirecting back" as the final step once the population is confirmed synced cleanly.

Frequently asked questions

Does KFM work the same way for Mac users? Similar outcome, different mechanism — the OneDrive client on Mac supports folder backup for Desktop, Documents, and Photos via a configuration profile (delivered through Intune or Jamf), but it's a separate configuration surface from the Windows Group Policy / Intune settings catalog path, so a mixed Windows/Mac estate needs both configured, not just one.

What happens if OneDrive sync pauses for a long period while KFM is on? Files keep being saved locally to the redirected folders as normal — KFM redirection is a folder-location change, not dependent on an active sync connection — but nothing new reaches the cloud until sync resumes, meaning the backup and multi-device benefits are suspended (not the ability to keep working) for the duration of any outage or extended offline period.

Does KFM affect files that are already stored in a Teams channel or SharePoint library, synced separately? No — KFM only governs the three specific personal folders (Desktop, Documents, Pictures) redirected to a user's own OneDrive; SharePoint libraries synced separately via "Sync" or "Add shortcut to OneDrive" are a distinct sync relationship with their own storage location and are unaffected by whether KFM is enabled or not.