Protect Your Business Files: The Complete Guide to Configuring OneDrive Known Folder Move for SMBs

In today’s hybrid work environment, small and medium-sized businesses (SMBs) face increasing risks of data loss, ransomware, and accidental deletion. Employees often save critical files on their desktops or local folders, leaving them vulnerable and unprotected. That’s why it’s essential to configure OneDrive Known Folder Move (KFM)—a simple yet powerful way to automatically back up and protect your business data.

🔍 What Is Known Folder Move?

Known Folder Move is a feature in OneDrive that redirects standard Windows folders—Desktop, Documents, and Pictures—to OneDrive. This means users can continue saving files to their familiar locations, while those files are automatically synced to the cloud.

✅ Benefits for SMBs:

• Automatic backup of critical files

• Protection against ransomware and hardware failure

• Simplified device replacement and remote work

• Improved compliance and data governance

📋 Prerequisites to Configure OneDrive Known Folder Move

Before you deploy KFM, make sure your environment meets the following requirements:

• Microsoft 365 Subscription

  • Business Premium, E3, E5, or equivalent license that includes OneDrive and Intune.

• Windows 10 or Windows 11 Devices

  • Devices must be running a supported version of Windows.

• OneDrive Sync Client Installed and Signed In

  • Users must be signed into OneDrive with their work account.

• Microsoft Intune

  • Devices should be enrolled to the Intune.

• No Third-Party Folder Redirection Tools Active

  • Conflicts may occur if other backup or sync tools are managing the same folders.

🛠️ How to Configure OneDrive Known Folder Move for Your Organization

You can deploy KFM automatically using Microsoft Intune.

1. Create a Device Configuration Profile. Go to Microsoft Intune > Devices > Configuration profiles > Choose Windows 10 and later > Settings catalog.

2. Name the policy > click Next > Add settings > search for 'OneDrive'.

3. Click 'OneDrive' category.

4. Select 'Silently sign in users to the OneDrive sync app with their Windows credentials' and 'Silently move Windows known folders to OneDrive'.

5. Close 'Settings picker'.

6. Enable 'Silently sign in users to the OneDrive sync app with their Windows credentials' to ensure users are automatically signed in to OneDrive and 'Silently move Windows known folders to OneDrive':

   • Specify folders to backup: Desktop, Documents, Pictures.

   • Optionally disable user notifications to avoid confusion.

   • To find tenant ID: Sign in to the Microsoft Entra admin center as at least a Global Reader > Browse to Entra ID > Overview > Properties. Scroll down to the Tenant ID section and you can find your tenant ID in the box.

7. Assign and deploy. Assign the profile to the appropriate user or device groups.Test on a pilot group before full deployment.

👩‍💻 What End Users Will See After KFM Is Enabled

1. OneDrive Icon in the Taskbar

After signing in, users will see a blue OneDrive cloud icon in the system tray (bottom-right corner of the screen). This indicates that OneDrive is active and syncing.

If a user hasn’t signed in yet, the icon will appear gray, signaling that OneDrive is not connected. Once signed in, the sync process begins automatically.

2. Verifying Folder Sync

To confirm that KFM is working:

• Click the OneDrive icon in the taskbar.

• Select the gear icon to open Settings.

• Navigate to the Sync and backup tab.

• Click Manage backup.

Here, users will see the status of their Desktop, Documents, and Pictures folders. If KFM is configured correctly, these folders will show as “Backed up” and actively syncing to OneDrive.

3. Seamless Experience

Users continue saving files to their usual locations—no change in behavior is required. Files are automatically backed up and accessible from any device with OneDrive.

✅ Summary

With KFM deployed, your team benefits from automatic backup, simplified recovery, and secure access to files—without needing to change how they work. This makes it one of the most user-friendly and impactful security features for SMBs using Microsoft 365.

🚀 Ready to Protect Your Business?

As a Microsoft Cloud MSSP, we help SMBs like yours:

• Plan and deploy Microsoft 365 security features

• Automate setup using Intune

• Train users for a smooth transition

• Monitor and optimize your environment

Whether you're just getting started or need expert support, we're here to help.

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