In this guide · 8 sections
Short answer
Known Folder Move redirects each user's Desktop, Documents, Pictures, Screenshots and Camera Roll into OneDrive. Turn it on silently for everyone with an Intune settings catalog policy, or per PC under OneDrive's Sync and backup settings. It is sync with version history and a recycle bin, not a full backup.
What Known Folder Move does
Microsoft's admin guide to redirecting known folders lists the Windows folders it covers: Desktop, Documents, Pictures, Screenshots and Camera Roll. Staff keep working in the same folders as before; the files simply live in OneDrive and sync to the cloud.
What it gives you
- Files on Desktop and Documents sync to the cloud without staff changing habits
- A lost or broken laptop no longer means lost work
- New PCs get the same files back after sign-in
- Version history and a recycle bin for mistakes
What it does not do
- It is sync: deletions and encryption sync too
- It does not cover other drives or folders like C:\Projects
- Files over 250 GB and some special file types are skipped
- Outlook .pst files in Documents can cause sync problems
Microsoft recommends it for larger organisations and says smaller businesses may find it useful too, but notes that you need some experience configuring policies.
Option 1: switch it on for everyone with Intune
If you have Microsoft 365 Business Premium, which includes Intune, a single policy can move every enrolled PC's folders without asking users. Microsoft's guide to configuring OneDrive with Intune sets out the steps.
Find your tenant ID
Some OneDrive settings need it. Microsoft's OneDrive admin docs explain where to find it.
Create a settings catalog profile
In the Intune admin centre, go to Devices, Configuration, Create. Platform: Windows 10 and later. Profile type: Settings catalog.
Add the OneDrive settings
In the settings picker choose OneDrive, then add 'Silently move Windows known folders to OneDrive' with your tenant ID, and optionally the setting that prevents users from turning off Known Folder Move.
Add the prompt as a fallback
Microsoft recommends also using 'Prompt users to move Windows known folders to OneDrive', so if the silent move fails, users are asked to fix the error.
Assign to a test group first
Assign the profile to two or three users, check their folders show as backed up, then assign to everyone.
Watch upload volume
Users with large Desktops upload a lot at once. For a slow office line, Microsoft suggests temporarily limiting the sync app upload rate.
Domain-joined offices can use Group Policy instead; the same settings exist as OneDrive Group Policy objects.
Option 2: set it up on each PC
Without Intune, staff or an admin can turn it on per computer. For a team of five, this takes a few minutes per PC.
Sign in to the OneDrive app with the work account
Use the Microsoft 365 work account, not a personal Microsoft account. Microsoft notes that domain-joined PCs cannot back up important folders to a personal OneDrive.
Open backup settings
Open OneDrive settings, go to the Backup tab, then select Manage backup.
Choose the folders
Turn on Desktop, Documents and Pictures (plus Screenshots and Camera Roll if listed) and start backup.
Fix any errors shown
Common blockers are files over 250 GB, file names with characters like : * ? < > |, and nested special folders.
Confirm in the browser
Sign in to OneDrive on the web and check the Desktop and Documents folders now show the user's files.
Manual set-up is fine for a handful of PCs, but staff can switch it off again. If that matters, it is a reason to manage devices centrally.
Storage per user and what to exclude
Microsoft's OneDrive storage guide says the default OneDrive storage for most subscription plans is 1 TB per user, and some plans can be raised to 5 TB. Microsoft's Singapore plan comparison lists 1 TB per user for Business Basic, Standard and Premium. For most office staff that is plenty.
Before you switch it on
Restoring files: what you can and cannot get back
OneDrive gives three ways back, each with a time limit. Knowing them is half of a restore plan.
| Problem | How to recover | Time limit |
|---|---|---|
| A file was deleted | OneDrive recycle bin on the web | 93 days for work accounts, unless your admin changed it |
| A file was overwritten or edited badly | Version history on the file | Depends on version settings |
| Ransomware or mass deletion | 'Restore your OneDrive' to an earlier date | Last 30 days |
| Permanently deleted from the recycle bin | Not recoverable from OneDrive | None |
Microsoft's guide to restoring your OneDrive shows the activity chart for the last 30 days, which helps pick the moment before an infection. If a staff member's laptop goes missing, our lost or stolen laptop guide covers the security steps; with Known Folder Move on, their files are already safe.
Why you still need a real backup
Sync protects against a broken laptop. It does not protect against someone deleting files and emptying the recycle bin, an attacker with the user's password, or a problem discovered after the recycle bin and 30-day restore window have passed. A separate backup keeps independent copies for longer.
Our guide to backing up Microsoft 365 and Google Workspace compares the options and costs.
Do it yourself or get help?
For a few PCs, the manual route is a reasonable DIY job. For a whole team, Intune is the reliable way, and it also handles encryption, screen locks and remote wipe.
Our Backup & Ransomware Recovery (S$290) sets up Microsoft 365 backup with a retention plan, tests a restore with proof and gives you a one-page recovery guide. Our Device Encryption & Management (S$490) sets up Intune in your tenant, enrols up to 10 devices with encryption and update rules, and tests remote lock and wipe. IT Sorted is a Singapore-based team of developers with over 10 years of experience; you pay upfront, send the brief in writing and follow progress on your order page.
Frequently asked questions
It is a OneDrive feature that redirects Windows known folders, namely Desktop, Documents, Pictures, Screenshots and Camera Roll, into the user's OneDrive. Staff keep saving files in the usual places, but the files sync to Microsoft 365, so they survive a lost or broken laptop and follow the user to a new PC.
Not fully. It syncs files to the cloud with version history, a recycle bin and a 30-day restore option, which covers most accidents. But deletions and encryption also sync, and permanently deleted items cannot be recovered. For longer retention and independent copies, add a separate Microsoft 365 backup.
No. Each user can turn on folder backup in the OneDrive app settings. Intune, included in Microsoft 365 Business Premium, lets you switch it on silently for everyone and stop staff turning it off. Domain-joined offices can use Group Policy instead.
Microsoft says the default OneDrive storage for most subscription plans is 1 TB per user, and some plans can be increased to 5 TB. Microsoft's Singapore comparison page lists 1 TB per user for Business Basic, Business Standard and Business Premium.
For work or school accounts, deleted files stay in the OneDrive recycle bin for 93 days unless your administrator changed the retention setting. The Restore your OneDrive feature can also roll back all changes in the last 30 days, which helps after ransomware or a mass deletion.