When you set up Known Folder Move on a shared computer, the process often fails before the setup wizard finishes. The error appears as a red X on the OneDrive icon or a message that Known Folder Move could not complete. This happens because shared computers have multiple user profiles, and OneDrive cannot automatically redirect folders like Desktop, Documents, and Pictures for all users. This article explains why the failure occurs on shared computers and provides the exact steps to complete Known Folder Move for each user individually.
Key Takeaways: Known Folder Move on Shared Computers
- OneDrive Settings > Sync and backup > Manage backup: Use this per-user path to manually start Known Folder Move after initial OneDrive setup fails.
- Group Policy: Set the default location for Known Folder Move: Prevents the setup wizard from attempting automatic redirection on shared computers.
- Registry key: HKEY_CURRENT_USER\Software\Microsoft\OneDrive\Accounts\Business1\KnownFolderMove: Manually resets the Known Folder Move state if the wizard stuck in a pending or failed state.
Why Known Folder Move Fails on Shared Computers
Known Folder Move is a OneDrive feature that redirects the Desktop, Documents, and Pictures folders to OneDrive. On a standard single-user computer, the OneDrive setup wizard runs automatically when a user signs in and attempts to move these folders. On a shared computer, multiple users sign in to the same Windows device. When OneDrive runs the setup wizard for the first user, it tries to move folders that are still configured for the default local profile. The wizard fails because the folders are already in use by another user session or because the OneDrive sync engine cannot distinguish which user’s folders to move.
The technical root cause is the OneDrive setup wizard’s assumption that the current user is the only user on the device. On shared computers, the wizard encounters folder redirection policies or file locks from other user profiles. The wizard then stops with a generic error such as “We couldn’t move your folders” or “Known Folder Move failed.” The failure occurs before the setup completes, leaving the user with a partially configured OneDrive client.
Another common cause is a Group Policy setting that blocks Known Folder Move for non-admin users. On shared computers, users often have standard user accounts without administrative privileges. The OneDrive setup wizard requires administrative rights to modify the folder location in the Windows registry. Without those rights, the wizard fails silently.
Steps to Complete Known Folder Move on a Shared Computer
The following method works for each user individually. Do not run the setup wizard for all users at once. Complete the steps for one user, sign out, and then repeat for the next user.
- Sign in with the first user account
On the shared computer, sign in with the Microsoft 365 work or school account that has a OneDrive license. Do not sign in to multiple accounts simultaneously. - Open OneDrive settings
Right-click the OneDrive cloud icon in the system tray and select Settings. If the icon is missing, open OneDrive from the Start menu. - Go to Sync and backup
In the OneDrive settings window, select the Sync and backup tab. Click Manage backup under the Backup section. - Start Known Folder Move manually
In the Manage backup window, you see three folders: Desktop, Documents, and Pictures. Click the toggle switch next to each folder to turn on backup. OneDrive prompts you to confirm the folder move. Click Start protection. - Wait for the move to complete
OneDrive copies the folder contents to the cloud and updates the folder location in Windows. This process can take several minutes depending on the folder size. Do not close the settings window or sign out during this time. - Verify the move succeeded
After the move completes, open File Explorer and navigate to the Desktop, Documents, and Pictures folders. The path should show OneDrive – YourOrganizationName in the address bar. If the path still shows This PC, repeat steps 2 through 5. - Sign out and repeat for the next user
Sign out of the current user account. Sign in with the next user account and repeat steps 1 through 6.
Alternative Method: Use Group Policy to Disable Automatic Known Folder Move
If the wizard fails repeatedly for every user, configure a Group Policy setting to prevent the wizard from attempting automatic folder redirection. This method requires administrator access on the shared computer.
- Open Local Group Policy Editor
Press Win + R, type gpedit.msc, and press Enter. - Navigate to the OneDrive policy path
Go to Computer Configuration > Administrative Templates > Windows Components > OneDrive. - Enable the policy
Double-click Prevent the usage of OneDrive for file storage. Select Enabled. This setting hides the OneDrive setup wizard from all users. Users can still run OneDrive manually from the Start menu. - Apply the change
Click OK and close the Group Policy Editor. Run gpupdate /force from a command prompt to apply the policy immediately. - Run Known Folder Move per user
Each user now opens OneDrive manually, signs in, and follows the steps in the previous section to start Known Folder Move from the Manage backup window.
If Known Folder Move Still Fails After the Main Fix
OneDrive shows “We couldn’t move your folders” after the manual start
This error occurs when the folder is still redirected to a network location or a previous OneDrive account. Open File Explorer, right-click the Desktop, Documents, or Pictures folder in the navigation pane, select Properties, and go to the Location tab. If the path points to a network drive or another OneDrive folder, click Restore Default to reset the folder to the local user profile. Then repeat the manual Known Folder Move steps.
Known Folder Move button is grayed out in Manage backup
The button is grayed out when a Group Policy prevents folder redirection. Check the following registry path: HKEY_LOCAL_MACHINE\SOFTWARE\Policies\Microsoft\OneDrive. Look for a DWORD value named DisableKFM. If the value is 1, change it to 0 and restart OneDrive. This change requires local administrator rights.
OneDrive syncs but folders remain in the local user profile
This happens when the Known Folder Move process completed only partially. Open the Manage backup window again. If the toggle shows the folder as protected but the folder path in File Explorer still points to the local profile, click Stop protection and then Start protection again. This forces OneDrive to reapply the folder redirection.
Known Folder Move: Manual Per-User vs Group Policy Blocking
| Item | Manual Per-User Method | Group Policy Blocking Method |
|---|---|---|
| Setup wizard behavior | Runs for each user individually after sign-in | Disabled for all users; no wizard appears |
| Administrator access required | No for the user; yes for Group Policy changes | Yes, to edit the Local Group Policy |
| Known Folder Move initiation | From OneDrive settings > Manage backup | From OneDrive settings > Manage backup after policy is applied |
| Best for | Shared computers with a small number of users | Shared computers in a domain or with many users |
| Risk of failure during setup | Medium; wizard may still conflict with other user profiles | Low; wizard is completely bypassed |
The manual per-user method works well when you have fewer than five users on a single device. The Group Policy blocking method is more reliable for shared computers in schools, libraries, or hot-desking environments.
Conclusion
You can now complete Known Folder Move on a shared computer by starting the process manually from the Manage backup window instead of relying on the setup wizard. If the wizard fails repeatedly, use the Prevent the usage of OneDrive for file storage Group Policy setting to block the wizard entirely and then run Known Folder Move per user. For persistent failures, reset the folder location in the Properties dialog or check the DisableKFM registry value. Always sign out between user sessions to avoid file lock conflicts.