OneDrive for Business Known Folder Move troubleshooting for shared computers: creates duplicate folders

When you configure Known Folder Move on a shared computer, OneDrive may create duplicate folders for Desktop, Documents, or Pictures instead of redirecting to the existing location. This happens because each user session applies the KFM policy independently, and the sync client does not always merge paths correctly on multi-user systems. This article explains why the duplication occurs, provides step-by-step instructions to resolve it, and lists related failure patterns to watch for.

Why Known Folder Move Creates Duplicate Folders on Shared Computers

Known Folder Move redirects the Desktop, Documents, and Pictures folders to OneDrive. On a shared computer, multiple users log in with different Microsoft 365 accounts. When each user runs KFM, OneDrive checks if the target folder already exists in the user’s OneDrive. If the folder exists but was created by another user, OneDrive treats it as a conflict and creates a new folder with a suffix like “Desktop – ComputerName” or “Documents (1)”.

The root cause is that KFM does not share a common folder mapping across user profiles on the same device. Each user’s sync engine sees the local folder structure independently. Without a tenant-wide redirect policy that enforces a consistent path, OneDrive creates duplicates instead of reusing the existing folder.

How the Duplicate Folder Name Pattern Works

When a duplicate occurs, OneDrive appends the computer name or a numeric suffix to the original folder name. For example, if the first user’s Documents folder synced as “Documents”, the second user’s KFM may create “Documents – DESKTOP-ABC123”. This happens because the OneDrive sync client compares the local path with the remote path and cannot match them due to different ownership or folder metadata.

Steps to Resolve Duplicate Folders Caused by Known Folder Move

Follow these steps in order. Perform these actions on each affected user account on the shared computer.

1. Unlink OneDrive from the current account
   Right-click the OneDrive cloud icon in the system tray. Select Settings > Account > Unlink this PC. Confirm the action. This stops sync and removes the current folder mapping without deleting local files.
2. Delete the registry key for KFM target path
   Press Win + R, type regedit, and press Enter. Navigate to HKEY_CURRENT_USER\Software\Microsoft\OneDrive\Accounts\Business1. Right-click the Business1 key and select Delete. This removes the stored KFM redirect path. Close Registry Editor.
3. Rename or remove the duplicate folder in OneDrive online
   Open a browser, sign in to the Microsoft 365 portal, and go to OneDrive. Locate the duplicate folder with the suffix. Select it and click Delete. Empty the OneDrive recycle bin to free the folder name.
4. Re-run Known Folder Move from OneDrive settings
   Open OneDrive settings again. Go to the Sync and backup tab. Click Manage backup. Select the folders you want to redirect. Click Start backup. OneDrive now uses the original folder name without creating a duplicate.
5. Verify the folder path in File Explorer
   Open File Explorer. Navigate to the user’s profile folder. Confirm that Desktop, Documents, or Pictures show the OneDrive icon in their location column. Right-click each folder, select Properties > Location, and verify it points to the OneDrive folder path.

Prevent Future Duplicates with Group Policy

To stop duplicates from reoccurring on the same shared computer, configure a Group Policy Object that enforces a tenant-wide KFM redirect.

1. Open Group Policy Management Console
   Run gpmc.msc as an administrator. Create a new GPO or edit an existing one that applies to the shared computer.
2. Set the KFM policy for shared computers
   Navigate to Computer Configuration > Administrative Templates > OneDrive > Known Folder Move. Enable the policy named “Prompt users to move Windows known folders to OneDrive”. Set the tenant ID to your organization’s ID. Enable “Silently move Windows known folders to OneDrive for signed-in users”.
3. Force policy refresh
   Run gpupdate /force on the shared computer. Restart the computer. When the next user signs in, KFM runs silently and uses the same folder structure without creating duplicates.

If OneDrive Still Creates Duplicate Folders After the Main Fix

OneDrive Creates a Folder with the Computer Name Suffix for Every User

This happens when the KFM policy is not applied to the computer account. Verify that the GPO links to the correct organizational unit containing the shared computer. Check the Resultant Set of Policy by running rsop.msc on the affected machine. If the policy is missing, re-link it and run gpupdate /force.

Users See “Folder Already Being Synced” Error During KFM

This error occurs when the local folder is already redirected to another OneDrive account. Open OneDrive settings > Account > Add an account. Remove any secondary work or school accounts. Then unlink the primary account and re-run KFM as described in the steps above.

Duplicate Folders Appear Only After a Windows Update

Windows updates can reset the KFM registry keys. After an update, check the registry path HKEY_CURRENT_USER\Software\Microsoft\OneDrive\Accounts\Business1\KnownFolderMove. If the key is missing, re-run KFM manually. To prevent this, deploy the KFM policy via Group Policy so that it reapplies after updates.

Known Folder Move on Shared vs Personal Computers: Key Differences

Item	Shared Computer	Personal Computer
User profile isolation	Each user has separate Windows profile	Single user profile
KFM folder target	Must use tenant-level redirect policy	Can use per-user OneDrive settings
Duplicate folder risk	High without GPO enforcement	Low
Registry key persistence	Per user, can be overwritten by updates	Stable across updates
Recommended configuration	Group Policy + silent KFM	User-initiated KFM

Now you can resolve and prevent duplicate folders caused by Known Folder Move on shared computers. Start by unlinking OneDrive and clearing the registry key on each affected account. Then apply the Group Policy for silent KFM to prevent future duplication. For persistent issues, verify the GPO links and check the registry after Windows updates.