OneDrive Folder Backup Prompts Users After Policy Deployment

Users in your organization may see OneDrive folder backup prompts even after you deploy a group policy to enable Known Folder Move. This typically happens when the policy is applied but the client-side detection or timing is delayed. The prompts appear as Windows notifications asking users to back up their Desktop, Documents, and Pictures folders. This article explains why the prompts still appear and how to suppress them using Group Policy, registry settings, and client-side configuration.

Why OneDrive Folder Backup Prompts Still Appear After Policy Deployment

When you deploy a Group Policy to enable Known Folder Move, the policy sets registry values that tell the OneDrive client to redirect the Desktop, Documents, and Pictures folders to OneDrive. However, the client does not always act on the policy immediately. The OneDrive client checks policy settings at startup and then periodically every 24 hours. If the policy is applied while the user is already signed in, the client may not detect the change until the next sign-in or a manual restart of the sync process.

The prompts appear because the default policy setting “Prompt user to move Windows known folders to OneDrive” leaves the decision to the user. Even when you set this policy to “Enabled” with the option “Silently move folders to OneDrive,” the client may still show a brief notification if the folders were previously excluded or if the user declined a previous prompt. Additionally, if the OneDrive client version is older than 22.022, the silent move policy is not supported and the client falls back to the prompt behavior.

Policy vs User Setting Conflict

Another common cause is a conflict between the group policy and an existing user setting. If a user previously selected “Not now” or “Ask me later” in the OneDrive folder backup prompt, the client stores this preference locally. The group policy overrides this preference only if the policy is set to “Silently move.” If the policy is set to “Enabled” but not the silent option, the client respects the user’s previous decline and does not prompt again. This creates confusion because the administrator sees the policy applied but the user never gets the backup.

Steps to Suppress OneDrive Folder Backup Prompts

Follow these steps to ensure OneDrive folder backup runs silently without prompting users.

Step 1: Verify OneDrive Client Version

1. Check the installed version
   On a test user’s computer, open OneDrive settings by right-clicking the OneDrive cloud icon in the notification area and selecting Settings. Go to the About tab. Note the version number. If it is earlier than 22.022, update the client from Microsoft’s download page or deploy the update via Microsoft 365 Apps.
2. Deploy the update
   Use Microsoft Endpoint Configuration Manager or Microsoft Intune to push the latest OneDrive client to all devices. The silent move policy requires version 22.022 or later.

Step 2: Configure the Correct Group Policy Setting

1. Open Group Policy Management Console
   On a domain controller or management workstation, open the Group Policy Management Console. Create a new GPO or edit an existing one that targets the user group.
2. Navigate to the OneDrive policy path
   Go to Computer Configuration > Administrative Templates > OneDrive. If you do not see OneDrive in the list, download and install the OneDrive Group Policy Administrative Templates from the Microsoft Download Center.
3. Enable the silent move policy
   Find the policy setting “Silently move Windows known folders to OneDrive.” Set it to Enabled. This policy forces the move without showing any prompts to the user. Apply the policy and link it to the appropriate organizational unit.
4. Confirm the registry value
   On a test computer, run gpupdate /force from an elevated command prompt. Open Registry Editor and navigate to HKEY_LOCAL_MACHINE\SOFTWARE\Policies\Microsoft\OneDrive. Verify that the DWORD value KFMOptInWithWizard is set to 1. If it is missing or set to 0, the policy is not applied correctly.

Step 3: Clear Existing User Preferences

1. Locate the user preference file
   On the user’s computer, navigate to %LOCALAPPDATA%\Microsoft\OneDrive\settings. Look for a file named Business1 or Personal.
2. Remove the preference entry
   Open the file in Notepad. Search for KFMOptInWithWizard. If the value is "DontShow" or "Defer", delete that line. Save the file. This forces the client to re-evaluate the policy on next sync.
3. Restart OneDrive
   Right-click the OneDrive icon and select Quit OneDrive. Restart it from the Start menu. The folders should move silently.

Step 4: Force a Group Policy Refresh and OneDrive Sync

1. Run gpupdate
   On the user’s computer, open Command Prompt as administrator and run gpupdate /force. Wait for the policy update to complete.
2. Trigger a OneDrive sync
   Open OneDrive settings and go to the Sync and backup tab. Select Manage backup. If the policy is applied correctly, the folders should show as backed up without any prompt.

If OneDrive Still Shows Prompts After the Main Fix

OneDrive Shows “Set up OneDrive” Wizard at Each Sign-In

This occurs when the registry key KFMOptInWithWizard is not set to 1 or the policy setting is not applied to the user’s computer. Verify that the GPO is linked to the correct organizational unit and that the computer has read access to the policy. Run rsop.msc to view the resulting policy set. Find the OneDrive node and confirm that “Silently move Windows known folders to OneDrive” is Enabled.

OneDrive Folder Backup Fails with Error “Folder is already being backed up”

This error appears when a user manually redirected a known folder to a different location before the policy was applied. The silent move policy cannot override a manual redirection. To fix this, open File Explorer, right-click the folder (Desktop, Documents, or Pictures), select Properties, go to the Location tab, and click Restore Default. Then run gpupdate and restart OneDrive. The policy will then move the folder to OneDrive.

Policy Options for OneDrive Known Folder Move: Key Differences

Item	Prompt user to move folders	Silently move folders
Description	Shows a notification asking the user to back up folders	Moves folders to OneDrive without any user interaction
User experience	User can accept, defer, or decline	User sees no prompt; folders move automatically
Registry value	KFMOptInWithWizard = 0 or missing	KFMOptInWithWizard = 1
Client version required	Any version	22.022 or later
Best for	Pilot deployments or user-choice environments	Enterprise deployments requiring mandatory backup

Now you can deploy Known Folder Move without user prompts by configuring the silent move group policy and ensuring the OneDrive client is up to date. Next, verify that the policy applies to all target computers by checking the registry on a sample set of devices. For advanced control, combine this policy with the “Prevent users from moving Windows known folders” setting to block users from disabling the backup.