Known Folder Move With OneDrive for Business

As Microsoft 365 evolves, to store user data and sync them easily across the devices, apply security, collaborate easily, OneDrive for Business (ODB) is the way. This article explains some basic operations you can perform to manage ODB drives in your tenant. This is my approach on making OneDrive for Business to replace user’s traditional AD mapped Home drive and folder redirection quotas. This article talks about the nitty-gritty of OneDrive for business and some of the things you need to check before implement the Known Folder Move.

License Requirements

ODB works with a variety of Office 365 licenses and depending on the license type, the storage quotas varies.
More info related to limits can be found from this link

Change license – change the storage quotas

Usually when you change a license type for a user (eg: from F1 to Business Essentials) you are required to change the storage quotas for ODB for that user.
1 – Connect to SharePoint Online Powershell session
$adminUPN=”spoadminusername@tenant.com
$orgName=”orgName
$userCredential = Get-Credential -UserName $adminUPN -Message “Type the password”
Connect-SPOService -Url https://$orgName-admin.sharepoint.com -Credential $userCredential

2 – Get the current size
get-SPOSite -Identity <user’s OneDrive URL>
EG: get-SPOSite –Identity https://tenanetname-my.sharepoint.com/personal/user_name_domain_com
3 – Set the storage limits
set-SPOSite –Identity https://tenantname-my.sharepoint.com/personal/user_name_domain_com -StorageQuota <quota>
1TB = 1048576

more info can be found here

Known Folder Move works with
Windows 7
Windows 8/8.1
Windows 10

Setup redirection to be the default location as ODB

Provided ODB is installed in the Win10 device and domain joined, you can go to the ODB icon on the task bar and setup the folder redirection as below.

Right-Click on ODB icon -> Settings -> Backup tab -> Click on Manage Backup

Select the folders you need to backup/ redirect as below and –>
Press Start Backup

Redirect more home folders (Pictures, Videos)
This will initially backup the above folders, but if you need to backup the Pictures or Videos folders for an example, on This PC, Right-click on Pictures and select Properties and then to Location tab ->
Select Move -> Select the ODB location which is working as a place holder location -> create the folder and select the folder -> press Apply and it will give the below warning. Press Yes for that so it will move the locations appropriately.

Wait for the initial sync to happen
This will depend on the number of files and the network latency

Look for the icons (will be discussed in the next step)

Scenario – New computer and user needs to get back the Desktop/ Documents files and folders
This will be one of the main benefits of this exercise, because imagine the user’s current computer stopped working and there is no way of recovering the user profile. With this, it’ll be easy as the user just need to login to the new computer and re-install the ODB client and sign-in and it will start syncing the content.

Enable ODB GPOs

Navigate this location on your computer where you have the sync silent installed %localappdata%\Microsoft\OneDrive\buildnumber\adm

Copy the .adml and .admx files

Paste the .admx file in your domain’s Central Store, \domain\sysvol\domain\Policies\PolicyDefinitions (where domain is your domain name, such as corp.contoso.com), and the .adml in the appropriate language subfolder (such as en-us). If the PolicyDefinitions folder does not exist, see How to create and manage the Central Store for Group Policy Administrative Templates in Windows or use your local policy store under %windir%\policydefinitions.

GPO to manage the folder redirection for domain joined computers

The OneDrive Known Folder Move Group Policy objects won’t work if you previously used Windows Folder Redirection Group Policy objects to redirect the Documents, Pictures, or Desktop folders to a location other than OneDrive. Remove the Windows Group Policy objects for these folders before you enable the OneDrive Group Policy objects. The OneDrive Group Policy objects won’t affect the Music and Videos folders, so you can keep them redirected with the Windows Group Policy objects.

Provided that ODB sync client has been installed on the computer as the 1st phase and now it’s time to redirect the known folders to ODB

I believe with sufficient user awareness and continues user education, they will know what will be coming and how to embrace the change, rather than complaining.

1. Prompt users to move Windows known folders to OneDrive for Business
After enabling this setting, they will get a prompt to take action and if the ignore it, there will be reminder from the activity center.
Enabling this policy sets the following registry key:

[HKLM\SOFTWARE\Policies\Microsoft\OneDrive]”KFMOptInWithWizard”=”1111-2222-3333-4444″
(where “1111-2222-3333-4444” is the tenant ID)
How get the Tenant ID?

Window prompting users to protect important folders

2. Silent redirection of the known folders
Requirements: App build 18.171.0823.0001
Options: You can choose to display a notification to users after their folders have been redirected.

[HKLM\SOFTWARE\Policies\Microsoft\OneDrive]”KFMSilentOptIn”=”1111-2222-3333-4444″
(where “1111-2222-3333-4444” is the tenant ID)
[HKLM\SOFTWARE\Policies\Microsoft\OneDrive]”KFMSilentOptInWithNotification”
Setting this value to 1 displays a notification after successful redirection.

Sync types (what does the icon say)

As Locally available files that are ready to download to your computer for offline access. You can right-   click and select “Free up space” to so they will be solely available online

Files that are available offline. They can be available for offline access by right clicking the file and selecting “Always keep on this device”

Files that are available Online only. When you click on the file, it will always open online.

Online-only files that are being shared with someone.

ODB will also check for other file or folder changes and may show “Processing changes”. If ODB shows “Processing changes” for a long time, it could be because you have an online file open, a very large file syncing, a lot of files stuck in a queue.

Manage Network uploads/ downloads

This can be taken care by a group policy where the admins can limit max upload and download bandwidths. This can be essential so that ODB will not use all the available bandwidth for it’s tranactions.

Settings can be found in ODB settings

GPO to limit the upload and download rates

Change Download file size
[HKLM\SOFTWARE\Policies\Microsoft\OneDrive\DiskSpaceCheckThresholdMB]”1111-2222-3333-4444″=dword:0005000
(where “1111-2222-3333-4444” is the tenant ID and 0005000 sets a threshold of 5000 MB)

Change Upload rate percentage
[HKCU\SOFTWARE\Policies\Microsoft\OneDrive] “DownloadBandwidthLimit”=”dword:00000032”

The above registry key sets the download throughput rate limit to 50KB/sec, using the hexadecimal value for 50, which is 00000032

Change Upload rate percentage
[HKLM\SOFTWARE\Policies\Microsoft\OneDrive]”AutomaticUploadBandwidthPercentage”=”dword:00000032″

The above registry key sets the upload throughput percentage to 50%, using the hexadecimal value for 50, which is 00000032

Other important ODB related Policies
https://docs.microsoft.com/en-us/onedrive/use-group-policy

Resources

https://docs.microsoft.com/en-us/onedrive/sync-process
https://docs.microsoft.com/en-us/onedrive/onedrive

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