What are the prerequisites for redirect the user's documents folder to a network ?

You need administrative access to your Microsoft environment, basic familiarity with the relevant tools, and a properly configured environment. See the prerequisites section for specific requirements.

How long does it take to redirect the user's documents folder to a network ?

The procedure typically takes 5-15 minutes for experienced administrators. Allow extra time if you need to install prerequisites or troubleshoot issues along the way.

What is the most important step in this process?

The key step involves prerequisites. Make sure to follow the instructions carefully and verify the results before proceeding to the next step.

How to Redirect the User's Documents Folder to a Network Share

Folder redirection allows you to store the contents of user profile folders (Documents, Desktop, Pictures, Music, Videos) on a centralized network share instead of the local machine. This is a key component of enterprise desktop management, ensuring that user data is backed up centrally, accessible from any domain-joined computer, and not lost when a workstation is replaced.

Benefits of Folder Redirection

Centralized backup. User files are stored on the file server, which is typically included in your backup strategy.
Roaming access. Users can log into any domain computer and access their files.
Simplified PC replacement. When a workstation fails or is replaced, no data migration is needed.
Reduced profile size. Roaming profiles load faster because large files are not copied at logon.
Compliance. Sensitive data remains on managed, secured file servers.

Prerequisites

An Active Directory domain environment
A file server with sufficient storage
Group Policy Management Console (GPMC) access
Appropriate administrator permissions

Before configuring redirection, create the shared folder on your file server.

Create the Folder Structure

On your file server, create a root folder for redirected data:

D:\RedirectedFolders

Set NTFS Permissions

Right-click the folder, select Properties > Security, and configure:

Account	Permission
Domain Admins	Full Control
SYSTEM	Full Control
CREATOR OWNER	Full Control (Subfolders and Files only)
Authenticated Users	List Folder / Read Data, Create Folders (This Folder Only)

These permissions allow each user to create their own subfolder while preventing users from accessing each other’s folders.

Right-click the folder, select Properties > Sharing > Advanced Sharing:

Check Share this folder.
Set the share name (for example, RedirectedFolders$ — the $ makes it a hidden share).
Click Permissions and set:
- Everyone: Full Control (NTFS permissions handle the actual access control)

The full UNC path will be: \\FileServer\RedirectedFolders$

Step 2: Configure Folder Redirection via Group Policy

Open Group Policy Management

On a domain controller or management workstation, open Group Policy Management (gpmc.msc).
Navigate to the Organizational Unit (OU) containing the users whose folders you want to redirect.
Right-click the OU and select Create a GPO in this domain, and Link it here (or edit an existing GPO).
Name the GPO descriptively, such as Folder Redirection - Documents.

Configure the Redirection Policy

Right-click the GPO and select Edit.
Navigate to: User Configuration > Policies > Windows Settings > Folder Redirection.
You will see a list of folders that can be redirected:
- Documents
- Desktop
- Pictures
- Music
- Videos
- AppData (Roaming)
- Start Menu
- Contacts
- Downloads
- Favorites
- Links
- Searches
Right-click Documents and select Properties.

Choose a Redirection Setting

Basic - Redirect everyone’s folder to the same location:

This redirects all users’ Documents folders to a common root, with each user getting an automatic subfolder.

Setting: Basic - Redirect everyone’s folder to the same location
Target folder location: Create a folder for each user under the root path
Root Path: \\FileServer\RedirectedFolders$

This creates: \\FileServer\RedirectedFolders$\%USERNAME%\Documents

Advanced - Specify locations for various user groups:

This allows different groups to be redirected to different servers or shares, useful in multi-site environments.

Configure the Settings Tab

On the Settings tab of the same Properties dialog:

Grant the user exclusive rights to Documents — Recommended. Prevents administrators from accidentally accessing user folders.
Move the contents of Documents to the new location — Check this to migrate existing local files to the network share. Uncheck if you want a fresh start.
Also apply redirection policy to Windows 2000, Windows 2000 Server, Windows XP, and Windows Server 2003 operating systems — Only needed for legacy systems.
Policy Removal behavior — Choose whether to leave the folder redirected or move contents back to the local profile when the policy no longer applies.

Click OK to save.

Repeat for Other Folders

Repeat the configuration for Pictures, Music, Videos, Desktop, or any other folder you want to redirect. For Pictures, Music, and Videos, you can choose to Follow the Documents folder, which places them as subfolders under the redirected Documents location.

Step 3: Manual Redirection (Without Group Policy)

For workgroup environments or individual machines, you can redirect folders manually.

Using the Folder Properties

Open File Explorer.
Right-click Documents in the left navigation pane and select Properties.
Click the Location tab.
Click Move and browse to the desired network location (for example, \\FileServer\Users\JSmith\Documents).
Click Select Folder, then click OK.
When prompted, choose Yes to move existing files to the new location.

Using the Registry

You can also redirect folders by modifying the registry:

HKEY_CURRENT_USER\Software\Microsoft\Windows\CurrentVersion\Explorer\User Shell Folders

Key values to modify:

Value Name	Default Data	Redirected Example
Personal	`%USERPROFILE%\Documents`	`\\Server\Share$\%USERNAME%\Documents`
My Pictures	`%USERPROFILE%\Pictures`	`\\Server\Share$\%USERNAME%\Pictures`
My Music	`%USERPROFILE%\Music`	`\\Server\Share$\%USERNAME%\Music`
My Video	`%USERPROFILE%\Videos`	`\\Server\Share$\%USERNAME%\Videos`
Desktop	`%USERPROFILE%\Desktop`	`\\Server\Share$\%USERNAME%\Desktop`

After modifying the registry, log off and log back on for the changes to take effect.

Offline Files (Client-Side Caching)

By default, Windows enables Offline Files for redirected folders, which caches the network content locally. This allows users to work when disconnected from the network, with changes syncing when the connection is restored.

Advantages of Offline Files

Users can continue working when the network is unavailable.
File access is fast because reads come from the local cache.
Changes synchronize automatically when connectivity is restored.

Disabling Offline Files

If you do not want client-side caching (for example, for security reasons or to avoid sync conflicts):

In the GPO, navigate to Computer Configuration > Policies > Administrative Templates > Network > Offline Files.
Set Allow or Disallow use of the Offline Files feature to Disabled.

Or on the server share, configure the share caching settings:

Right-click the shared folder, select Properties > Sharing > Advanced Sharing > Caching.
Select No files or programs from the shared folder are available offline.

Troubleshooting

Users Cannot Access Their Redirected Folder

Verify NTFS permissions on the root share folder.
Ensure the user’s subfolder was created with the correct ACL.
Check that the share permissions allow access.
Run gpresult /r on the client to confirm the GPO is applied.

Slow Logon Times

If logon becomes slow after enabling redirection, the most common causes are:

Large existing Documents folder being moved at first logon. The initial move happens synchronously during logon.
Offline Files sync processing many changes. Check Sync Center for errors.
Network latency to the file server. Ensure the server is on the same site or that a DFS namespace provides site-aware routing.

Files Not Appearing After Redirection

Confirm the Move the contents option was enabled in the GPO.
Check the original local Documents folder to see if files remain there.
Verify the user has write permissions to the network destination.

Group Policy Not Applying

Run gpupdate /force on the client machine.
Check that the GPO is linked to the correct OU.
Verify the user account is in the OU where the GPO is linked.
Check GPO security filtering to ensure the user or group is included.

Best Practices

Test with a pilot group before deploying to all users.
Use ABE (Access-Based Enumeration) on the share so users can only see their own subfolder.
Enable Volume Shadow Copy on the file server so users can restore previous versions of their files.
Monitor disk space on the file server and set quotas if needed.
Document the policy so that other administrators understand the redirection configuration.
Plan for the initial migration — if users have large Documents folders, schedule the first logon during off-hours.

Summary

Folder redirection moves user profile folders to a centralized network share, improving data protection, enabling roaming access, and simplifying desktop management. Configure it through Group Policy for domain environments by setting up a properly permissioned share and creating a Folder Redirection GPO. For individual machines, use the folder Location tab or registry settings. Consider the impact of Offline Files on your environment and test thoroughly before organization-wide deployment.