How to plan a SharePoint migration
A migration moves more than files. It moves permissions, links, habits and trust. This guide covers the planning steps we follow for moves from file servers, older SharePoint versions and other platforms into SharePoint Online: what to inventory, what to leave behind, how to pilot, and how to cut over.
The short version
Six rules for a safer migration
Most migration problems come from skipped planning, not from the tools. These six rules prevent most of them.
- Inventory firstKnow what you have, how big it is, who owns it and what is still used before you move anything.
- Move lessArchive or delete old and duplicate content. Moving clutter only makes it more expensive.
- Design the new structureDo not copy the old folder maze. Plan sites, libraries and metadata for how people search today.
- Plan permissions carefullySimplify who can see what. A migration is the best moment to clean up access.
- Pilot with a small groupMove one team first, learn from it, then scale up.
- Tell people earlyExplain what changes, when, and where to get help. Plan training and support for cutover week.
The shape of a migration
A migration in five steps
The steps are the same whatever you move from. The clean-up is the one people skip, and regret.
- Clean up before you move
- Move in planned batches
- Keep the old system until the new one is confirmed
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What to find out before you plan the move
These answers shape the scope, the order of work and the tools.
Where is the content?
File servers, older SharePoint versions, other collaboration platforms, email archives or local drives.
How much is there?
Number of files, total size, largest files and deepest folders. Limits on file names, path length and size matter.
What is still used?
Check access dates. Much content has not been opened for years.
Who owns each area?
Every site or share needs an owner who can say keep, archive or delete.
How are permissions set?
Look for broken inheritance, individual user permissions and orphaned groups.
What depends on it?
Workflows, forms, links in documents, shortcuts, apps and reports that point at the old location.
A migration, step by step
Every migration is different, but the stages are the same.
- 1
Assess
Inventory the content, permissions, customisations and dependencies. Decide what moves, what is archived and what is retired.
- 2
Design
Plan the target: sites, libraries, metadata, navigation, permissions and naming rules.
- 3
Prepare
Clean content, fix names that will not migrate, and choose the migration tools for each source.
- 4
Pilot
Move one team or one library. Check content, permissions, links and user feedback. Adjust the plan.
- 5
Migrate
Move the rest in waves, with a final sync for changes made during the move, then cut over.
- 6
Validate and support
Check counts and permissions, fix broken links, train users, and support the first weeks closely.
Where are you migrating from?
The source changes what needs attention. This table lists the main points to check.
| Source | Main points to plan | Common surprise |
|---|---|---|
| File server or shared drive | Folder structure, file names and path length, permissions, old and duplicate files. | Years of unused content that nobody owns. |
| SharePoint 2013, 2016 or 2019 | Custom solutions, workflows, InfoPath forms, search, permissions and web parts. | Customisations that do not work in SharePoint Online and need rebuilding. |
| Other platforms (for example Lotus Notes) | Data format, applications and forms, archive needs and user habits. | Applications that need redesigning, not just copying. |
| Tenant to tenant | Mergers or splits: identity, sharing, sites, Teams and retention. | Identity and sharing settings that differ between tenants. |
Mistakes that make migrations hard
Lifting and shifting everything
You carry old clutter into a new platform and users still cannot find anything.
No content owners
Without owners, nobody can decide what to keep, so the decision falls to the migration team.
Ignoring permissions
Overly open or overly tangled access causes security risks and support calls.
Forgetting links
Links in documents, emails and apps break when URLs change. Plan redirects or updates.
Skipping the pilot
A small pilot reveals problems when they are cheap to fix.
Weak support at cutover
People need a place to ask questions in the first weeks. Plan it.
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