“What are the important points to consider and prepare before migrating from SharePoint to SharePoint Online? How can I safeguard my data during the SharePoint Online migration?”
SharePoint Online is now becoming the go-to solution for businesses and enterprises that enhance their document management, collaboration, and communication. If your organization still stores files on older versions of SharePoint, consider a SharePoint to SharePoint Online migration.
However, migrating to SharePoint Online isn't as simple as copying files from one folder to another. So, if you're a small business owner or an IT admin, this post will help you understand what to expect and how to plan for a smooth and successful migration to SharePoint Online. Let’s get started now!!!
Why Migrate to SharePoint Online? Common Reasons
Many reasons may compel organizations to migrate from SharePoint to SharePoint Online. Some of the major ones are:
- Automated file versioning and updates.
- Built-in powerful indexing/searching features.
- Facilitates remote accessibility and has wide scalability.
- Advanced data protection, compliance, and permission settings.
- Integrated with Microsoft 365 apps like Teams, Outlook, and OneDrive.
Important Things to Know Before SharePoint Online Migration
Before starting your migration, it's necessary to understand a few points. Here’s what you need to keep in mind:
1. Understand Existing SharePoint Environment
Firstly, take sufficient time to understand what you’re migrating. Moreover, review your file shares, SharePoint sites, or any other data. Not all data needs to be migrated. So, identify and clean up the unused or outdated files, user permissions, and metadata to reduce migration time and cost.
2. Make a Clear Migration Strategy
Making a detailed plan before SharePoint migration helps to achieve a smooth and error-free migration. So, filter and understand the required SharePoint data, deadlines, and phases of migration (at once or incremental).
3. Choose the Ideal SharePoint Migration Tool
Opting for a perfect SharePoint online migration tool is the most important thing. However, Microsoft offers a free SharePoint Migration Tool (SPMT), which processes simple migrations from file shares. For complex and large SharePoint migrations, consider advanced third-party tools.
4. Inform your SharePoint Partners Before Migration
Migration isn't just a simple IT program; it affects everyone connected to SharePoint. So, discuss folder structures, access permissions, naming conventions, etc., with end users and partners. Doing this will make sure that the new environment is user-friendly and efficient.
5. Plan for Permissions and Security
SharePoint Online permissions and security measures work differently from traditional file servers. So, make a clear view of the interconnectivity of SharePoint group, Microsoft 365 Groups, OneDrive sharing, and External sharing with your SharePoint data. After that, set up your permission patterns correctly to avoid data leaks or access problems after migration.
6. Test Before the Full Migration
Fixing problems during a test phase is much easier than a full migration. So, do a trial migration with a small group of users and data before migrating the entire SharePoint data. Doing this will help you test the tools' performance and migration issues.
Note: To avoid unwanted data loss issues, don’t forget to backup SharePoint Online before migration.
7. Train Your Users
Even the best migration goes in vain if your users and partners don’t know how to use the new SharePoint environment. So, conduct a few training sessions and provide documents or videos so that they can upload files, create folders, collaborate on documents, and set permissions.
Note: When your SharePoint migration is complete, review your SharePoint Group permissions, set up alerts, workflows, and automation, and enable version history and backup policies.
Wrapping Up
Migrating to SharePoint Online is a wise decision for businesses and firms that want scalability, security, and improved collaboration. A successful and hassle-free SharePoint migration requires a well-planned strategy and advanced SharePoint migration tools. So, clean up your data, inform users and partners, and do a trial test with the ideal SharePoint online migration tool accordingly for an uninterrupted and secure migration.
If you ask me for the best SharePoint migration tool, I recommend the Kernel Migration for SharePoint. It has all the advanced and useful features and security you need for SharePoint migration without losing data, permissions, or metadata.
Moreover, you’ll get the software's demo version for free, which will help you test your pilot migration. Download today and make your migration smooth and secure in no time.
Read also: Why should I migrate to SharePoint Online?
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