PLANNING FOR MIGRATION PROJECTS

SharePoint migration projects. Common questions, challenges, and best practices to help project managers, IT administrators, and stakeholders navigate the migration process effectively.

1. General Overview

What is a SharePoint migration?

A SharePoint migration is the process of moving content, configurations, and customizations from one SharePoint environment to another. This could involve migrating from an on-premises SharePoint Server (e.g., SharePoint 2013, 2016, or 2019) to SharePoint Online (Microsoft 365), between SharePoint Online tenants, or upgrading within on-premises versions. Migrations may include documents, lists, sites, workflows, permissions, and metadata.

Why migrate to SharePoint Online?

Migrating to SharePoint Online offers:

  • Cloud benefits: Scalability, automatic updates, and reduced infrastructure costs.
  • Collaboration features: Integration with Microsoft Teams, OneDrive, and other Microsoft 365 apps.
  • Security and compliance: Advanced security features like data loss prevention (DLP) and compliance with GDPR, HIPAA, etc.
  • Accessibility: Access from anywhere with modern responsive design.
  • Innovation: Access to new features like Viva Connections, Power Automate, and AI-driven insights.

What are common migration scenarios?

  • On-premises to SharePoint Online: Moving from SharePoint Server (2010, 2013, 2016, or 2019) to Microsoft 365.
  • Tenant-to-tenant migration: Consolidating or splitting SharePoint Online tenants (e.g., during mergers or divestitures).
  • SharePoint version upgrade: Upgrading between on-premises versions (e.g., SharePoint 2016 to 2019).
  • File server to SharePoint Online: Migrating file shares to SharePoint document libraries.
  • Third-party to SharePoint: Moving from platforms like Google Workspace, Dropbox, or Box to SharePoint Online.

How long does a SharePoint migration take?

The duration depends on:

  • Data volume: Size and number of files, lists, and sites.
  • Complexity: Customizations, workflows, and permissions.
  • Network bandwidth: Upload/download speeds to Microsoft 365.
  • Migration approach: Manual, third-party tool, or Microsoft tools (e.g., SharePoint Migration Tool).
  • Example: Migrating 1TB of data with minimal customizations might take 1–4 weeks, including planning, testing, and execution. Complex migrations with custom solutions may take months.

What are the key phases of a SharePoint migration?

  1. Discovery and Assessment: Inventory content, identify customizations, and assess usage.
  2. Planning: Define scope, timeline, tools, and governance.
  3. Preparation: Clean up content, configure target environment, and map permissions.
  4. Testing: Perform pilot migrations to validate processes and tools.
  5. Execution: Migrate content, configurations, and users.
  6. Post-Migration: Validate data integrity, train users, and monitor adoption.

2. Planning and Preparation

What should be included in a SharePoint migration plan?

A comprehensive migration plan should cover:

  • Scope: Which sites, libraries, lists, and customizations to migrate.
  • Timeline: Key milestones and deadlines.
  • Resources: Roles and responsibilities (e.g., project manager, IT admin, end-users).
  • Tools: Migration tools (e.g., SharePoint Migration Tool, AvePoint, ShareGate).
  • Governance: Policies for site creation, permissions, and content lifecycle.
  • Communication: User notifications, training, and support plans.
  • Risk mitigation: Backup strategy, rollback plan, and issue resolution process.

How do I assess my current SharePoint environment?

  • Inventory content: Use tools like SharePoint Assessment Tool (SMAT) or third-party tools (e.g., ShareGate, AvePoint) to catalog sites, libraries, lists, and storage usage.
  • Identify customizations: Document workflows, web parts, forms, and code (e.g., InfoPath, SharePoint Designer workflows).
  • Analyze usage: Review analytics to identify active/inactive sites and prioritize migration.
  • Check permissions: Map user and group permissions to ensure accurate migration.
  • Evaluate compatibility: Identify features unsupported in SharePoint Online (e.g., certain classic web parts).

What content should be cleaned up before migration?

  • Delete outdated content: Remove old or irrelevant files, sites, and lists.
  • Archive unused data: Move inactive content to cheaper storage (e.g., Azure Blob Storage).
  • Resolve duplicates: Consolidate duplicate files or folders.
  • Fix broken links: Repair or redirect broken URLs.
  • Standardize metadata: Normalize tags, columns, and content types for consistency.
  • Remove orphaned users: Delete accounts of former employees or inactive users.

How do I map permissions during migration?

  • Understand source permissions: Document users, groups, and access levels.
  • Map to target: Align source permissions with SharePoint Online roles (e.g., Owners, Members, Visitors).
  • Use groups: Prefer Microsoft 365 Groups or Azure AD security groups for scalability.
  • Handle unique permissions: Decide whether to preserve or simplify (e.g., flatten) unique permissions.
  • Test mappings: Validate permissions in pilot migrations to avoid access issues.

What are the limitations of SharePoint Online compared to on-premises?

  • Customization restrictions: Limited support for server-side code (e.g., sandbox solutions, farm solutions). Use Power Apps or SPFx instead.
  • Workflows: SharePoint Designer workflows are deprecated; migrate to Power Automate.
  • File limitations: 250MB file size limit (can be increased to 250GB in some cases), 400-character URL limit, and restricted characters in file names (e.g., #, %, &).
  • List thresholds: 5,000-item view limit (mitigated with indexing or filtering).
  • Web parts: Some classic web parts are unsupported in modern sites.

3. Migration Tools and Methods

What tools are available for SharePoint migration?

  • Microsoft SharePoint Migration Tool (SPMT): Free tool for on-premises to SharePoint Online migrations. Supports sites, libraries, and lists but limited for complex customizations.
  • Microsoft Mover: Free tool for tenant-to-tenant or third-party migrations (e.g., Google Drive, Box). Being phased out in favor of third-party tools.
  • Third-party tools:
    • ShareGate: Comprehensive tool for migrations, reporting, and governance. Supports complex scenarios and tenant-to-tenant migrations.
    • AvePoint: Enterprise-grade tool for migrations, backups, and management.
    • Quest (Metalogix): Supports migrations and content restructuring.
  • PowerShell: For custom migrations or scripting (e.g., PnP PowerShell for modern sites).
  • Manual migration: Suitable for small datasets (e.g., drag-and-drop to document libraries).

When should I use a third-party tool vs. Microsoft’s free tools?

  • Use SPMT/Mover for:
    • Simple migrations with minimal customizations.
    • Small to medium datasets.
    • Budget constraints.
  • Use third-party tools for:
    • Complex migrations (e.g., custom workflows, forms, or tenant-to-tenant).
    • Large datasets requiring incremental migrations.
    • Advanced reporting, permission mapping, or content restructuring.
    • Faster migrations with throttling management.

What is an incremental migration, and when is it needed?

  • Definition: An incremental migration moves only new or changed content since the last migration, reducing downtime and data transfer.
  • When needed:
    • Large datasets that can’t be migrated in one session.
    • Phased migrations to minimize user disruption.
    • Maintaining source system access during transition.
  • Tools: SPMT, ShareGate, and AvePoint support incremental migrations.

How do I handle large file migrations?

  • Optimize network: Use high-speed connections and schedule migrations during off-peak hours.
  • Split migrations: Break large libraries into smaller batches.
  • Use third-party tools: Tools like ShareGate manage throttling and retries.
  • Check limits: Ensure files comply with SharePoint Online limits (e.g., 250GB max file size, valid characters).
  • Monitor progress: Use tool reports to track errors or skipped files.

4. Technical Considerations

How do I migrate customizations like workflows and forms?

  • Workflows:
    • SharePoint Designer workflows: Replace with Power Automate flows. Use tools like ShareGate to map actions.
    • Nintex workflows: Migrate using Nintex’s migration tools or rebuild in Power Automate.
  • Forms:
    • InfoPath forms: Transition to Power Apps or third-party form solutions (e.g., Nintex Forms).
    • Custom forms: Rebuild using Power Apps or SPFx.
  • Web parts:
    • Classic web parts: Replace with modern web parts or SPFx solutions.
    • Custom code: Rewrite server-side code as client-side SPFx web parts.
  • Tip: Document customizations early and test replacements in a sandbox environment.

How do I migrate metadata and content types?

  • Inventory metadata: Document columns, content types, and taxonomies.
  • Recreate in target: Set up content types and columns in SharePoint Online before migration.
  • Map metadata: Use migration tools to map source metadata to target columns.
  • Managed Metadata Service: Configure term stores in SharePoint Online for taxonomy migrations.
  • Validate: Check metadata integrity post-migration to ensure no data loss.

What happens to permissions during migration?

  • Default behavior: Most tools (e.g., SPMT, ShareGate) preserve permissions if users exist in the target tenant.
  • Challenges:
    • Orphaned users: Users not in Azure AD will lose access unless mapped to new accounts.
    • External users: Re-invite external users in the target tenant.
    • Unique permissions: May require manual reconfiguration if simplified.
  • Best practice: Use Azure AD groups for permissions and validate access post-migration.

Can I migrate classic sites to modern sites?

  • Direct migration: Not fully supported. Classic sites can be migrated as classic sites to SharePoint Online, then modernized.
  • Modernization:
    • Use Microsoft’s Modernization Scanner Tool to assess compatibility.
    • Convert team sites to modern team sites manually or with tools like ShareGate.
    • Rebuild pages with modern web parts.
    • Communication sites: Create new modern communication sites and migrate content separately.
  • Tip: Plan modernization post-migration to avoid delays.

How do I handle versioning and file history?

  • Versioning: Most tools (e.g., SPMT, ShareGate) preserve file versions if enabled in the target library.
  • Limits: SharePoint Online supports up to 500 major versions by default (configurable).
  • Performance: Migrating many versions slows performance; consider limiting versions (e.g., keep last 10).
  • Validation: Check version history post-migration to ensure accuracy.

5. User Experience and Adoption

How do I communicate the migration to users?

  • Pre-migration:
    • Announce the migration timeline, benefits, and impacts.
    • Provide FAQs and training resources.
    • Identify champions to support adoption.
  • During migration:
    • Notify users of downtime or read-only periods.
    • Offer real-time support via helpdesk or Teams channels.
  • Post-migration:
    • Share success stories and new features.
    • Collect feedback to address pain points.
  • Tools: Use Viva Engage or email campaigns for communication.

How do I train users on SharePoint Online?

  • Training options:
    • Microsoft Learn: Free tutorials on SharePoint Online and Microsoft 365.
    • Custom training: Create role-based guides (e.g., for site owners, members).
    • Live sessions: Host webinars or Q&A sessions.
  • Focus areas:
    • Modern UI navigation.
    • Document collaboration (e.g., co-authoring, sharing).
    • Teams integration.
    • Permissions and sharing best practices.
  • Tip: Provide quick reference guides and on-demand videos.

What are common user challenges post-migration?

  • Navigation issues: Users may struggle with modern UI or site restructuring.
  • Permission errors: Misconfigured permissions can block access.
  • Feature gaps: Missing classic features (e.g., certain web parts).
  • Adoption resistance: Users may prefer old workflows or file shares.
  • Mitigation: Offer training, simplify site structures, and monitor support tickets.

6. Post-Migration

How do I validate a successful migration?

  • Content validation:
    • Compare file counts, sizes, and metadata between source and target.
    • Spot-check documents and lists for accuracy.
  • Permission validation:
    • Test access for different user roles (e.g., Owners, Members, Visitors).
    • Verify external sharing settings.
  • Functionality validation:
    • Test workflows, forms, and customizations.
    • Ensure search and navigation work as expected.
  • Tools: Use migration tool reports or PowerShell scripts for validation.

What should I monitor after migration?

  • Usage analytics: Track site activity via SharePoint Admin Center or Microsoft 365 reports.
  • Performance: Monitor page load times and search performance.
  • User feedback: Collect issues via surveys or helpdesk.
  • Security: Review sharing settings and audit logs for compliance.
  • Tip: Set up alerts for unauthorized access or configuration changes.

How do I handle post-migration issues?

  • Common issues:
    • Missing files: Check migration logs for errors or skipped items.
    • Broken links: Update URLs or set up redirects.
    • Workflow failures: Rebuild or troubleshoot in Power Automate.
  • Resolution:
    • Use migration tool logs to diagnose errors.
    • Re-run incremental migrations for missing content.
    • Escalate to Microsoft Support or tool vendors if needed.
  • Support plan: Maintain a helpdesk for 1–3 months post-migration.

What governance policies should be in place post-migration?

  • Site management:
    • Define who can create sites (e.g., restrict to admins or use Hub Sites).
    • Set expiration policies for inactive sites.
  • Content lifecycle:
    • Implement retention and deletion policies via Microsoft Purview.
    • Use labels for sensitive data.
  • Permissions:
    • Use Microsoft 365 Groups or Azure AD for access control.
    • Limit external sharing to approved domains.
  • Monitoring:
    • Regularly audit site usage and permissions.
    • Use Power BI for custom governance dashboards.

7. Common Challenges and Risks

What are the biggest risks in a SharePoint migration?

  • Data loss: Files or metadata may be skipped due to errors or limits.
  • Downtime: Prolonged migrations can disrupt business operations.
  • Permission mismatches: Users may lose or gain unintended access.
  • Unsupported features: Customizations may break in SharePoint Online.
  • User resistance: Lack of training or communication can hinder adoption.
  • Mitigation: Thorough planning, testing, and user engagement reduce risks.

How do I avoid throttling during migration?

  • Understand throttling: Microsoft 365 limits API calls to prevent overload.
  • Best practices:
    • Schedule migrations during off-peak hours (e.g., nights/weekends).
    • Use tools like ShareGate that manage throttling automatically.
    • Split large migrations into smaller batches.
    • Request increased quotas from Microsoft Support for large migrations.
  • Monitor: Check migration tool logs for throttling errors (e.g., HTTP 429).

What happens if the migration fails?

  • Rollback plan:
    • Keep source environment intact until migration is validated.
    • Use backups to restore data if needed.
  • Partial failure:
    • Re-run migrations for failed items using incremental mode.
    • Fix errors (e.g., invalid file names, permissions) and retry.
  • Escalation: Contact tool vendors or Microsoft Support for critical issues.
  • Tip: Test rollback procedures during pilot migrations.

8. Costs and Licensing

What are the costs associated with a SharePoint migration?

  • Licensing:
    • SharePoint Online: Included in Microsoft 365 plans (e.g., E3, E5, Business Standard).
    • Additional storage: $0.20/GB/month beyond default allocation (1TB + 10GB per user).
  • Tools:
    • SPMT/Mover: Free.
    • Third-party tools: Vary (e.g., ShareGate: ~$4,000/year for small migrations; AvePoint: custom pricing).
  • Services:
    • Consultants: $100–$300/hour depending on expertise.
    • Managed services: $10,000–$100,000+ for large projects.
  • Internal costs:
    • Staff time for planning, execution, and training.
    • Downtime or productivity impacts.
  • Tip: Request quotes from multiple vendors and factor in post-migration support.

Do I need additional licenses for SharePoint Online?

  • Users: Each user accessing SharePoint Online needs a Microsoft 365 license (e.g., Business Basic, E3).
  • External users: Free for sharing (up to limits) but require configuration.
  • Add-ons: May need Power Apps/Power Automate licenses for custom solutions or Microsoft Purview for compliance.
  • Check: Use Microsoft 365 Admin Center to verify license assignments.

9. Additional Resources

Where can I find more information on SharePoint migrations?

Who can I contact for support?

  • Microsoft Support: Via Microsoft 365 Admin Center (for licensed tenants).
  • Tool vendors: ShareGate, AvePoint, or Quest support portals.
  • Consultants: Engage certified Microsoft partners for complex migrations.
  • Internal IT: Escalate to your organization’s Microsoft 365 admins.

10. Specific Scenarios

How do I migrate from a file server to SharePoint Online?

  • Steps:
    1. Inventory files and folder structures.
    2. Map folder permissions to SharePoint permissions.
    3. Create document libraries in SharePoint Online.
    4. Use SPMT or third-party tools to migrate files.
    5. Apply metadata for better searchability.
  • Challenges: Long file paths, invalid characters, and permission mapping.
  • Tip: Use OneDrive sync for small migrations or pilot testing.

How do I handle tenant-to-tenant migrations?

  • Use cases: Mergers, acquisitions, or divestitures.
  • Steps:
    1. Assess both tenants (content, users, configurations).
    2. Map domains, users, and permissions.
    3. Use third-party tools (e.g., ShareGate, AvePoint) for content migration.
    4. Reconfigure integrations (e.g., Teams, Power Apps).
    5. Validate and redirect users to the new tenant.
  • Challenges: Domain conflicts, external sharing, and licensing.
  • Tip: Plan for domain cutover and user communication.

Can I migrate during business hours?

  • Yes, but:
    • Use incremental migrations to minimize disruption.
    • Set source sites to read-only during final sync.
    • Schedule large data transfers outside peak hours.
  • Tip: Communicate downtime windows clearly to users.

How do I migrate SharePoint Designer workflows?

  • Not supported in SharePoint Online: Rebuild in Power Automate.
  • Steps:
    1. Document workflow logic using ShareGate or manual review.
    2. Recreate flows in Power Automate.
    3. Test flows in a sandbox environment.
    4. Update references (e.g., list names, URLs).
  • Tools: ShareGate’s workflow migration feature or Microsoft’s Flow Migration Tool (limited support).

This FAQ provides a comprehensive reference for SharePoint migration projects, addressing technical, user, and strategic considerations.

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