{"id":11431,"date":"2024-01-05T16:36:12","date_gmt":"2024-01-05T11:06:12","guid":{"rendered":"https:\/\/www.softwarepro.org\/blog\/?p=11431"},"modified":"2025-01-06T17:03:51","modified_gmt":"2025-01-06T11:33:51","slug":"best-practices-sharepoint-online-migration","status":"publish","type":"post","link":"https:\/\/www.softwarepro.org\/blog\/best-practices-sharepoint-online-migration\/","title":{"rendered":"SharePoint Online Migration Best Practices &#8211; Top 13 Checks for Success!"},"content":{"rendered":"<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">SharePoint Online migration can be a complex process, but understanding and following the best practices significantly reduces the risk of failure. Many users struggle with migration because they aren&#8217;t aware of the essential checklist that ensures a smooth transition.\u00a0<\/span><span style=\"font-weight: 400;\">In this article, we\u2019ll explore 13 SharePoint Online migration best practices that will help minimize risks, optimize your strategy, and ensure a successful migration of your SharePoint data. Whether to <\/span><a href=\"https:\/\/www.softwarepro.org\/blog\/sharepoint-online-migrate-list-to-another-site\/\" target=\"_blank\" rel=\"noopener\"><b>move SharePoint list from one site to another<\/b><\/a><span style=\"font-weight: 400;\">, document libraries, or other content, this data migration strategy will help you out.<\/span><\/p>\n<h2>What is the SharePoint Online Migration Checklist?<\/h2>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Users must understand, that no matter if the migration task is small, medium, or large, there must be a SharePoint migration checklist according to the needs. Without a proper plan, the entire transition can turn into a disaster &amp; can even result in the loss or corruption of the crucial files. To avoid such failure, we have prepared a list of the top 13 best practices that users must follow.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Whether you are going for an online approach or a manual approach, opting for such practices is fruitful &amp; kind of necessary as well.<\/span><\/p>\n<h2>What are the SharePoint Online Migration Best Practices?<\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-13035\" src=\"https:\/\/www.softwarepro.org\/blog\/wp-content\/uploads\/2024\/01\/softareprodownload.webp\" alt=\"SharePoint Online Migration Best Practices\" width=\"1440\" height=\"517\" srcset=\"https:\/\/www.softwarepro.org\/blog\/wp-content\/uploads\/2024\/01\/softareprodownload.webp 833w, https:\/\/www.softwarepro.org\/blog\/wp-content\/uploads\/2024\/01\/softareprodownload-768x276.webp 768w\" sizes=\"auto, (max-width: 1440px) 100vw, 1440px\" \/><\/p>\n<p>The best practices for SharePoint Online migration include:<\/p>\n<div class=\"card mb-5 bg-menu text-black\" style=\"background-color: #f8f8f8;\">\n<div id=\"toc\" class=\"card-body collapse show\">\n<ul>\n<li><a href=\"#v1\"><strong>Scan &amp; Audit Data<\/strong><\/a><\/li>\n<li><a href=\"#v2\"><strong>Clean Source Environment<\/strong><\/a><\/li>\n<li><a href=\"#v3\"><strong>Pre-Migration Arrangements<\/strong><\/a><\/li>\n<li><a href=\"#v4\"><strong>Data Integrity Checks<\/strong><\/a><\/li>\n<li><a href=\"#v5\"><strong>Destination Environment Preparation<\/strong><\/a><\/li>\n<li><a href=\"#v6\"><strong>User &amp; Staff Preparation<\/strong><\/a><\/li>\n<li><a href=\"#v7\"><strong>Identify Potential Challenges<\/strong><\/a><\/li>\n<li><a href=\"#v8\"><strong>Select the Software<\/strong><\/a><\/li>\n<li><a href=\"#v9\"><strong>Run Pilot Projects<\/strong><\/a><\/li>\n<li><a href=\"#v10\"><strong>Execute Migration<\/strong><\/a><\/li>\n<li><a href=\"#v11\"><strong>Prepare for Bandwidth Management<\/strong><\/a><\/li>\n<li><a href=\"#v12\"><strong>Post Migration Checks<\/strong><\/a><\/li>\n<li><a href=\"#v13\"><strong>Eliminate Old Environment<\/strong><\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n<h3 id=\"v1\">1. Scan &amp; Audit Your SharePoint Data<\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Our first step in the SharePoint Online migration checklist is, that users need to simply scan their files in the SharePoint Online environment. Execute an audit &amp; understand what files are available and what needs to be migrated. Know where all your files are located &amp; in which structure. Create a list or spreadsheet to track the data you need to migrate.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">In addition, this scanning can help users plan the rest of the migration accordingly to utilize resources efficiently. There is no point in migrating one-third of data when your strategy is made to migrate even more. Auditing eliminates this waste of resources &amp; this is why it is mentioned in this SharePoint Online migration checklist.<\/span><\/p>\n<h3 id=\"v2\">2. Clean Your Source SharePoint Online Space<\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">After auditing, remove unnecessary data to reduce migration time and ensure only relevant files are migrated. Simply put, that\u2019s just a waste for them &amp; there is no need to migrate garbage which increases the migration time &amp; reduces storage space in the destination.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Cleaning the old environment is important to keep only the healthy &amp; important files. This practice even helps in organizing the data as well before the migration which saves the efforts that users might put into post-migration.<\/span><\/p>\n<h3 id=\"v3\" style=\"text-align: justify;\">3. Pre-Migration Arrangements<\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Now, it\u2019s time to make the pre-migration checks. Now, that you have cleaned your environment, it\u2019s time to list all the types of data items that you wish to migrate. SharePoint Online migration best practices require users to not leave any loose screw that is the reason for a disaster tomorrow.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Assign all the respective permissions to the admins &amp; necessary users only to avoid any security threats. Also, this is important to let important users access all the files &amp; other data items. If you create permissions set then make sure you document them as well.<\/span><\/p>\n<h3 id=\"v4\" style=\"text-align: justify;\">4. Data Integrity Checks<\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Data integrity checks are equally important as any other of the practices mentioned here. Make all arrangements for the security of data files. Most users combine this step with the pre-migration but keeping in mind the importance, it\u2019s always necessary to focus on this separately. Therefore, users can make sure their data is safe &amp; far away from potential risks.<\/span><\/p>\n<h4 id=\"v5\" style=\"text-align: justify;\">5. Destination Environment Preparation<\/h4>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Before moving further, users must prepare their destination SharePoint Online environment. It includes making a structured information architecture in the destination to accommodate the data files. One abiding by this SharePoint Online migration best practices can be a master of this process in no time.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Making a SharePoint Management Plan here is beneficial so that the files &amp; the environment, both are compatible with each other. Along with files, setting up the controls just like the source environment also helps in easy management.<\/span><\/p>\n<h4 id=\"v6\" style=\"text-align: justify;\">6. User &amp; Staff Preparation<\/h4>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Make sure you get approval from the top-tier management. Communication at this stage can\u2019t be skipped anyhow. Informing the management &amp; discussing all the risks &amp; benefits of this operation can help them also estimate returns.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Alongside this, the actual users that are going to use the new environment are significant. This can help them prepare themselves for the massive change. Also, it acts as a training session for the migration operation.<\/span><\/p>\n<h4 id=\"v7\" style=\"text-align: justify;\">7. Identify Potential Challenges<\/h4>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Challenges are present in every small or big task. Just like crossing a busy street is a challenge for many, this project is also full of them. Some of these challenges we are mentioning in the SharePoint Online migration best practices are mentioned below:<\/span><\/p>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Potential threats to the data are a massive challenge to counter. Thus, respective measures should be there too. A complete backup of the data files is important &amp; can help in case the migration fails to result in data loss.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Apart from the data loss issues, what users need to do is just make sure there are no technical challenges as well. This is because most users aren&#8217;t aware of the technicalities of SharePoint migration.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">All the remaining challenges should also be taken care of. DNS record settings, permissions, settings &amp; control are some examples.<\/span><\/li>\n<\/ul>\n<h4 id=\"v8\" style=\"text-align: justify;\">8. Best Tool for SharePoint Migration<\/h4>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Coming more than halfway, it\u2019s crucial to get the most reliable, robust &amp; budget-friendly solution. However, several manual solutions are present in the market for users i.e. <\/span><b>Microsoft SharePoint Migration Tool<\/b><span style=\"font-weight: 400;\"> (<\/span><a href=\"https:\/\/learn.microsoft.com\/en-us\/sharepointmigration\/introducing-the-sharepoint-migration-tool\" target=\"_blank\" rel=\"nofollow noopener\"><b>SPMT<\/b><\/a><span style=\"font-weight: 400;\">), <strong>PowerShell Scripts<\/strong>, <strong>OneDrive for Business Sync<\/strong>, etc, but not all of them are worth buying. Some organizations hire migration experts to handle the entire operation but with the right tool, your admin can do this too. Selecting the tool is as important as learning the SharePoint Online migration best practices nowadays.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Therefore, get the best <\/span><b>SharePoint Online Migration Tool<\/b><span style=\"font-weight: 400;\"> for free today!<\/span><\/p>\n<p class=\"text-center mr-2\" style=\"text-align: justify;\"><a class=\"btn btn-success btn-lg btn-md-block text-white\" href=\"https:\/\/www.softwarepro.org\/download\/SYS1S6P6O\/22\" rel=\"nofollow\">Download Now<\/a> <a class=\"btn btn-lg btn-md-block text-white\" style=\"background: #ff6800; color: #fff !important;\" href=\"https:\/\/www.softwarepro.org\/buy\/SYS1S6P6O\/22\" target=\"_blank\" rel=\"nofollow noopener noreferrer\"> Purchase Now<br \/>\n<\/a><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">This software has the full potential to migrate SharePoint files of any size. Features like date filter help in migrating selective data from a specific period. Batch migration is there too along with many advanced features. For large datasets or recently arrived content, consider using the delta migration option which reduces the risk of missing any updates. Additionally, with an efficient solution, it becomes easier to transfer data to another platform even when we need to <\/span><a href=\"https:\/\/www.softwarepro.org\/blog\/migrate-microsoft-teams-to-a-new-tenant\/\" target=\"_blank\" rel=\"noopener\"><b>migrate Microsoft Teams to a new Tenant<\/b><\/a> <span style=\"font-weight: 400;\">simultaneously.<\/span><\/p>\n<p style=\"text-align: justify;\"><img loading=\"lazy\" decoding=\"async\" class=\"size-medium aligncenter\" src=\"https:\/\/systoolskart.com\/imgp\/sharepoint-migrator\/start-migration.webp\" alt=\"SharePoint Online start migration\" width=\"800\" height=\"426\" \/><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">So, opting for a robust solution to initiate migration between SharePoint Online is also an essential task.<\/span><\/p>\n<h5 id=\"v9\" style=\"text-align: justify;\">9. Run A Pilot Project<\/h5>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Before you run the actual migration project, test your preparations by running a demo migration. It shows all the loopholes left &amp; users will get enough time to make corrections &amp; amend their plans.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">This also helps users estimate the time that the actual migration will take to complete. All the issues &amp; errors can be observed at this stage easily. Therefore, don&#8217;t skip this SharePoint Online migration checklist step to prevent errors in advance.\u00a0<\/span><\/p>\n<h5 id=\"v10\" style=\"text-align: justify;\">10. Execute the Migration<\/h5>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">After studying the SharePoint Online migration best practices, simply begin the migration &amp; then keep tracking the statistics as well. Use the tool selected in the above steps. Carefully follow the steps to complete the migration. Be ready with the countermeasures in case anything goes wrong &amp; do not lose focus at any time. This step is very easy but requires the constant attention of admins.<\/span><\/p>\n<h5 id=\"v11\">11. Prepare for Bandwidth Management<\/h5>\n<p>Large migrations can strain network resources. That&#8217;s why it is suggested to move data in batches, and if possible schedule this task during off-peak hours to minimize disruption. Additionally, continuously monitor bandwidth usage to avoid slowdowns.<\/p>\n<blockquote>\n<p style=\"text-align: justify;\"><b>Must read &#8211;<\/b> <a href=\"https:\/\/www.softwarepro.org\/blog\/move-files-from-one-teams-channel-to-another\/\" target=\"_blank\" rel=\"noopener\"><b>Move Files from One Teams Channel to Another<\/b><\/a><\/p>\n<\/blockquote>\n<h5 id=\"v12\" style=\"text-align: justify;\">12. Post Migration Checks<\/h5>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Once the migration is completed, users just need to go through some of the post SharePoint Online migration best practices as mentioned below:<\/span><\/p>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Analyze if all the data files are transferred or if there are still some left.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">If there are some files left or failed, go for the Re-run migration option.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Either run the full migration again or perform the failed items migration.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Delta migration is also important for users to migrate new data items.<\/span><\/li>\n<\/ul>\n<h5 id=\"v13\" style=\"text-align: justify;\">13. Eliminate Old Environment<\/h5>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">After completing the post-migration checks, eliminate the old SharePoint environment. Remove all the data files from it &amp; then end the subscription. In addition, try to recover any licensing costs if possible from the old environment. However, if users want to keep using the source one too, they don\u2019t need to perform this step.<\/span><\/p>\n<h6 class=\"h5\"><strong>Case Study: Contoso Ltd.&#8217;s Successful Migration via SharePoint Online Migration Best Practices!<\/strong><\/h6>\n<p style=\"text-align: justify;\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-12968\" src=\"https:\/\/www.softwarepro.org\/blog\/wp-content\/uploads\/2024\/11\/softwareproreddit.webp\" alt=\"case study\" width=\"747\" height=\"261\" \/><\/p>\n<p style=\"text-align: justify;\"><b>Proof &#8211;<\/b> <a href=\"https:\/\/www.reddit.com\/user\/VisibleSpare376\/comments\/1h4rx12\/contoso_ltds_successful_sharepoint_online\/\" target=\"_blank\" rel=\"nofollow noopener\"><b>Reddit<\/b><\/a><\/p>\n<h6 class=\"h5\"><strong>Bringing It All Together!<\/strong><\/h6>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">In a nutshell, this SharePoint Online migration best practices can significantly help users execute their data transfer from one environment to another without a single error. Being aware of the technicalities, making the appropriate strategies, and following the hierarchy of steps can be highly effective for users. Considering the migration tool is the key to success, and one of the most reliable solutions is described in the SharePoint Online migration checklist (<\/span><b>step 8<\/b><span style=\"font-weight: 400;\">).<\/span><\/p>\n<div class=\"card mb-5 bg-menu text-black\" style=\"background-color: #f8f8f8;\">\n<div id=\"faqs\" class=\"card-body collapse show\">\n<h6 class=\"h5\"><strong>People Also Ask!<\/strong><\/h6>\n<p style=\"text-align: justify;\"><b>Q1. How do you handle large-scale SharePoint migrations?<\/b><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">To migrate large volumes of data between SharePoint Online is quite easy by following these points &#8211;<\/span><\/p>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">First, ensure to opt for the automated utility which supports bulk data migration.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Follow the step-by-step pre and post-checklist to reduce complexity and migration time.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Optional &#8211; <\/b><span style=\"font-weight: 400;\">Before starting to migrate the entire data, you have to perform the test migration with a small amount of data to address any potential in advance.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Regular real-time monitoring is necessary to ensure a successful transfer.<\/span><\/li>\n<\/ul>\n<p style=\"text-align: justify;\"><b>Q2. How to avoid migration errors in SharePoint Online?<\/b><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Occurring errors during the transition are common, know how to resolve them is essential. For the same, here are the SharePoint Online migration best practices to go through:<\/span><\/p>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Perform a thorough data audit before migration.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Check for any file, permission, or credentials issues before migration. This means ensuring that all the necessary permission is allowed to execute the transition with ease.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Confirm that all the pre-migration tasks such as environmental preparations should be done.<\/span><\/li>\n<\/ul>\n<p style=\"text-align: justify;\"><b>Q3. Should I migrate all my data to SharePoint Online?<\/b><\/p>\n<p style=\"text-align: justify;\"><b>No<\/b><span style=\"font-weight: 400;\">, this is your choice to move the entire data available in the current SharePoint Online, or you have to transfer specific data. Additionally, in the scan and audit phase, you can check or delete unnecessary data, and transfer only the necessary files, which reduces transition time.<\/span><\/p>\n<p style=\"text-align: justify;\"><b>Q4. How to ensure that SharePoint lists are migrated properly?<\/b><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">It depends on the method you choose, if you doing this manually, then go through the below points:<\/span><\/p>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Before executing the full migration, transfer some lists first and ensure that list structures, metadata, and permissions are transferred accurately or not.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Validate the lists in the destination environment to ensure they are intact.<\/span><\/li>\n<\/ul>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">However, the mentioned smart solution offers a real-time monitoring feature to ensure a hassle-free transition without any error.\u00a0<\/span><\/p>\n<p style=\"text-align: justify;\"><b>\u00a0Q5. What are the common challenges in SharePoint Online migration?<\/b><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Common challenges include: Managing large data volumes, ensuring data integrity and security, handling permission and access issues, migrating complex content like lists and workflows, minimizing downtime during migration, etc.<\/span><\/p>\n<p>To bypass them, it is considered to follow the SharePoint Online migration best practices carefully without skipping any of the crucial points.<\/p>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>SharePoint Online migration can be a complex process, but understanding and following the best practices significantly reduces the risk of <\/p>\n","protected":false},"author":4,"featured_media":12371,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[424],"tags":[],"class_list":["post-11431","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-sharepoint"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>SharePoint Online Migration Best Practices: An Entire Checklist<\/title>\n<meta name=\"description\" content=\"Learn SharePoint Online migration best practices to execute an error-free data migration. 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