How to migrate to SharePoint online: Full guide for IT admins

SharePoint Online migrations can challenge even seasoned IT admins. This guide explains your main tool options and practical strategies to maintain productivity while avoiding common pitfalls.

SharePoint migrations have a reputation for being messy. You’re tasked with transferring not just files, but entire ecosystems: sites, document libraries, file shares, file server content, and user permissions.

The data transfer isn't the hard part. The complexity of the move is. Don't expect a simple lift-and-shift approach when migrating permissions and structures from legacy file servers to modern SharePoint sites. Because SharePoint handles architecture, inheritance, and governance differently, you'll need to plan carefully to preserve access, structure, and data integrity.

This article serves as a survival manual for IT admins, outlining the available tools designed to simplify SharePoint migrations across various project scopes and technical requirements. Below, we break down their key features and outline the steps IT admins need to carry out a smooth move. You’ll also find practical tips to keep users working, and sidestep the common mistakes that derail a SharePoint migration project.

Why migrating to SharePoint Online matters

Right now, a lot of organizations are stepping away from traditional file shares, on-prem file servers, Dropbox, and even on‑prem SharePoint because they just can’t keep up. Modern collaboration, stronger security, and AI-driven tools are pushing teams toward Microsoft 365 instead.

Maintaining servers is costly, scaling is difficult, and collaboration tools are outdated. In contrast, the cloud-based SharePoint Online delivers automatic updates, tighter integration with critical productivity apps, predictable costs, and compliance features for reducing risk.

If that doesn't convince you that it's time to migrate, there’s also a deadline to consider: SharePoint Server 2016 and 2019 will reach end of support in July 2026. Staying on‑prem afterwards will expose your organization to threats.

So what exactly is the difference between SharePoint on‑prem vs. SharePoint Online?

SharePoint Server, or “on‑premises SharePoint,” is software that your organization installs and runs on its own servers or data center, that your IT team must maintain and manage. Access runs through your corporate network and external users to connect via VPNs or custom setups.

SharePoint Online is delivered as a cloud service hosted in Microsoft’s Azure data center, which Microsoft manages. Users can access SharePoint Online, and associated apps like OneDrive and Teams, from anywhere with an internet connection. Microsoft Entra ID authenticates users and secures access with multifactor authentication and conditional access. 

Migrating between them can be done via several methods:

• Manual: This way is fine for a small SharePoint migration, like transferring a handful of Microsoft SharePoint sites or libraries. But you’ll be downloading and uploading files yourself, whether from local drives, file servers, or smaller SharePoint sites, so it’s easy to miss permissions or metadata if you’re not careful.
• Hybrid: This phased approach involves moving data slowly to the cloud while some remains on‑prem, such as keeping certain file servers active while testing SharePoint Online before fully transferring or gradually transitioning a complex environment.
• Tools: Microsoft’s free SPMT works for basic migrations. But a third‑party SharePoint migration tool like ShareGate can handle bigger jobs with thousands of files and complex permissions. You also get advanced reporting and error handling that save hours of cleanup.
  

Choosing the right SharePoint migration tool: Four top picks

As an IT admin, you know the pain of dealing with migrations that lead to broken permissions, stalled file transfers, and downtime that frustrates users. Choosing your SharePoint migration tool can mean the difference between a smooth move and weeks of cleanup:

• SPMT → for on-prem SharePoint Server and file shares
• Migration Manager → for file shares and supported cloud sources
• Migration PowerShell cmdlets → when you need automation on top of SPMT
• ShareGate → for intuitive, full‑feature migrations with built‑in reporting and governance controls

1. SharePoint Migration Tool (SPMT)

Organizations can use Microsoft’s free SharePoint Migration Tool (SPMT) to transfer content from their on‑premises SharePoint Server sites, file servers, and file shares into SharePoint Online and Microsoft 365.

Supported data and content:

SPMT can migrate files, folders, and metadata from local or network file shares. It supports SharePoint Server lists, document libraries, files, configurable versions, content types, and managed metadata. Site structures such as navigation, descriptions, icons, and web parts are included, with incremental migration available to capture changes. Managed metadata term stores can also be migrated, though global term store migration requires global tenant admin rights.

Limitations to keep in mind:

Before deciding whether the SPMT fits your migration, you need to evaluate your environment's complexity against the tool’s limitations, which involves reviewing required permissions, prerequisites, and endpoints to verify compatibility with your source and destination SharePoint environment. The SPMT:

• Doesn't migrate custom elements such as InfoPath forms, master pages, or custom list forms.
  
  
• Can’t enable cross-tenant migrations for transferring sites, libraries, or content between separate Microsoft 365 tenants.
  
  
• Supports only SharePoint 2010/2013 list and library workflows, and excludes workflow history.
  
  
• For file share migrations, SPMT preserves explicit (“allow”) permissions but does not retain inherited or “deny” permissions applied at the file level, and it may struggle with very large file server volumes.
  
  
• Encounters throttling or performance limits with large lists or libraries.
  
  
• Requires scripts or manual remediation for certain custom web parts.
  
  
• Provides basic migration reporting, so admins may spend more time digging through logs to diagnose issues manually.

SPMT also requires elevated roles such as Global Admin, SharePoint Admin, or Site Collection Admin, depending on the scope of migration, and only supports certain SharePoint Server versions (2010, 2013, 2016, 2019) and file shares.

Here’s how to use the Microsoft SharePoint migration tool:

• Step 1: Install the SPMT. Remember, check you have the required permissions, prerequisites, and endpoints!
  
  
• Step 2: Create a migration task. You can choose to migrate entire sites, specific lists or libraries, or move workflows into Power Automate.
  
  
• Step 3: Monitor and report. When migration tasks finish, you can check detailed or summary reports for each job, or one report for the whole session. SPMT also creates logs and task‑level reports to help you manage, audit, and troubleshoot the migration process.

2. Migration Manager

Microsoft offers this built‑in web SharePoint migration tool to move content into SharePoint Online, OneDrive, or Teams. The simple, clear dashboard lets you set up agents, run jobs, and track progress through a guided visual interface. You don’t need scripting skills, and it lets you manage migrations from file shares and supported cloud sources (Google Drive, Dropbox, Box) into SharePoint Online, OneDrive, and Teams. For on-premises SharePoint Server, you would need to use the SharePoint Migration Tool (SPMT). The trade‑off is less flexibility and slower performance for very large cloud migrations.

3. PowerShell

PowerShell migrations use Microsoft’s cmdlets built on the SharePoint Migration Tool engine. With this script‑based approach, IT teams get more flexibility to run migrations their way. It's well‑suited for bulk or repeatable tasks, as you can automate migrations with CSV or JSON inputs, schedule them to run when needed, and tailor for complex scenarios. Though you get more scalability and control, this migration method comes with a steeper learning curve if you aren't well-versed in scripting and using logs instead of an easy drag-and-drop dashboard.

4. ShareGate

Looking beyond Microsoft’s native migration tools? ShareGate Migrate offers a more comprehensive, end‑to‑end solution that simplifies and accelerates your Microsoft 365 cloud migrations. Use it to:

• Get organized with pre‑migration checklists and insights to scope your project
• Move everything that matters: SharePoint sites, Teams, mailboxes, OneDrive, Google Drive—and keep the metadata, permissions, labels, and versioning intact.
  
  
• Handle complex scenarios with ease—like tenant-to-tenant moves, M&A timelines, and Copilot data prep.
  
  
• Easily handle mailbox migrations, and carry over messages, calendars, contacts, and all the little details (attachments, folders, categories, etc.

And the magic doesn’t stop after you click "migrate." With ShareGate, you can:

• Reorganize content, fix permissions, and track everything with built-in reports.
  
  
• Optimize your environment for security, productivity, and AI readiness.
  
  
• Avoid project overruns with one simple pricing model (hello, unlimited data and users).

It’s like hiring a 5-star moving crew that not only gets your boxes (your SharePoint sites, folders, and other data) to the new house but also unpacks, rearranges the furniture, and double‑checks the locks.

Thinking it's time to enjoy a migration win? Explore ShareGate’s SharePoint migration resources to settle into your new environment with ease.

Seven supported authentication methods: Planning and assessment

When planning a SharePoint migration, authentication is the first thing to confirm. It’s the “front door key” to both your source and destination and without the right method, migration tools can’t connect and your job risks stalling mid‑process.

SharePoint Online (Destination)

Most organizations are cloud‑first, so modern authentication is standard in Microsoft 365 and SharePoint Online, and nearly all migration tools support it.

1. OAuth 2.0 / OpenID Connect (Modern Authentication): As the standard for Microsoft 365, it works with Microsoft Entra ID to enforce MFA and conditional access.
   
   
2. App‑Only Authentication: This method is often chosen for automated or large‑scale SharePoint migrations. Instead of relying on a user account, it uses a registered app in Entra ID, which makes it easier to schedule or run service‑account jobs.
   
   
3. Multifactor Authentication (MFA): This will come into play if your tenant enforces MFA policies. Some migration tools handle this by supporting app passwords or app registrations, so admins can still run jobs without interruption.

SharePoint Server (source only)

If you’re migrating from an on‑premises SharePoint farm, SharePoint Server 2013, 2016 or 2019, your migration tool may need to connect using older authentication methods. However, these are source‑side only; they don’t apply in SharePoint Online. These include:

4. NTLM, the legacy Windows protocol, is still supported for source connections.
   
   
5. Kerberos, for a secure, ticket‑based approach
   
   
6. Forms‑based authentication (FBA), which often appears in extranet or custom setups.
   
   
7. ADFS / SAML‑Based Claims,  typically used in federated or claims‑based farms.

Common sources migrated into SharePoint Online/OneDrive

For their migrations, organizations typically transfer content from a wide range of systems into Microsoft 365:

• Box: Moving cloud repositories into Microsoft 365 for unified collaboration.
  
  
• File Servers / File Shares: Shifting from traditional storage to modern cloud platforms.
  
  
• Google Workspace: Transitioning Drive files, Gmail mailboxes, and calendars into Microsoft 365 using native tools or ShareGate Google Workspaces migration features.
  
  
• Dropbox: Consolidating cloud storage consolidated into SharePoint Online/OneDrive.
  
  
• SharePoint Server: Migrating legacy farms into SharePoint Online.
  
  
• SharePoint Server workflows: Modernizing classic workflows with Power Automate.
  
  
• SharePoint Server classic pages: Migrating into modern site pages for better design and usability.

Key planning considerations

Whichever your authentication method, it’s worth double‑checking these essentials before any SharePoint migration:

• Destination access: Confirm that you have the right permissions and credentials for all content repositories in Microsoft 365.
• Source access: Verify that your migration account has the correct permissions (for example, SharePoint or Global admin or Site Collection admin at the destination, and sufficient read access at the source). Also make sure users who will use SharePoint Online have the appropriate M365 licenses  and OneDrive provisioned.
• Prerequisites installed: Get your migration tool, PowerShell modules, and any required connectors ready to go.

Simplify your SharePoint Online migration with ShareGate

Migrating to Microsoft 365 or SharePoint Online takes planning, the right tools, and careful preparation. Done well, you'll be able to protect data integrity, minimize disruptions, and unlock  the full power of the cloud– scalability, flexibility, and seamless collaboration.

That’s where ShareGate comes in—the out-of-the-box migration tool that makes moving to Microsoft 365 simple, fast, and stress-free.

Have a migration project on your roadmap? Check out the SharePoint migration checklist for practical planning steps.