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The ultimate SharePoint migration checklist

Deploy faster. Crucial checkpoints, practical advice, and pro tips to help you master your SharePoint migration strategy.

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A super smooth SharePoint migration process

There’s so much more to SharePoint migrations than just lift and shift; you need to cover every angle—from planning to optimization to governance and beyond.

Whether you want to migrate to a newer version of SharePoint, to the Microsoft cloud, to another tenant—or just reorganize content, we’re with you every step of the way. Since 2009, we’ve been helping IT professionals working in Microsoft accelerate migrations.  

We created this checklist to help you create a SharePoint migration plan while guiding you through the phases of your migration journey. Follow these steps to save time and minimize risk.

  • Take inventory of your SharePoint data by performing an audit of what’s currently on your environment
  • Clean up your environment from data that’s redundant, unused, or no longer up to date
  • Plan and structure your information architecture for your business to get your new environment ready
  • Communicate the benefits behind the move to users so that they understand ahead of time.
  • Kick off your migration with the right tools to ensure success. Ideally, choose a tool that offers you automated migration reports to stay on top of everything.
  • Generate a post-migration checklist that makes sense to your reality, and helps you keep tabs on all the things you need to consider post your migration.

Pre-migration: Gear up for change

Creating a detailed migration plan will help you avoid potential errors, reduce downtime, and ensure that your SharePoint migration project runs smoothly.

Start your migration on the right foot. Assessing and managing the existing data environment is crucial to streamline the process. Run a source analysis to get a complete understanding of your environment’s inventory with a third-party tool and what you need to migrate.

With your full-featured ShareGate trial, you can run a source analysis to help you determine:  

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With your full-featured ShareGate trial, you can run a source analysis to help you determine:  

  • The size of your environment
  • The size of your file shares
  • The number of site collections
  • The number of sites  
  • The number of unused or abandoned sites  
  • The number of files and folders
  • The number of workflows
  • Potential issues
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1. Take inventory of your SharePoint data

The most important pre-migration step is taking stock of what’s in your current SharePoint environment with a solid audit. Is it file share? On-prem? Box? A previous version of SharePoint or SharePoint Online? You need to know what’s under the hood, and ShareGate can help. This way, you can make better decisions with proper planning about what to migrate, and determine how long it will take to upgrade your end users into their modern workspace.

2. Clean up your environment

Once you have a solid inventory, start hammering away to weed out data that’s redundant, unused, or no longer up to date. Focus on what needs to be migrated. You’re going to want an efficient, streamlined SharePoint / SharePoint Online environment that lasts.

3. Get your new environment ready

Before you move, you’ll need to prep your new home. Spend some time planning and structuring your information architecture for your business. You can get custom! And of course, you’ll want to create a clear SharePoint management plan for how it will be used within your organization. Our checklist has it all on how you can get this done

4. Prepare your users

End-user training and communication are key to driving adoption. To achieve the best possible outcome, you’ll want to make sure users understand the benefits behind the move ahead of time. Determine what you’ll offer in terms of training and support to set your team up for long-term success.

5.  Start your migration

Stay on top of the migration process. It’s essential to note issues that arise during the upgrade and resolve them as needed. It’s easier when you have the right tools that help to make sure your move is a success. Automated migration reports keep everything smooth.

6.  Post-migration

After making the move, test everything out. Ensure the migration was successful and that everything is where it should be. A post-migration checklist plays a big role in reducing headaches before and after you swing open the doors and let everyone in.

Migrate faster. Transform smarter.

Microsoft 365 migrations are more than just lift and shift. ShareGate Migrate is an end-to-end software solution that guides you every step of the way, from migration to governance. Get accelerated migrations with a complete high-performance toolset that follows best practices throughout your Microsoft 365 journey.

Learn more about what ShareGate’s migration tool can help you do

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About ShareGate Academy

ShareGate Academy is ShareGate’s learning platform. We offer free, online courses on all kinds of Microsoft 365 topics, from adoption to sprawl, from Microsoft Teams to SharePoint. ShareGate Academy is here to help IT pros expand their knowledge so they can work smarter, not harder.

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Frequently asked SharePoint migration questions

What are the key differences between SharePoint on-premises and SharePoint Online during migration?

Migrating from SharePoint Server (on-premises) to SharePoint Online involves key differences:

  • Infrastructure: On-prem requires server maintenance, while SharePoint Online is managed in the Microsoft cloud.
  • Permissions and access controls: Some on-prem settings don’t directly translate to the new SharePoint Online environment, requiring reconfiguration.
  • Workflows and automation: Classic SharePoint workflows may need migration to Power Automate for continued functionality.
  • Scalability: SharePoint Online offers better scalability but requires governance to prevent content sprawl.
How do I handle large-scale data migration in a SharePoint Online migration?

For large-scale data migration, follow these best practices:

  • Break the migration into phases: Move high-priority site collections, document libraries, and metadata first.
  • Use a SharePoint migration tool: Tools like ShareGate optimize data migration by automating file shares and preserving metadata.
  • Leverage Azure for scalability: In a SharePoint Online migration, Azure storage solutions can help optimize the process for massive datasets.
  • Monitor real-time progress: Track migration disruptions and address errors immediately.
How do I migrate SharePoint workflows to SharePoint Online?

Since SharePoint Designer Workflows are being deprecated, you may need to:

  • Rebuild workflows in Power Automate: Microsoft recommends shifting to Power Automate for long-term support.
  • Use third-party tools for automation: Some third-party tools can convert workflows, reducing manual effort.
  • Validate post-migration functionality: This is a critical step in ensuring a successful SharePoint migration, making sure workflows execute correctly in the new system.
How do I migrate Microsoft Teams content linked to SharePoint?

Because Microsoft Teams stores files in SharePoint sites, ensure:

  • Teams chat history and files migrate properly.
  • Permissions and access controls remain intact.
  • Linked SharePoint document libraries transfer without data loss.
  • Teams apps and integrations are reconfigured in the new environment.
What should be included in a SharePoint migration pre-migration checklist?

A solid pre-migration checklist should align with your business needs and include:

  • Audit SharePoint sites: Identify active vs. obsolete content.
  • Map file structures and metadata: Ensure document management consistency.
  • Check permissions: Validate access controls for security compliance.
  • Test your migration approach in a pilot migration: Catch potential disruptions early and refine the process.
How do I optimize SharePoint Online performance after migration?

After migration, optimize SharePoint Online by:

  • Configuring storage quotas and versioning settings.
  • Cleaning up unused site collections and document libraries.
  • Optimizing metadata for search and navigation.
  • Automating governance with SharePoint policies.
What security measures should I take during my SharePoint migration?

To secure your SharePoint migration process:

  • Ensure encryption of data in transit and at rest.
  • Maintain strict access controls and monitor permissions.
  • Use audit logs to track migration activities.
  • Validate that sensitive data is properly classified in the new system.
How do I prevent downtime and disruptions during SharePoint migration?

Minimize downtime by:

  • Scheduling migrations during off-hours.
  • Using incremental migration to move data in phases.
  • Keeping stakeholders informed of potential disruptions.
  • Validating data integrity before final cutover.

Cover all your bases to ensure a super smooth migration

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