SharePoint Migration is essential for organisations that merge, consolidate, restructure, or undergo other scenarios. If you would like to know how to migrate SharePoint document library or other specific areas, then you are on the right page.
In this blog, we will cover all aspects of the migration section for SharePoint.
What is SharePoint?
SharePoint is a versatile platform primarily used for building corporate intranets, managing documents and content, and facilitating team collaboration. It serves as a central hub for file sharing. There are two primary deployment models: SharePoint Online (a cloud-based service included with Microsoft 365) and SharePoint Server (the traditional On-Premises version, which includes releases like SharePoint 2019 and 2016).
SharePoint On-Premises vs SharePoint Online
Microsoft provides two primary deployment models: SharePoint On-Premises and SharePoint Online. SharePoint On-Premises is hosted on your organization’s local servers, offering absolute control over the environment.
However, this full control translates to limitations in scalability and requires your IT team to manage all updates, maintenance, and complex security configurations. Conversely, SharePoint Online is a fully managed cloud service within Microsoft 365.
It eliminates local storage limitations and the overhead of repeated updating cycles, granting users instant access to the latest integrated features and relying on Microsoft for infrastructure security and maintenance.
For a deeper dive into the feature differences and operational implications, review our dedicated guide: SharePoint vs. SharePoint Online: A Detailed Comparison.
Why do we need to migrate SharePoint Document Library?
- In case your company needs collaboration, then you may need to migrate.
- On the other hand, for Security purposes, in case you are using SharePoint On-Premises and need to shift your data to SharePoint Online.
- For the backup to provide extra protection from the server goes down or in other cases.
- SharePoint provides the search option smoothly and efficiently, then you need to migrate your documents to SharePoint.
- For easy moderation, just in case content stored with the SharePoint can be moderated at the user level, allowing you to grant permission for the specific user under the documents and other areas.
- If you need to manage your budget, you will cut your costs with the help of migrating SharePoint documents, tenants, sites, etc.
Key Points you need to focus on to migrate the SharePoint document (Pre-Migration):
- Assessment for the Pre-Migration
- Sites, documents, and tenants need to be
- You need to identify unused or outdated content.
- After that, you need to check the document storage and file counts.
- Reviewing existing information architecture
- At this point, you need to verify source environment health, such as errors, corruption, and workflows.
- Here you need to analyse your content, such as folder structure, metadata, large files or unsupported files, resolve illegal file or folder names, and check for long URL paths.
- After that, you need to check the permissions and whether security is given in the correct manner or not.
- Check the speed of the network. In case of the slow speed of the internet, it adversely affects the speed of the migration.
Methods to Migrate SharePoint Document Library to Another Site:
In this section, we will discuss the two ways to migrate SharePoint documents Library.
- Manual Method
- Automate Method
- and the last, most efficient manner is a third-party Tool
Manual Method to migrate SharePoint document library:
- Move to/ Copy to options (with the same tenant)
- OneDrive sync Application
- Open with File Explorer
- Download and upload manually
Method 1. Using Move to/ Copy to Option
- You need to open the source SharePoint Document Library.
- Next, pick the files or folder that you desire to migrate.
- At this point, you need to tap on Copy or Move to from the toolbar.
- For the further process, you need to pick the destination site or library.
- To move the target folder, tap on the Copy here/ Move here
- Now wait for the migration to complete.
Limitations of the Move to/Copy to Option
- You have limitations to work only under the same tenant.
- Large Files take a longer time for the migrations
- Version history and metadata will not fully migrate.
Method 2. Using the OneDrive sync Application
It is basically useful for cross-site migration.
- To initiate the migration of the documents, you need to open the source document library and then click on the sync button.
- Next, sync your OneDrive account library with the local system.
- The same process needs to be followed for the destination library.
- Done with both source and target folder sync locally, click on the copy/ paste files from the source folder to the target (destination) folder in the system.
- Here, you do not need to worry that OneDrive will automatically upload the folder to
Advantages
- Simple to use, both non-technical and newcomers use it without facing any issues.
- This method supports bulk migration.
Disadvantages
- To follow this method, you need enough local storage.
- Version history migration is not done with this method.
Method 3. Using Open with File Explorer
You need to note that this method is only applicable for the Internet Explorer mode or Edge IE mode.
- Run the source SharePoint Library with Internet Explorer.
- Next, you need to go to the Library tools and then open the File Explorer.
- In this window of the Internet Explorer, you will find your SharePoint Files.
- For the target folder, you need to follow the same steps as the ones you follow in the source folder connection.
- Lastly, you need to drag and drop files or folders between two windows.
Limitations:
- Under this method, you will find that it does not support all browsers.
- Same as above, no version history migration.
- For the large file size, it can be slow.
Method 4. Download and Upload Manually
You need to note that it is effective for small migrations.
- To initiate the migration, you need to pick the desired file/ folders in the source library you need to click on the Download.
- Next, extract the downloaded ZIP files as per your needs.
- At this point, you need to open the destination SharePoint library.
- Click Upload and select the files/ folders.
- Wait for the process to complete.
Automate Method to Migrate SharePoint Document Library:
- To initiate the migration process, you need to first log in to the Power Automate (https://flow.microsoft.com)
- Next, create a New Flow as per your requirements.
- At this point, pick the Automated Cloud Flow or the Scheduled Flow.
- Now you need to go to the Set Trigger section.
- After that, you need to select the date range for the creation or modification within the folder of the
- Add the action create file for the destination
- At the last set the source and target SharePoint site URL and library/ folder path.
Limitations:
- With the help of the automated method, you cannot migrate complete documents, sites, tenants, and other specific areas.
- No version history migration option is available for the users.
Third-Party Tool to Execute SharePoint Document Migration
Shoviv SharePoint Migrator is the picture-perfect tool to migrate SharePoint documents efficiently and securely; however, additionally, it also provides the migration for the tenants, sites, libraries, permissions, and, interestingly, version history. Shoviv allows users to check the features under the free demo versions, and also offers 24/7 Technical support.
Highlighted Features of Shoviv SharePoint Migrator
- Shoviv SharePoint Migrator is a one-stop solution to migrate from any version of SharePoint to another version without any size limitations.
- This tool can also migrate to OneDrive, Google Drive, Google Shared Drive, Amazon S3, Box, and Dropbox (Business or Personal), and other S3-compatible storage with an appropriate license.
- This tool works on a job-based basis; users can also schedule their jobs. It can add and migrate multiple sites in a job.
- Shoviv allows users to take selective migration or backup as per their needs with the help of the filters page (Include/ Exclude options).
- Users also have access to the job report, which they can easily download and check all the details in a preview manner.
Final Words:
Migrating SharePoint documents, sites, libraries, permissions, and other specific areas is necessary for the organisation. With the help of the manual method, users can shift the small data. For complete and multi-platform migration plus backup, a professional tool like the Shoviv SharePoint Migrator is the most trusted tool with scheduling, filtering, and multiple jobs under one tool.
