Things to Consider for a Successful SharePoint Migration

SharePoint Online is one of the most widely used platforms for collaboration, data sharing, and content management. It includes site contents, documents, OneNote Notebooks, site pages, events, calendars, contacts, and much more. Migrating SharePoint data can be simple if you have the right migration tool and proper planning in place.

In this article, we outline the key factors and checklists you should consider to ensure a smooth and secure SharePoint migration.

1. Backup Before Migration

Before starting the migration, always create a full backup of your SharePoint data. If the migration fails or is incomplete, you can easily restore data from the backup without complications.

2. Understand SharePoint Migration Options

Be aware of the different components available in SharePoint Online that may need to be migrated, such as:

• Site collections
  
• Lists and libraries
  
• Users and groups
  
• Site permissions
  
• Apps and integrations

3. Clean Up the Source SharePoint

Removing unnecessary or outdated data before migration helps improve performance and reduces clutter in the target environment. Consider these steps:

• Delete empty SharePoint groups and non-existing users.
  
• Remove unused site content types and site columns.
  
• Clean up items with excessive custom permissions.
  
• Organize lists and libraries with proper columns.
  
• Delete inactive or unused sites.
  
• Verify licenses to ensure validity during the migration process.

4. Test the Migration Process

Testing is critical to avoid surprises during the actual migration. Run trial migrations with a small set of data and validate the following:

• Site permissions and group settings
  
• Functionality of lists, libraries, and apps
  
• Estimated time required for the full migration
  This testing phase helps confirm compatibility with your environment and ensures smoother execution.

5. Communicate with Users

Migration affects not only IT teams but also end users. Keeping users informed reduces disruption and prevents data loss. Make sure to communicate:

• Reasons for migrating to the new environment
  
• Expected downtime or access limitations
  
• Duration of the migration process
  
• Changes in permissions and site structure
  
• Backup or contingency plans if migration is delayed or unsuccessful
  
  

SharePoint Migration Guide 

Migrating SharePoint data requires careful planning and the right tools. Organizations often debate whether to use native solutions or third-party services. While native methods may work for smaller projects, they are time-consuming and often fail to migrate metadata completely. For faster, more secure, and unlimited SharePoint migration, a specialized solution like EdbMails SharePoint Migration Tool is recommended.

Start the Migration

Before beginning the process, decide whether to use Microsoft’s native method or a third-party service:

• Native method: Time-consuming and may not migrate all metadata.
  
• Third-party solution: With EdbMails, you can migrate SharePoint sites, documents, files, and folders between source and target servers without restrictions on data size. The tool also supports site collection-level migration for greater flexibility.
  
  

SharePoint Pre-Migration Activities

On Source Server:

• Collect the SharePoint source server URL, Admin Center URL, Office 365 admin account, and password.
  
• Grant admin access to each SharePoint site.
  • EdbMails can do this automatically through the SharePoint login window.
    
  • Or you can manually grant access using Microsoft’s admin settings.

Steps to add Global admin as a member of each SharePoint site on the source server.

On Target Server:

• Collect the SharePoint target server URL, Admin Center URL, Office 365 admin account, and password.
  
• Create SharePoint sites on the target server.
  • EdbMails can automatically create sites/sub-sites.
    
  • Or you can manually create them in SharePoint Admin Center.

Steps to create sites on SharePoint server.

• Ensure each site has admin access (either automatically handled by EdbMails or set manually).
  
• Enable the option to create sites/sub-sites on the target server.

Verify the Migration

After the migration is complete:

• Check migrated items directly on the target SharePoint site.
  
• Review the detailed migration report in EdbMails.
  
• Confirm that data integrity is maintained—the destination data must exactly match the source. Any discrepancies should be resolved immediately.
  
  

Post-Migration Checklist

Once the migration is finished, follow these steps to ensure a smooth transition:

• Verify data consistency and integrity.
  
• Take a backup copy of the newly migrated environment.
  
• Redirect users and update access points as needed.
• Perform test runs on migrated content to confirm functionality.
  
• Decommission the old SharePoint environment only after full verification.
  
• Remove access to any on-premises SharePoint if no longer required.
  
  

Backup with EdbMails SharePoint Tool

Post-migration, backup becomes just as important as the migration itself. With EdbMails SharePoint Backup, you can create a copy of your SharePoint data at the click of a button. This backup can be restored in case of accidental deletions or primary data loss, ensuring business continuity.

Why Choose EdbMails for SharePoint Migration?

EdbMails SharePoint Migration Tool provides a simple, secure, and user-friendly interface without requiring complex scripting or technical expertise. Some of its key features include:

• Selective item migration (migrate only what you need).
  
• Incremental migration to transfer only new or modified data.
  
• Automatic mapping between source and target sites.
  
• Support for unlimited data migration with no size restrictions.
  
  

Conclusion

A successful SharePoint migration requires preparation, the right tools, and post-migration verification. With EdbMails SharePoint Migration and Backup Tool, you can securely migrate unlimited data, preserve site structure, and perform incremental syncs for efficient migration cycles. Its built-in backup functionality ensures your data remains safe even after migration.

Read More:

Backup and Restore SharePoint Sites

SharePoint Migration Between Microsoft 365 Tenants

Difference between SharePoint Online and SharePoint On-Premises